Archive, export and import subject

Back-up your subject

A copy of a subject can be stored outside the LMS. This requires two separate actions; the creation of an archive file from the Learning System, and copying all the linked files that are in the Content Collection.

A copy can be created with either the Archive or Export tools – both open the Export/Archive Manager. Both tools save a file in the Learning System in .zip format.

Note: Export and Archive tools are resource intensive activities. If your subject contains a significant number of large resources (especially videos), or if you need to archive/export several subjects, please submit a support request for assistance. An archive/export can be created for you in a way and at a time that will not impact on system performance.

Difference between exporting and archiving

Export is a record of selected components of the subject that may be imported into the same or a different subject. Student information or interactions (e.g. from discussion forums, wikis or blogs) are not retained.

Archive is an exact record of your subject including content and user interactions. An archive gets restored as a whole – there is no option to do a partial import from an archive.

Export

  1. Select Control Panel >> Packages and Utilities >> Export/Archive Subject.
  2. Click Export Package.
  3. Select if links or links and copies of content files should be copied.
    Note: If the resulting copy is to be very large, use Manage Package Contents to take copies of essential files only.
  4. At Select Subject Materials, select the check-boxes for subject materials to be exported.
    Note: Student interactions are not recorded with Export. Use Archive if these are needed.
  5. Click Submit. The request is queued and an email is sent to you when the system has generated the export file.
  6. Return to the Export/Archive Manager page. The export file should be visible as a link in the format:
    ExportFile_(SubjectID)_(date/time stamp).zip
  7. Click the title of the .zip file to open/save to your local computer.
  8. Once the .zip file has been saved it may be deleted from the LMS if desired. 

Archive

  1. Select Control Panel >> Packages and Utilities >> Export/Archive Subject.
  2. Click Archive Subject.
  3. Select Include Grade Centre History if required.
  4. Select if links or links and copies of content files should be copied.
    Note: If the resulting copy is to be very large, use Manage Package Contents to take copies of essential files only.
  5. Click Submit. The request is queued and an email is sent to you when the system has generated the archive file.
  6. Return to the Export/Archive Manager page. The archive file should be visible as a link in the following format:
    ArchiveFile_(SubjectID)_(date/time stamp).zip
  7. Click the title of the .zip file to open/save to your local computer.
  8. Once the .zip file has been saved it may be deleted from the LMS if desired.

Import

Before importing ensure that the subject is empty except for a single menu item that you can delete when finished. Leaving a single item is easier for navigation than removing all subject menu items (an error appears). We recommend using the Announcements tool for this; unlike a content page, you will not need to have anything on the page.

Delete content collection items, discussion posts, staff profiles, tests, announcements and columns in Grade Centre etc. that are no longer required. If you don’t delete these and an item of the same name appears in the export/archive your subject will end up with two of each as an import will not overwrite items.

  1. Select Control Panel >> Packages and Utilities >> Import Package/View Logs.
  2. Click Import Package.
  3. Click Browse My Computer, locate your export or archive file and click Open.
  4. Select the check-boxes for the materials you wish to import.
  5. Click Submit. You will be sent an email when the process is complete.

Note: You may notice a message when selecting the materials to include that refers to an alternative command called Restore. This option is available only to system administrators. Please submit a support request if you believe you need to do this.

Copy content collection files

If you want to preserve a complete record of every component of your subject, you must also download a copy of any linked Content Collection files. This happens automatically when using Export and Archive, for items that are stored in the instance content collection folder.

If you have stored files in a location other than the instance folder you should download these items yourself.

  1. Click the Manage Content Tab.
  2. Navigate to the folder that stores the files you want to copy to your local computer.
  3. Click the check-box to the left of each item to be copied.
  4. Click Download Package.
  5. A .zip file is created containing each of the files you selected.

When you import and restore the Content Collection files you must nominate the location for these files and re-establish links.

This guide was last updated 11 Jan 2017.
Report any errors or omissions in this guide to lms-guides@lists.unimelb.edu.au

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