Export Your LMS Data

If you are ending your LMS contract, it is important to export any data and content you want to keep before your site access ends. Once your contract expires, you will not have access to reports, records, or uploaded materials. This article explains what data you can export, where to find it, and what steps to take to make sure you capture your historical records in advance.

In this article:
Overview
Exporting your Content
Exporting Completion and Assignment Records
Export Checklist
F.A.Q.

Overview

ClearCompany does not provide a managed data export or offboarding service for LMS-only customers. All data exports are self-serve and completed directly within the LMS using existing admin tools and reports.

Your team is responsible for:

1. Identifying what data you need to retain.
2. Exporting that data before your contract expiration date.
3. Storing exported files securely for future reference or system migration.

Support can help point you to the correct areas of the LMS, but your team determines the specific date ranges, users, and records to export.

Note:

We recommend starting exports at least 30 days before your contract end date to allow time to review files and rerun reports if needed.

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Exporting your Content

Any content uploaded to the LMS by your team can be exported prior to contract expiration. You can export the following content types:

Important

You can only download SCORM files you created. You cannot download purchased or included content from other vendors.

• You can download the Objects Export Report to get a complete spreadsheet of all objects in your LMS, across all statuses. This report works as a content tracker and helps you confirm you have access to the content you need.
• You can export all user records using the User Records Export Report. This report includes every user record in the system and is useful for audits, backups, or external analysis.
• SCORM packages: Edit the SCORM object and download the package from the Update SCORM tab.
• Documents: Edit the document object and download the source file from the Update Document tab.
• Videos: Edit the course object and download video source files from the Steps tab.
• Quizzes and surveys: Export quiz content as a PDF or use a custom quiz or survey report to extract questions and answers.

For complex objects, assign all relevant objects to a Superadmin or test user account. Then run a Complex Object Progress Report for that user and export the results to capture a full list of parent objects and child steps.

Rights:

If not a superadmin, users must have the following rights to access learning objects:

• Learning Objects > Manage Objects
• Manage Objects > Object View
• Manage Objects > Object Edit
• Manage Objects > Edit Authored Objects 

Exporting Completion and Assignment Records

Completion and assignment data are typically the most important information clients want to retain when leaving the LMS. These records are available through reporting tools in the admin interface.

We recommend exporting the following Static reports:

1. Completed objects report
2. Started objects report
3. Assigned objects report

You can also use Custom reports to include specific columns or filters based on your needs. When building custom reports, include the top-level group to ensure all users are captured. Assignment data is another common export, especially for clients planning to import records into a new system.

Rights:

If not a superadmin, users must have the following rights to access Assignments:

• Assignments > Manage Assignments
• Manage Assignments > Assignment View
• Manage Assignments > Assignment Edit

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If not a superadmin, users must have the following rights to access Reports and ensure rights align with the export reports:

• Reports > Custom Reports
• Reports > Smart Report
• Reports > Static Reports
• Reports > Analytics Dashboard

Export checklist

Use this checklist to help ensure you capture all key data before your contract ends:

1. Export all SCORM packages uploaded by your team (Learning Objects > Manage Objects)
2. Download source files for document and video content. (Learning Objects > Manage Objects)
3. Export quiz and survey content. (Custom Report > Quiz Report & Custom Report > Survey Report)
4. Capture complex object structures and progress. (Static Reports > Complex Object Progress Report)
5. Export completed, started, and assigned object reports. 
   • Static Reports > Completed objects report
   • Static Reports > Started objects report
   • Static Reports > Assigned objects report
   • Create a custom report
6. Export assignment data if needed.
7. Confirm date ranges and user groups are correct.
8. Store exported files securely outside the LMS.

F.A.Q.

Do I automatically receive a data export when my LMS contract ends?

No. All data exports are self-serve and must be completed before your contract expiration date.

What happens to my data after termination?

Client data gets deleted per the terms listed in your contract. 

Are there best practices for deciding what to export?

Many clients focus on completion records, assignment data, and any content they plan to reuse or import into another LMS.

How long will I have access to the LMS after my contract ends?

Clients no longer have access to their lms data after the contract end date. 

Who on my team should handle the exports?

Typically, a Superadmin completes exports to ensure full access to content and reporting tools.

What format will the reports be in?

Reports export to formats such as CSV or Excel.

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