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At long last, we’re preparing for our first platform-wide course review process. When we started adding courses 18 months or so ago, we failed to consistently establish days of validity. Now, multiple departments will be asked to make determinations as to the continued need to keep their content published. We have < 300 courses and the vast majority of them are monthly departmental meetings. In cases of courses that are no longer needed/wanted would you simply unpublish them (and maybe amend the course title) or would you simply archive the enrollments and delete them from the platform? 

Thanks!

I always opt for saving as much data as possible. Since there is no real “archive”method for courses (just enrolments) you should keep all your courses as if you delete them all the data goes with it. Havent tested with archived data but a user record without a course may not be your best option.

You can try hiding these courses in a separate catalogue your users and PUs cannot see or access as means to ‘clean’ up the site.

Archiving your enrolments will only clean out that part and make it seem as though no one is enrolled although they actually are.

lrnlab,

    Gotcha, thanks. If I drop the courses into catalogs that users cannot see, I think that’d cut off their ability to grab certificates, correct? Since we’d like to retain this, maybe our best bet is to add something to the title and maybe switch them to a separate catalog or category. 

Content management systems / learning systems are data sinks. Everything needs curation @ErorrMsg. We did our first content curation run last year and we will be doing so every two years from here on. 

But consider that you should also put in practices with other learning objects.

We are literally asking ourselves. Barring the impact of a legal hold (where your legal dept freezes any and all deleting from systems), and assuming you are maintaining a durable learning profile (not deleting your courses constantly):

Do you need to hold onto groups and notifications that you made from years back?

How about those inactive enrollment rules?

Go further - if you have all of the course completions - do you also need the learning plans?

Unfortunately we cant make everything inactive or active as @lrnlab suggested. But it looks like Docebo is getting better at this (I swear the publish status on LPs is a newer one for us to have as of late). 

 

 

 

 

lrnlab,

    Gotcha, thanks. If I drop the courses into catalogs that users cannot see, I think that’d cut off their ability to grab certificates, correct? Since we’d like to retain this, maybe our best bet is to add something to the title and maybe switch them to a separate catalog or category. 

users who'll still be able to download their certificates even if the course is no longer accessible.

lrnlab,

    Gotcha, thanks. If I drop the courses into catalogs that users cannot see, I think that’d cut off their ability to grab certificates, correct? Since we’d like to retain this, maybe our best bet is to add something to the title and maybe switch them to a separate catalog or category. 

users who'll still be able to download their certificates even if the course is no longer accessible.

From their learning profile (My Activities) they can still get to them.

@ErorrMsg We archive training materials in a couple of ways.

  1. In a separate location - like a shared network drive - where we keep the original content files, like a Storyline, PPT, etc. We have archives by audience/language, by course number, then by version which includes the publish date.  An example path would be:  Technician > English > FUS1_1000_E Welcome to Viasat > 20240604_v1. Inside this last folder is the content for that version.
    1. This gives us our 100%, non-platform related, corporate-backed-up, everyone-can-access archive. We can dig out any version of any course we delivered if we should need it for litigation, etc.
  2. In the LMS, we will archive courses by unpublishing, and add “z_” at the beginning of the course code (so that when I sort the course codes all if the retired courses go to the bottom). I remove the course from catalogs, learning plans, channels, etc. to get them off the dashboards. I leave the enrollments alone (generally). Most of the time I actually remove the Training Materials as well. I change the category to a “retired” category. I do similar things to the Training Materials in the Central Repository.

@ErorrMsg We archive training materials in a couple of ways.

  1. In a separate location - like a shared network drive - where we keep the original content files, like a Storyline, PPT, etc. We have archives by audience/language, by course number, then by version which includes the publish date.  An example path would be:  Technician > English > FUS1_1000_E Welcome to Viasat > 20240604_v1. Inside this last folder is the content for that version.
    1. This gives us our 100%, non-platform related, corporate-backed-up, everyone-can-access archive. We can dig out any version of any course we delivered if we should need it for litigation, etc.
  2. In the LMS, we will archive courses by unpublishing, and add “z_” at the beginning of the course code (so that when I sort the course codes all if the retired courses go to the bottom). I remove the course from catalogs, learning plans, channels, etc. to get them off the dashboards. I leave the enrollments alone (generally). Most of the time I actually remove the Training Materials as well. I change the category to a “retired” category. I do similar things to the Training Materials in the Central Repository.

Thanks very much for these helpful details @KMallette !

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