How to Archive Your MMO Memories: Screenshots, Video, and Story Preservation Before Shutdown

Stop the Panic — Start Archiving: Save Your MMO Memories Before Servers Close

Server shutdowns are painful. Whether you lead a guild, curated lore, or just love the screenshots of legendary kills, losing months or years of MMO memories because you didn’t act is avoidable. This guide gives you a practical, prioritized checklist to archive MMO content: screenshots, high-quality video, logs, guild histories and community lore — with step-by-step actions you can start now.

Why archive now? The 2026 reality

In late 2025 and early 2026, several major studios announced extended maintenance windows, delistings, and planned shutdowns for live MMOs. Amazon’s New World announcement — and the company’s public statement about taking the game offline in 2027 — pushed a wave of players to collect memories before delisting or shutdown behaviors lock down access. Studios are increasingly putting titles into “sunset” mode and offering limited data-export windows — but that window is finite. Act early.

“We want to thank the players for your dedication and passion… We look forward to one more year together.” — New World team (announcement)

A prioritized checklist: What to do first (48 hours)

When a shutdown is announced, time is limited. Use this short checklist to get the essentials secured immediately.

• Create a master archive folder on your local machine and cloud service (OneDrive/Google Drive/Dropbox). Use a clear name: MMO-Archive_NewWorld_2026.
• Screenshot dump — copy your game client’s screenshot folder to the archive (see paths below).
• Record a high-quality farewell session (30–60 minutes) with OBS or NVIDIA ShadowPlay capturing game, voice, and chat.
• Export or copy chat/guild logs and roster files; if unavailable, take timestamped screenshots of guild rosters and leaderboards.
• Back up Discord and forum threads where guild activity happened (use DiscordChatExporter or save as HTML).
• Notify your guild and set an archive owner — one person should be responsible for collecting files and managing uploads.

Screenshot backup: Find, organize, and preserve metadata

Screenshots capture the micro-moments: first raid clear, unique cosmetics, or a sunset over a capital city. Don’t just copy files — preserve context.

Where to find screenshots (common platforms)

• Steam: %APPDATA%\..\..\Steam\userdata\<steamid>\760\remote\<appid>\screenshots or use the Steam client’s Screenshot Manager to export.
• Windows (in-game): Many games save to %USERPROFILE%\Pictures\GameName or within the game install folder.
• Epic Games overlay screenshots are often in the game folder or saved by the game itself; check the game’s settings.
• Consoles: PS5/PS4 use Media Gallery — export to USB or upload to cloud. Xbox allows network transfer or cloud upload via the capture app.
• New World specific: use Steam/Epic pathways or the game’s screenshot hotkey. If played via standalone client, check the game’s install/data folders and user documents.

Organize and preserve metadata

Don’t just collect .pngs — annotate them.

• Rename files to include date, zone, and key players: 2026-01-10_Reekwater_Raid_FirstClear_KG.png.
• Store a CSV or spreadsheet with metadata columns: filename, date/time, zone/instance, players present, event notes, screenshot source (Steam/PC/PS5), and uploader.
• Keep original files untouched. Create a distribution copy if you intend to post compressed images.

Video capture: How to record, format, and archive gameplay

Videos show motion, strategy, and event flow. Use the right settings to balance quality with storage.

Tools and settings (2026-tested)

• OBS Studio (free) — preferred for flexible multi-track capture and live commentary. Record to MKV, then remux to MP4 for sharing. Recommended settings for archival quality:
• Resolution: record at native (1920x1080 or 2560x1440); record at 60fps for fast combat.
• Encoder: NVENC (NVIDIA) or AMF (AMD); x264 if you prefer CPU encoding.
• Bitrate: 20,000–60,000 kbps for high-quality 1080p/60 — higher for 1440p/60 or 4K.
• Audio: record separate tracks for game, mic, and system sounds when possible.
• NVIDIA ShadowPlay / GeForce Experience — low-overhead, great for long capture; choose high quality and save as MP4. Consider portable capture hardware for consoles or collectors — the NovaStream Clip and devices like the Elgato 4K60 S+ are handy when you need high-quality external capture.
• AMD ReLive — similar to ShadowPlay for AMD GPU users.
• Xbox Game Bar — built into Windows for quick captures (not ideal for long archival footage).
• Consoles — record with PS5 Capture or Xbox Capture; consider external capture devices (Elgato 4K60 S+) for extended archive-quality recording.

