Where should a retention period come from?
Ask the responsible records or legal owner to identify the applicable authority for each business activity. Do not choose one period because all the records came from the same social platform. An emergency update, a recruitment campaign and a service complaint can serve different functions. This guide helps document the implementation decision; it does not prescribe a retention period for your organization.
Work through a realistic example
A communications team has a public announcement, comments about a permit decision and a duplicate event reminder. Create separate decision rows if their business functions differ. Record the approved classification and trigger for each row, then ask how the archive will represent those decisions. Do not translate an uncertain category into an automatic deletion rule.
Run the workflow
- Identify representative record classes and their business functions. Link each class to the approved schedule or other authority supplied by the responsible owner.
- Record the retention trigger, period, owner and exception process. Determine how holds or unresolved requests affect the proposed disposition workflow.
- Test the proposed configuration on a nonproduction sample. Verify who can authorize disposal and what evidence the process keeps.
Check the evidence
| Check | What to verify | Evidence to keep |
|---|---|---|
| Authority | The decision has an identified basis and approver. | Reference, version and approval date. |
| Trigger | The start event can be determined consistently. | Example calculation reviewed by the owner. |
| Exceptions | A hold or unresolved classification stops routine disposal. | Escalation and release procedure. |
Record the decision and its limits
Keep the approved matrix, implementation settings and test evidence together. If the product cannot implement a required distinction, record the operational workaround and its owner rather than assuming the configuration matches the policy.
Keep in mind: NARA guidance applies to federal agencies. State, local and other organizations must use their own applicable authorities; the fact that a federal example exists does not make it their retention rule.
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 records reminder — Federal scope; not a universal state, local or private-sector retention schedule.
Common questions
Is there a universal social media retention period?
This workflow does not assume one. Ask the responsible owner to classify the records and identify the rules that apply to your organization and activity.
Can storage limits decide disposal?
Capacity planning and authorized disposition are separate decisions. Escalate a capacity problem rather than treating a full storage allocation as disposal approval.
Put the guide to work
Use the downloadable workbook to record your requirements, test results and questions for shortlisted providers.