What should the checklist actually prove?
A useful checklist shows whether an agreed control operates and where evidence can be found. It does not declare an organization compliant because a box was ticked. Start with the requirements your accountable owners have confirmed, then translate each into an action, an owner and a verification method. Separate product features from the responsibilities your team still performs.
Work through a realistic example
A team says that official accounts are archived. The evidence question is more precise: which accounts were approved, which connections were checked, what sample was retrieved and who handles failures? Break the claim into those checks. An unsupported account or unresolved connection is then visible instead of disappearing behind a single green status.
Run the workflow
- List the requirements confirmed by records, legal, privacy and security owners. Record the authority or internal policy version, plus the scope to which it applies.
- For each requirement, identify the product control and the human operating step. Ask who checks it and what happens when it fails.
- Run a representative review and retain the results. Mark untested controls as untested; give each exception an owner and a decision date.
Check the evidence
| Check | What to verify | Evidence to keep |
|---|---|---|
| Coverage | Approved accounts match verified capture scope. | Inventory reconciliation and sample results. |
| Access | Only approved roles can use sensitive functions. | Role test and access-review record. |
| Response | A record can be found and handed to the authorized reviewer. | Search log and sample export review. |
Record the decision and its limits
Review the unresolved items with their owners before making an assurance statement. Set the next review around meaningful changes, such as a new account type, changed permissions or a new business use. Keep the checklist short enough that someone can actually operate it.
Keep in mind: Software can support controls, but purchasing an archive does not settle legal interpretation, disclosure decisions or organizational compliance. Those decisions stay with the responsible people.
Further reading and scope
Reviewed October 14, 2026. These practical exercises are editorial guidance, not a guarantee of platform coverage or a substitute for your approved records policy.
- NARA: guidance on managing social media records — Federal-agency guidance; consult your own applicable records authority.
- FTC: Start with Security — General security background; not a product certification.
Common questions
Is this a legal compliance certification?
No. It is an operating checklist for testing requirements that your organization has already identified. It does not certify a vendor or replace legal review.
What should we show in a vendor demo?
Bring a small set of required workflows and ask the vendor to demonstrate them. Record observed results, stated limitations and anything that remains untested.
Put the guide to work
Use the downloadable workbook to record your requirements, test results and questions for shortlisted providers.