10 Steps for Migrating Courses Between LMS Providers Efficiently

Moving courses between LMS platforms can feel overwhelming, especially with all the content and data involved. But don’t worry—you’re not alone in this, and it’s completely doable with some planning. If you follow a clear process, you’ll find the switch smoother and less stressful, making sure nothing slips through the cracks.

Keep reading, and I’ll show you a simple way to handle this migration step-by-step. By the time you’re done, you’ll have a solid plan to get your courses moved without losing anything important—ready to start fresh on a new platform.

Here’s a quick outline of what to expect: setting goals, checking what you have, selecting tools, creating a team, backing up everything, testing as you go, and staying in touch with everyone involved. Let’s get you started!

Step 1: Set Clear Migration Goals and Identify Needs

Before jumping into any LMS migration, you need to know what you want to get out of it.
Ask yourself, “Why am I switching platforms?”
Are you after a better user experience, more features, or cost savings?
Pinpoint your main pain points—maybe your current system isn’t tracking data well or can’t support new content types.
Once you know the “why,” define specific goals like reducing course creation time or improving learner engagement.
This clarity helps keep everyone on the same page and prevents scope creep later on.
For example, if your goal is to migrate training records without losing data, make that clear from the start.
Break down your needs into categories: content, data, reporting, integrations, and user management.
Creating a checklist now saves headaches later when evaluating new LMS options.
Plus, understand that around 37% of organizations are planning LMS replacements within the next year, so setting goals early gives you a competitive edge.
Think of this step as setting the destination on your GPS—your migration plan hinges on knowing exactly where you want to go.

Step 2: Audit Your Existing Content and Data

Take a good, hard look at what you currently have stored in your old LMS.
This isn’t about just counting courses; it’s about understanding what’s valuable and what can be left behind.
Make a list of all content types: courses, videos, quizzes, certifications, user profiles, and progress data.
Check which courses are still relevant and which might need updating or archiving.
Don’t forget to note if your current system supports standards like SCORM or xAPI—if not, content might need converting.
Look at user data—how many learners, their completion stats, certificates earned—are these important to carry over?
Migrating this data without a plan can turn into a nightmare of missing info or broken links.
Use tools or spreadsheets to map out your database—including external libraries or third-party integrations.
The goal here is to clarify what’s worth migrating and what should be recreated.
Think of this as doing spring cleaning – you want your new LMS free from unnecessary clutter and ready for fresh content.

Create a Course Catalog for Migration

Now that you’ve audited your content, it’s time to organize it into a clear catalog.
This helps you visualize what’s moving and plan the transfer process accordingly.
Create a list of courses, including details like titles, descriptions, formats, and associated files.
Label courses with tags such as “Active,” “Archive,” or “Needs Update” to prioritize migration tasks.
Decide if you want to keep all existing courses or only migrate those still relevant to your learners.
When creating the catalog, consider converting courses into interoperable formats like SCORM or xAPI, especially if your new LMS supports them.
This step also involves planning for content updates—maybe some courses need new quizzes or revised videos.
Having a well-structured catalog acts like a blueprint for your migration, making it easier to track progress and avoid missing content.
For example, if you’re moving from a platform that doesn’t support certain content types, you’ll need to reformat those courses before migration.
A detailed catalog saves you time and headache, ensuring nothing slips through the cracks during the switch.

Step 11: Manage Data Privacy and Compliance

Moving data between different LMS platforms isn’t just about technical steps; it’s also about respecting privacy laws and data regulations.

Make sure you’re familiar with standards like GDPR, FERPA, or CCPA, depending on where your organization operates.

This means auditing the types of data you’re migrating—especially personally identifiable information—and ensuring proper consent has been obtained.

Use secure transfer methods, like encrypted backups or secure FTP, to keep data safe during the process.

Don’t forget to update your privacy policies to reflect the new data handling procedures post-migration.

Failing to comply can lead to hefty fines and damage your organization’s reputation, so prioritize data privacy right from the start.

You’ll find that many platforms and tools offer built-in compliance features, so check those before you begin.

Step 12: Prepare Your Users for the Transition

No matter how smooth your migration process looks on paper, your learners and staff need to be kept in the loop.

Schedule announcements explaining why you’re switching LMS, what benefits they can expect, and any actions they need to take.

Offer tutorials, walkthrough videos, or FAQs to help users navigate the new platform comfortably.

Consider running a pilot program with a small group to gather feedback and iron out issues before full rollout.

Providing clear support channels will minimize frustration and ensure everyone feels supported during the change.

Remember, a little prep and communication go a long way—they make adoption smoother and reduce the risk of drop-offs.

Step 13: Document the Migration Process for Future Reference

Keep a detailed record of every step—from planning and data extraction to testing and go-live checkpoints.

This documentation will be invaluable if you need to troubleshoot issues or revisit the migration later.

Include details like the tools used, timeframes, who was responsible for each task, and any challenges faced.

Having a solid trail of your migration strategy also helps in training new staff or planning future updates.

Plus, it turns your migration into a learning experience—making the next one easier and faster.

Step 14: Plan for Ongoing Maintenance and Updates

Migration isn’t a one-and-done deal; your new LMS will need regular upkeep to stay effective.

Create a schedule for updates, backups, and content audits, so your platform remains current and secure.

Stay abreast of new features or standards that your LMS might support and plan periodic training for admins and instructors.

Regularly review user feedback to spot any issues early on and fix them before they impact learning experience.

This way, your LMS will continue to serve your organization well, reacting to changing needs over time.

Step 15: Evaluate the Success of Your LMS Migration

Once your new platform is up and running, don’t just sit back and relax—time to see if it hit the mark.

Track KPIs like user engagement, course completion rates, and system uptime to gauge performance.

Gather feedback from learners and instructors about their experience—are they finding it easier or more frustrating?

Compare the actual migration outcomes with your original goals: did you improve data management? Save time? Reduce costs?

If some areas aren’t meeting expectations, plan targeted improvements or additional training.

This check-in helps ensure your LMS benefits are long-lasting and aligned with your organization’s objectives.

Sources

For more detailed guidance on managing LMS transition projects, check out [Create AI Course](https://createaicourse.com/can-anyone-create-a-course/) or explore effective [lesson preparation strategies](https://createaicourse.com/what-is-lesson-preparation/).
Understanding course writing and planning can makes your migration even smoother, so consider reviewing resources like [lesson writing tips](https://createaicourse.com/lesson-writing/) or [creating effective teaching strategies](https://createaicourse.com/effective-teaching-strategies/).
Remember, with the rapid growth of the LMS market—projected to reach over $70 billion by 2030—it’s crucial to get your migration right now, especially since about 37% of organizations are planning to replace their LMS within a year[3].

FAQs