Long Term Course Retention Policy

At their March 2015 meeting, the LITS Advisory Committee took up the question of retention of older courses on Moodle.  Many courses are taught cyclically and having one or two prior iterations of the course to refer back to is valuable for faculty.  At the same time, Moodle is not built to be a storage vehicle and necessary upgrades and changes to the system mean that carrying materials over indefinitely creates a technological and administrative debt that saps resources better used on current support and enhancements.  

To balance those needs, LITS has settled on a course retention policy of 3 academic years plus the current year, with courses older than 6 semesters to be deleted in the summer (August).  The first summer this will take effect is 2017, when courses created for the 2013-2014 academic year and older will be removed from the system.

Best practices for saving older material

If there are materials from earlier course sites that you wish to save, there are two quick and easy options:

  1. You can create a course backup file and save it to Google Drive or other storage. This file will later need to be restored within Moodle before you can pull out individual items, but it maintains the organization of the files more exactly.

  2. You can download all instructor files and save the resulting folder full of files to your Google Drive or elsewhere. This allows you to pick-and-choose to re-use individual files but does not maintain the course structure. (Note: you could also print your course page as a record of your organization of the course.)