Capture strategy for raids, events and farewell sessions

1. Schedule a dedicated “archive session” and inform the guild/community.
2. Record at higher-than-display resolution if you can; more pixels = more useful footage later.
3. Use multi-track audio so you can separate voice comms from game audio for clarity and permissions.
4. Record local POVs for key roles (tank/healer/lead) to capture strategy and UI; ask others to send their captures to a central uploader.
5. Capture UI-less shots for cinematics (hide HUD if the game allows) and record ambient world footage for lore preservation.

Exporting logs and player data

Combat logs, transaction histories, and chat logs can be invaluable for research, storytelling, and legal clarity. Collect everything you can — and do it in a structured way.

Types of logs to collect

• Combat / DPS logs — local or third-party logs (WARCRAFT logs-style tools) saved as CSV/JSON.
• Transaction / Auction history — screenshots or CSV exports from trading post interfaces.
• Chat logs — local log files, saved chat channels, or exported Discord/guild chat archives.
• Character and account data — screenshots of inventories, achievements, titles, and reputations.

How to export and verify logs

• Check the game’s settings or developer portal for any official data export tool — some studios added export features in 2025–26 after community pressure.
• If no export exists, capture logs via in-game logging options or third-party tools. For instance, use combat parsers that save per-encounter logs in readable formats.
• Use spreadsheets to normalize logs: timestamp, player, action, context.
• Generate checksums for critical files: Windows PowerShell Get-FileHash <file> -Algorithm SHA256, macOS/Linux shasum -a 256 <file>. Store checksum records in your archive to detect corruption — and follow secure transfer guidance from field guides like Practical Bitcoin Security for Cloud Teams on the Move.

Guild & clan history: How to preserve your community

Your guild is often as valuable as the game itself. Preserve its identity, structure, and stories.

Essential guild artifacts to collect

• Member rosters with join dates and ranks (screenshots or CSV exports).
• Event logs: raid signups, attendance sheets, and loot records.
• Guild forum posts, announcements, and pinned messages.
• Guild assets: banners, stamps, heraldry images, and custom-made items.
• Oral histories: record interviews with founders, long-term officers, and community legends.

Practical steps to compile a guild archive

1. Assign an archivist or small team responsible for collecting files and permissions.
2. Create a timeline document in Google Docs or a markdown file in a Git repo; add key dates and events (founding, major raids, migrations).
3. Export or screenshot the roster in sections if the member list is large. Keep CSV or JSON where possible.
4. Record 10–20 minute interviews with key members and transcribe them. Store both audio/video and text transcripts for accessibility.
5. Collect community media: Twitch VODs, YouTube uploads, and clips. Download using yt-dlp (2026 fork of youtube-dl) for archiving VODs and clips; keep original uploader metadata and timestamps.

Forums, websites, and Discord: How to archive discussions

Community discussion is often the richest source of lore and banter. Archive entire threads, not just screenshots.

Tools and approaches

• Archive.org / Wayback Machine: Save key forum threads, guild webpages and wikis using “Save Page Now.”
• DiscordChatExporter (community tool): Export server channels to HTML/JSON. Make sure you have admin consent and follow Discord’s Terms.
• Forum exports: Some game forums allow downloading of threads or have a friendly CSV export via the user settings; otherwise, save thread pages or use HTTrack for site copies.

Storage, redundancy and cataloging

Archive reliability depends on redundancy, clear naming, and easy retrieval.

Storage best practices

• Use the 3-2-1 rule: three copies, two different media types (local disk + cloud), one off-site copy (external drive or different cloud provider).
• Compress large folders into dated archives (ZIP or TAR.GZ) while keeping originals. Use lossless video and image formats for master copies.
• Keep a master spreadsheet or simple database that lists every file, location, checksum, and short description — this makes searching and verifying quick.
• Consider long-term cold storage for large video archives (cheap object storage, archived drives) but keep at least one accessible copy for sharing.

