digital legacybackupvr

When the Platform Shuts Down: Backup Plans for Virtual Memorials and Workrooms

rrip

2026-01-28

10 min read

Step-by-step checklist to export Workrooms memorials: save recordings, migrate attendees, and preserve VR tributes before platform shutdowns.

When the platform shuts down: Preserve your family’s virtual memorial now

Hook: You planned a loving virtual memorial in a VR room, invited family across time zones, and recorded stories and tributes — then you learned the app is shutting down. If that thought makes your chest tighten, you’re not alone. Platforms like Meta Workrooms announced shutdowns in early 2026, leaving families scrambling to save recordings, attendee lists, whiteboards and 3D tributes.

Why this matters in 2026

In late 2025 and early 2026 several major VR and productivity offerings shifted strategy — Meta announced the standalone Workrooms app would be discontinued on February 16, 2026, consolidating resources into Horizon and other projects. These moves reflect broader industry trends: cost-cutting in Reality Labs, shifts to wearable AI and consolidation of services. For families relying on virtual memorials, that means the platforms that hold memories can change or vanish quickly.

That reality makes a practical contingency plan essential. Below is a compassionate, technical, and legally-aware checklist and guide to export, migrate, and archive what matters from a VR memorial (recordings, attendee data, whiteboards, and VR tributes), with concrete steps you can take now.

Immediate priorities (first 48–72 hours)

Act fast and calmly. Start with the assets that are hardest to recreate — recordings, whiteboard contents, and attendee logs. If a shutdown date is announced, assume the platform will remove access quickly.

Download all recordings and raw files
- Check the app’s built-in export or recording settings first. Some rooms have a Record button or cloud export. Use it.
- If no native export exists, capture the session locally: mirror the headset to a PC (Meta Quest: Air Link / Oculus Link) and record with OBS Studio (Windows/macOS). Record at highest practical resolution (1080p or 4K) and set audio capture to include system audio and microphone tracks.
- If attendees joined from PCs, ask each attendee to upload their local copy of the recording or separate webcam file to a shared folder.
Save whiteboards and shared materials
- Take high-resolution screenshots of any whiteboards, sticky notes, or slides. If the app provides an export (PDF, PNG), use it.
- For extensive whiteboards, capture multiple overlapping screenshots and stitch them together later or export as PDF if possible.
Capture VR tributes and 3D objects
- Record a guided walkthrough with narration: move through the VR room while recording to document placements, lighting, and spatial audio.
- Take multiple high-resolution screenshots from different angles of any 3D sculptures, avatars, or tribute objects.
- If the platform allows model export, download assets in standard 3D formats (GLB/GLTF preferred; OBJ + textures accepted). If not, capture video and stills and request an export from support.
Export attendee lists and chat logs
- Download guest lists with email addresses, phone numbers, and RSVP statuses. Export chat logs or copy them into text files. Save timestamps (UTC).
- If the platform supports .CSV export, do that. If not, copy/paste and save as UTF-8 .txt or .csv files with a clear README.
Document permissions and rights
- Record who consented to recordings and how you’ll use them. Email attendees for written consent where possible — this helps preserve privacy and avoid future disputes.

Technical export checklist (step-by-step)

Follow this technical checklist to maximize quality and long-term preservation.

1) Recording — best practices

Preferred formats: MP4 (H.264) for distribution; keep a master copy in MOV or H.265 for higher efficiency. Keep a lossless audio master in WAV/48kHz if possible.
Use separate tracks: record microphone and system audio separately when possible to allow later mix/cleanup.
File naming: YYYYMMDD_event_room_recording_v1.ext. Include event name and UTC time.

2) Screen and room capture

If using Quest/Meta headset: mirror via Air Link or Oculus Link to a PC and use OBS. Set capture resolution to match headset output (commonly 1440x1600 per eye — capture mirrored output at 1080p or 4K).
For handheld devices or mobile viewers: record locally with phone/tablet screen recorder and upload original files.

3) 3D asset preservation

Ask platform support for any export endpoints (GLB/GLTF). If available, request textures, collision meshes, and metadata.
If no export is available, capture high-resolution stills from multiple angles (min 3000px where possible) and a 360° walkthrough video. You can later rebuild a 3D model or use photogrammetry tools if you have many images.
Save textures separately (PNG/JPG) and include a manifest.json listing asset names and source timestamps.

4) Metadata and documentation

Create a README file (README.txt or README.md) describing the event, date/time (UTC), attendees, contact person, and legal permissions.
Include a manifest.csv with file names, types, original timestamps, and short descriptions.

Migrating attendees and recreating the event space

Exporting files is one thing — reuniting family and friends in a new venue is another. Below is a practical migration plan you can implement in days to weeks.

Phase A — Communication & invitations

Notify attendees immediately with a short, empathetic message explaining the platform shutdown and next steps. Use a subject line like: "Important: Preserving our [Name] memorial — action needed."
Include a clear timeline: what you’ve saved, what you still need, and a deadline for contributions (e.g., two weeks).
Provide technical help: short how-to guides for downloading files from their devices and uploading to a shared folder (Google Drive, OneDrive, Dropbox, or a private S3 link).

Phase B — Choose a new home

Pick a destination that suits your community’s needs. Options in 2026 include:

Horizon Worlds / Horizon Workrooms (if supported) — check exact migration features and compatibility.
Spatial or VRChat — for immersive 3D spaces and avatar-based interactions.
2D platforms (Zoom, Microsoft Teams, Gather.town) — easier for mixed-ability groups and those without headsets.
Dedicated memorial sites (e.g., rip.life or other online memorial services) for permanent pages and archives.

