Keeping Shared documents when someone leaves the team

For nearly 10 years, our team has been PDF scanning documents, creating a share link, and then we store that link in our internal database to view the documents when reviewing customer records.

Our team has grown, and we have about 15 acrobat team accounts..

Recently, one of our long-standing users left the company, and we made the account "inactive" and all the shared links stopped working. We were able to re-allocate the licence and the shares came back.

The problem is, we need to store the documents in the "organisation", not against individual users - we need to allocate users as they come and go.

Worse, we now have a lot of accounts that we can NEVER change/disable because it will break all the links to the shared documents we have created over the last 10 years!

Apparently, making their files available to another licenced user is INSUFFICIENT to make the shared links active.

The goal is to have a central "organisation wide" repository of PDF documents that are not explictly tied to each acrobat user account. 

Alternatively, we may need to find another cloud solution, in which case, we will need to have some method of identifying all hyperlinks we have stored and somehow migrating all the data out (this is clearly NOT a good option)