LMS Data Migration Checklist for All Times

Learning management system (LMS) data migration can be a daunting and exhausting task for companies due to the challenges it presents to them. This may be overwhelming but the advantages that it provides outweigh the troublesome aspects of migration.  

Learning management system (LMS) is the future of training and learning through updated and technology friendly ways. The ease that eLearning provides allows for a better equipped learning experience for the people registered in the system. As the technology is progressing it is becoming necessary for organizations to upgrade their systems.

72% Of American Organizations believe that quality Learning Management Systems give them a competitive advantage in the sphere they're working. (elearningindustry.com)

They can focus on how they can improve the knowledge base of their personnel as well. Shifting to a LMS is the best option to choose for this situation because of the ease of accessibility for the personnel. It allows to create customizable and diverse styles of content on the system and merge them into one platform.

As mentioned before, LMS data migration is a lot of work. But it is necessary to improve the existing system of knowledge production and sharing within an organization. We will let you know about the 6 practices to utilize and make the process of LMS data migration smoother.

LMS Data Migration Process

Big Bang Data Migration

1. Data Cleanup

It is a common mistake of organizations when they transfer their data from the old systems to a new Learning Management System (LMS). It is understandable that some think that the old data is important and needs to be transferred as it is. But more often than not, time and space are wasted on transferring obsolete or unnecessary files.

Before you migrate your data to a new system, spend time on categorizing it. Also, identify the duplicate files, accounts, outdated user data, and descriptive data of courses. Deleting the unnecessary information, you won't have to invest in troubleshooting the new LMS because only updated data is present. Clean out the dust from your systems for a smoother transition to a new LMS.

If you worry about loss of some data potentially useful in the future, here's how to ensure to save it. You can archive the old data that you had previously identified in accessible spreadsheets. First, create lists with the names of all courses and their administrators. Then, circulate them to the people who were responsible for them. The administrators can review the data from the old systems and categorize them under the title of active data and data to be archived. These categories will make the shift more efficient, with the active data being transferred to the new system and the presently unnecessary data will be archived in spreadsheets for future reference. 

2. Set Realistic Deadlines

It is said that no goal is achieved without a set deadline. Deadlines act as good motivators for work to be done in continuity and efficiently. Though that is true, you should set realistic deadlines that can be met by the organizations. 

When the task that you are doing involves a lot of technical work, a person can lose motivation.

To make the data migration process seamless, you should analyze the overall amount of data that will be transferred. Thus, you'll have a better understanding of what you will have to deal with.

A better idea of how to go about the migration process will allow you to set a realistic deadline to complete the work as fast as possible so that time is not wasted. Deadlines will also enable the personnel responsibility for the data collection and transfer to formulate a way of action and have a goal to work towards. 

LMS data migration can be done in a much more organized and smoother way with achievable deadlines and categorization of work. 

3. Map Out Features of LMS

You need to know what features from your old LMS need to be transferred to the new LMS being set up by the organization.

This step in the data migration process is a good way to understand how the old and new learning management systems may work together, how they differ, and do they match the requirements identified by the organization.

Comparing features from both the old and new systems tells the organization which features are relevant to their demands. This analysis of features also informs how they need to configure settings of the old features. It's required to make sure that when the data is transferred it matches the settings of the new LMS. Feature mapping helps companies to check which features they need, how to transfer and match them. As a result, no problems are faced in the functioning later on when the new system is launched. 

To conduct this task efficiently, you can list the features that are required in the new LMS being set up. Then out of this list of features, categorize those that are a must have and those that would be preferred as additions. Finally, map out the features from the old LMS by configuring the settings so as to make the shift to the new LMS properly. 

4. Conduct Quality Checks 

Quality check is a priority for any Learning Management System (LMS). Once you have organized the data and transferred the necessary records into the new LMS, you should conduct a quality check to ensure that all the data is organized. Review the workflow of the newly set up and organized LMS. It will help you align the system with the goals and objectives that you have identified. 

Check the compatibility and scalability of the old LMS with the new LMS and try to ensure that there are no errors or issues in the data migration. The user enrollment, mobile compatibility, tracking of course completion and the scalability of are the main areas of quality checks. 

5. Test Run the System

The quality of the functioning of the LMS is of priority. Before you move on to the new LMS, you should create a prototype version and test out the features.

For the test run, add a few courses that are relevant to your actual requirement. Then, test out the registration, administration, reporting and tracking processes.

This step will help you analyze the ability of the vendor to satisfy your needs from an LMS and make any changes that are required. There are times when the system does not work properly and may need some work done to improve its efficacy. The pilot run done before officially scaling up will help identify and rectify the issues present. In the pilot run, you can also improve the system further. For instance, you can add certain features or creative ideas into it. A skeleton of the new LMS, let's imagine, can allow you to see how the new system would look like. It's also a great opportunity to check whether there is anything to add to elevate its functioning and presentation.

Your priority in the test run done through pilot runs should be:

  • Course tracking - whether the system provides reports of the training and track the progress
  • Bookmarking - the ability to bookmark till where the learner has completed the course and resume it the next time they log in
  • Functionality of App-Based Courses – are the learners able to download the content of the courses from the new LMS and track their performance
  • Mobile Compatibility – accessibility is core of eLearning so the learners should be able to access their courses from their mobile devices without any technical issues

6. Educate Your Personnel

The new LMS should be an upgrade from the system you employed and used previously. To avoid any problems in the transition, educate your administrators and stakeholders in the operation of the new system. The learners and those who manage the LMS need to be aware of the change and how it will benefit them. To avoid any confusion in the transition process, keep the relevant people updated about the migration. 

The User Acceptance Test (UAT) plays a main role in the LMS migration process. Make sure that the stakeholders and administrators of the LMS are a part of this test. Thus, you'll review the final version of the new LMS for quality assurance, too.

When conducting data migration, an organization is responsible of telling their end-users, stakeholders and LMS administrators about the launch date. You can inform these concerned parties through multiple ways including emails, billboards, and posters. Make sure to increase awareness about the matter within the organization.


You can avoid any issues in the LMS data migration process if you follow these basic but crucial steps. Make sure to set out realistic deadlines, conduct quality checks, do a test run and map out the features of the old LMS to the new LMS. This will help you in creating the best learning management platform for your learners.

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