Consider access: web-based platforms reduce barrier to entry. For families with many non-technical members, a 2D livestream with a permanent page for archives is often the safest choice.

Phase C — Recreate the experience

Create a single archive page where recordings, photos, whiteboards, and notes live together. Host it privately or publicly depending on family preference.
For VR tributes: upload video walkthroughs and 360 captures so these can be viewed on a phone or desktop. If you have GLB/GLTF assets, consider hosting them in a WebGL viewer on your archive page.
Schedule a “reunion” event in the new space and provide step-by-step connection instructions. Offer a practice session for first-time VR users.

Preservation best practices & formats (long-term)

Use archival-friendly formats and redundant storage.

Text and documents: PDF/A (archival PDF), plain UTF-8 TXT, and CSV for structured data.
Audio: WAV (48kHz, 24-bit) for masters; FLAC for lossless compressed archives.
Video: MP4 (H.264 or H.265) for distribution. Keep a lossless master if possible (MOV/ProRes).
3D models: GLB/GLTF with embedded textures; keep source textures as PNGs. Include README and manifest.
Images: TIFF for masters, JPEG/PNG for distribution. Keep at least one high-resolution master (300 dpi where possible).

Storage: 3-2-1 rule — three copies, on two different media types, with one copy off-site. Example: local external drive + cloud storage (Google Drive / Backblaze B2 / Amazon S3) + a physical USB copy stored with a trusted relative or legal representative. For long-term power and offline access planning, teams increasingly rely on reliable backup power (see portable/home battery options) like the Aurora 10K in home setups.

Legal, privacy, and ethical checklist

Memorials contain sensitive personal information. Preserve with respect and legal awareness.

Obtain consent: ask attendees and speakers if they agree to archiving and public sharing. Keep consent records (emails or signed forms).
Copyright & music: identify any copyrighted music used during the event. Document license information or replace music in archived versions if rights are unclear.
Account access: keep a record of platform usernames, emails, and who has admin privileges. Consider adding a “digital executor” in estate documents.
Data retention requests: if the platform provides user data exports (per GDPR/CCPA or platform policies), submit requests early. Platforms often need time to process.

“When a platform changes, the memories don’t have to disappear — but you need a plan.”

Case study: The Gonzalez family — from Workrooms shutdown to a permanent archive

In January 2026 the Gonzalez family learned Meta would retire Workrooms. They had hosted a memorial in Workrooms two years earlier and worried about losing the recordings and the VR sculpture their niece created. Here’s what they did:

Within 48 hours they mirrored the headset and recorded the session using OBS, capturing a local MP4 and WAV master.
They contacted Meta support for any asset exports and received a CSV guest list and the whiteboard as PDF.
The niece provided high-resolution screenshots of her 3D sculpture; they used photogrammetry later to create a GLB model for a web viewer.
They built a memorial page on a dedicated service, uploaded all files in archival formats, and shared a private link with family. They also kept copies in an encrypted cloud folder and a physical drive in a safety deposit box.

Outcome: the Gonzalez family preserved the emotional and spatial context of the memorial and made it accessible to relatives without VR headsets.

Troubleshooting: common problems and fixes

Problem: I can’t export from the app

Fix: Use screen/VR mirroring and record locally. Immediately save the recordings in multiple places. Contact platform support and request a data export citing the announced shutdown. If you need help with edge sync or offline-first exports, teams have published field notes on low-latency extraction workflows that can help.

Problem: Files are too large to email

Fix: Use cloud storage links (Google Drive, Dropbox, WeTransfer for single transfers). For long-term storage, use S3 or Backblaze B2 and share presigned URLs.

Problem: Non-technical relatives can’t join a VR space

Fix: Create a 2D livestream or upload a guided walkthrough video. Provide step-by-step instructions and offer a phone/video call to help them connect. Also consider accessibility and live-moderation strategies; on-device tools for moderation and accessibility can make hybrid reunions smoother (see on-device AI for live moderation).

Future-proofing: what to expect in 2026 and beyond

Industry consolidation and shifting strategies mean shutdowns will remain a risk. Expect platforms to:

Offer more centralized export tools in response to user demand and regulatory pressure.
Support interoperable formats (GLTF/GLB, WebXR) to make migration easier.
Shift toward integrated wearable experiences — but web-based archival access will stay critical for broad access.

The best long-term approach is to keep archives independent of any single platform. Store master files in standard formats, document provenance, and appoint a digital executor to maintain access. Invest in observability and platform support playbooks so future teams can recreate environments faithfully (observability & spatial audio playbooks).

Quick checklist you can use now

Download all recordings and raw audio (priority).
Export/capture whiteboards, slides, and chat logs.
Capture detailed photos and walkthrough videos of any 3D tributes; request GLB/GLTF exports if available.
Export attendee lists (.CSV) and save timestamps in UTC.
Obtain written consent for archiving and sharing.
Create README and manifest files documenting files, formats, and rights.
Store three copies: local encrypted drive, cloud archive, and off-site physical copy.
Choose and set up a new home (web memorial, VR platform, or hybrid) and plan the migration invites.

Final thoughts and call to action

Platform shutdowns are disorienting, but memories are salvageable with clear steps. Start by prioritizing recordings, whiteboards, and attendee data. Use the technical steps above to capture and archive high-quality masters. Communicate clearly with family and document permissions so your memorial remains respectful and lawful.

If you’d like a ready-made checklist or hands-on support preserving a Workrooms memorial or migrating to a new space, rip.life helps families archive VR tributes, host permanent memorial pages, and manage data exports. Contact us for a free consultation or download our printable emergency preservation checklist — and take one more step to protect what matters.

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Senior editor and content strategist. Writing about technology, design, and the future of digital media. Follow along for deep dives into the industry's moving parts.