Local-first notes feel safe because the files live on your devices, but migration is where people lose attachments, folder structure, sync state, backlinks, and private drafts. This guide was checked on 2026-06-22 against Obsidian, Apple, Google, NIST, CISA, FTC, and GitHub documentation. It is general productivity and security education; workplace vaults, regulated records, and client notes should follow the relevant data-retention policy.
Practical decision table
| Migration step | Safer move | Proof to keep |
|---|---|---|
| Inventory | Count notes, attachments, canvases, and plugins | Before snapshot |
| Export | Use official export or file copy paths | Export log |
| Backup | Keep an untouched archive | Hash or date-stamped folder |
| Test restore | Open a copy on another device | Restore checklist |
| Cutover | Freeze edits during final sync | Final source/destination counts |
Inventory the vault before touching sync settings
Count markdown files, attachments, PDFs, canvases, templates, plugin data, and hidden configuration folders. A migration is not complete just because the top-level note titles appear. Local-first apps often store useful state in folders that are easy to miss when copying by hand.
Create a frozen backup before experimenting
Make one untouched archive before changing plugins, sync providers, or export settings. Store it separately from the active sync folder so a bad deletion or conflict does not replicate into the backup. If the notes contain client, medical, finance, or family records, protect the archive with device security and access limits.
Test the restore on a copy, not the original
Open a restored copy in the destination app or clean profile. Check attachments, internal links, embedded images, tags, search, templates, daily notes, and plugin-dependent content. If a feature does not migrate, document the manual workaround before cutover.
Avoid mixing migration and cleanup
Do not rename folders, delete old notes, change tagging strategy, and switch sync providers in the same hour. First prove that the old system can be restored. Then make editorial cleanup as a separate project with its own backup.
Decide what must stay private
Some note systems can sync, publish, index, or expose files through plugins. Review private journals, workplace notes, credentials, recovery codes, meeting summaries, and children’s information before enabling new services. A local-first workflow is only privacy-safe when the sync and plugin layer are also understood.
Implementation checklist
- Write down the owner, review date, official source, evidence location, and decision rule before changing money, security, travel, or account settings.
- Prefer official pages and account settings over social posts, old screenshots, forum summaries, or sales pages.
- Keep proof: confirmations, support case numbers, receipts, settings exports, dated notes, and time-stamped photos when appropriate.
- Reduce single points of failure such as one login, one device, one payment account, one traveler, one document copy, or one undocumented recovery path.
- Revisit the plan after policy changes, provider updates, device replacement, travel changes, incidents, returns, disputes, or account offboarding.
FAQ
Is this current for 2026?
Yes. The workflow was checked against the listed sources on 2026-06-22, but official rules, provider settings, and account-specific requirements can change.
What should I do first?
Build the decision table first. It shows timing, evidence, owners, and safe escalation before you make changes.
When should I get expert help?
Use a qualified financial, tax, legal, security, travel, medical, or official support professional when a mistake could affect money, identity, health, compliance, or access.