Inventory functions, not everything
Begin with the places members actually use: current discussions, recurring events, reference material and help routes. Record the owner, current location, audience and consequence of losing access. A complete file count is less useful than identifying the one document everyone needs for the next meeting. Keep sensitive membership information out of a general planning sheet.
Choose a disposition
For each resource, choose move, retain, summarise, retire or review. Give the decision a reason and an accountable owner. A resource with unclear rights or sensitive material should not move by default. A vendor’s migration offer does not settle whether you have permission to transfer every contribution or whether the intended destination preserves the original audience boundary.
Inspect the retained route
If an item stays behind, write how a member reaches it and who will maintain that access. Test links using an appropriate ordinary-member account, not only an administrator view. If you choose to summarise a discussion, preserve attribution where appropriate and make clear that a summary is not the complete original conversation.
A fictional inventory
A craft association finds three frequently used templates, an active discussion and five years of inactive announcements. It prioritises the templates and active conversation, retains selected records under an agreed policy and does not publish the entire archive automatically. Its inventory includes an unresolved rights question for contributed photographs. That row remains on hold with an owner, even if the technical migration could copy the files.
Before you close this task
The final inventory should let another organiser answer three questions without opening every old folder: what matters for the next activity, where it will remain accessible and who can resolve an exception. If an important resource has no owner, leave that row unresolved rather than hiding it in an archive total.
Sources used for this page
These records support the facts and comparisons above. Merchant-controlled records are labelled so you can separate product claims from independent evidence.
- Mighty Networks migration FAQ — Merchant documentation · mightynetworks.com · Merchant-controlled · checked 2026-09-28
- Mighty privacy policy — Merchant documentation · mightynetworks.com · Merchant-controlled · checked 2026-09-28