How do you make a search repeatable?
Translate the request into explicit account scope, time boundaries and candidate search terms. Record any interpretation that needs approval before narrowing the collection. Keep the original request with a search log so another reviewer can understand the decisions. Finding relevant results is one step in a response process; it does not establish that the results are complete or approved for release.
Work through a realistic example
A request names a road project but staff used its formal title, an abbreviation and a local nickname. Test each term and inspect known relevant posts. If one query misses a known example, investigate the content type, account and date filters before concluding that no records exist.
Run the workflow
- Document accounts, date range, time zone and the language used in the request. Clarify ambiguous terms with the person responsible for managing the response.
- Run a broad discovery search, then test synonyms and known examples. Record each query and filter rather than relying on a final result count alone.
- Export the agreed result set and reconcile it with the search log. Hand the package to the authorized reviewer for relevance, redaction and disclosure decisions.
Check the evidence
| Check | What to verify | Evidence to keep |
|---|---|---|
| Known-item check | An expected sample appears in the results. | Identifier, query and result. |
| Boundary check | Start/end dates and time zones behave as intended. | Examples near each boundary. |
| Package check | Export scope matches the reviewed search. | Query log, selected items and package count definitions. |
Record the decision and its limits
Keep the query history, exceptions and review decisions with the response record. Explain any gaps caused by unconnected accounts, unsupported content or unavailable history. A defensible search account describes its limits as well as its results.
Keep in mind: Use the applicable request process for deadlines and disclosure rules. Do not infer a legal response deadline or permission to release information from this technical workflow.
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: social media capture practices — Background on capture and metadata; the test exercises above are Brolly editorial workflows.
Common questions
Does zero results mean no records exist?
Not necessarily. Check spelling, synonyms, filters, capture scope and known examples. Record any unsearched or unavailable source separately.
Should we search only the central account?
Use the scope approved for the request. A department or project account may matter even when the central account contains a related announcement.
Put the guide to work
Use the downloadable workbook to record your requirements, test results and questions for shortlisted providers.