File naming and folder structure (example)

  MMO-Archive_NewWorld_2026/
  ├─ screenshots/
  │  ├─ 2026-01-10_Reekwater_Raid_FirstClear_KG.png
  ├─ video/
  │  ├─ 2026-01-09_Guild_Farewell_OBS.mkv
  ├─ logs/
  │  ├─ combat_logs_2026-01.csv
  ├─ guild/
  │  ├─ roster.csv
  │  ├─ interviews/
  │  │  ├─ founder_interview_2026-01-11.mp3
  └─ index.csv
  

Legal and ethical considerations

Archiving community content involves IP and personal data issues. Be careful and respectful.

• Review the game’s Terms of Service: personal archiving for private use is usually okay; distributing game assets widely can violate IP rules.
• Ask for consent before publishing voice recordings or private chats. Get written permission from contributors when possible.
• For commercial reuse (like publishing a book), seek legal counsel and permissions from IP holders.
• GDPR and similar rules may allow you to request your personal data from a publisher. Use official data export or access requests where available.

Long-term preservation and sharing

After you’ve created your archive, decide how to preserve and share it with your community.

• Community museum: Host a static site or GitHub Pages / pocket-edge host that displays highlights (screenshots, timelines, and short clips).
• Download packages: Create curated “memory packs” (images + short videos + timeline PDF) so new community members can quickly browse the guild’s history.
• Oral history projects: Publish interviews and transcripts on a dedicated page or in a PDF e-book with credited contributors.
• Donate copies: If a non-profit or preservation group exists for your game or genre, offer a copy of your archive for long-term stewardship — see trends from local heritage hubs and preservation networks.

Final-day checklist: What to capture before the last server tick

When the shutdown date arrives, focus on irreplaceables. Use this final checklist to make sure nothing critical is missed.

1. Full guild farewell event recorded (multiple POVs if possible).
2. Final roster screenshot and leader statements.
3. Export any remaining logs, auction/trade records, and achievement screens.
4. Capture ambient footage: cities, rare spawns, landmarks, and music tracks if permitted.
5. Confirm upload of master archives to cloud and create a final checksum log.
6. Send copies to at least two off-site custodians (trusted community members) and follow secure-transfer guidance like an incident response template for document compromise and cloud outages if necessary.

Advanced strategies and 2026 trends to watch

Preservation in 2026 is evolving. Developers are slowly standardizing data exports, and preservation projects are forming cross-studio coalitions. Here’s how to stay ahead:

• Use standardized metadata (Dublin Core-like fields for game archives) so your collection is searchable and interoperable with other community archives. See heritage-hub guidance at local heritage hubs.
• Participate in community preservation networks and share best practices; several groups formed in 2025–26 to petition studios for export tools and legal cover for fan archives — community co-ops and creator networks are useful partners (creator co-ops).
• Consider on-chain provenance for commemorative items (NFTs as certificates of authenticity, if your community wants a verifiable ownership record) — but be mindful of costs and optics.

Actionable takeaways — your 10-step quick start

1. Create a dated master archive folder and cloud backup now.
2. Copy all local screenshots immediately.
3. Record a 30–60 minute farewell session with OBS/ShadowPlay at high bitrate.
4. Export or screenshot guild rosters and leaderboards.
5. Use DiscordChatExporter to archive server channels (with permission).
6. Download Twitch/YouTube VODs with yt-dlp and keep uploader metadata.
7. Generate checksums for large files and store them in index.csv.
8. Ask members for their captures and set a submission deadline two weeks before shutdown.
9. Transcribe interviews and keep both audio/video and text copies — and consider collaborative editing and tooling covered in edge-assisted live collaboration.
10. Distribute final archive copies to at least two trusted custodians and upload to cloud.

Parting note

When worlds go dark, memories don’t have to. Start simple, act quickly, and use this guide as your operational checklist. Even small steps — one well-organized folder, one high-quality farewell video, one saved roster — will preserve the community you built.

Start now: create your master archive folder, copy screenshots, and schedule a farewell session. Your future self (and your guild’s story) will thank you.

Call to action

Use this checklist with your guild today. Share this guide with officers, post your archive process in your community forum, and tag us with your success stories — we’ll curate standout community archives on onlinegaming.biz and help preserve them. Need a printable checklist or a template spreadsheet? Download our free archive starter pack at onlinegaming.biz (community resources section) and join our preservation roundtable this month.

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