91·çÁ÷ Online - Canvas Data Archive Process
Weber State University has used Canvas as its Learning Management System (LMS) since Summer 2011, and now hosts over 225,000 courses. To improve system performance and comply with data retention policies, 91·çÁ÷ Online is implementing a rolling 7-year archival policy starting May 2025. Faculty will be made inactive in courses older than 5 years, then after 2 years, the courses will be archived and no longer accessible in Canvas.
Preparing for Canvas Archive: What can I do now?
Step 1: Items Available for Download vs. What You Don’t Need
Not everything needs to be backed up. If you’ve copied content forward from semester to semester, it already exists in your recent courses. Use this guide to focus only on what’s unique or needed for long-term reference. Where to Start: If you taught a course in or before Spring 2020, review those courses now. Anything from Summer 2020 and later will not be deactivated yet.
Items Available for Download (If Needed)
- ✔ Course Materials – Syllabi, slides, readings, and reference documents.
- ✔ Assignments & Quizzes – Instructions, rubrics, and assignment settings.
- ✔ Gradebook Data – All final grade records are stored in Banner, if you need a copy of your Canvas Gradebook, a CSV file can be downloaded separately from a full course download.
- ✔ Key Student Work – For letters of recommendation or disputes.
You Don’t Need to Download
- ✘ Content Already Copied Forward – If you've used the same materials in newer courses, they still exist there.
- ✘ Course Layout & Modules – These can be easily rebuilt.
- ✘ General Discussion Boards – Unless there's something essential to reference.
- ✘ Every Student Submission – Students should keep their own copies. Downloading submissions must be done for each assignment, so be selective about which ones you export.
Supporting Your Students: Downloading Submissions
Students cannot download full course content but can download their own assignment submissions, including group work. Downloads include only the original uploaded files and do not include instructor feedback or annotations by default.
Encourage students to download their submissions before the course is archived, especially if they need to keep a portfolio or proof of work.
(Student Guide)
(Student Guide)
View the Student Archive Guide
Step 2: Export & Save Course Content
Follow these steps to back up your essential course content before archiving.
- Export an Entire Course (Canvas Course Export)
This is the best way to back-up your course content in one step. Exporting a course allows you to download it as a Canvas Course Export (.imscc file), which can be imported into another Canvas course later.
Steps:
- Go to Canvas and navigate to the course you want to export.
- Click **Settings** in the course navigation menu.
- Under **Course Details**, select **Export Course Content**.
- Choose **Course** as the export type.
- Click **Create Export** and wait for the process to finish.
- Once completed, download the file from the **Export History** section.
(Instructor Guide)
Note: The .imscc file is a special Canvas export package. It is not meant to be opened directly on your computer like a document or zip file.
To use the file, upload it to another Canvas course using the option in course settings. You can also view and manage your course content outside of 91·çÁ÷’s instance of Canvas by importing the file into a free account on .
- Download Course Files (Documents, Slides, PDFs, etc.)
Save individual course files such as syllabi, readings, slides, and reference materials.
Steps:
- Navigate to your Canvas course **Files** section.
- Select the files or folders you want to download.
- Click the **Download** button to save them to your computer.
(Student/Instructor Guide)
- Download Student Data (Only If Needed)
Most instructors do not need student submissions, but if you do, follow these steps.
Steps:
- Go to **Assignments** in your Canvas course.
- Click the assignment you want to download submissions for.
- Select **Download Submissions** in the top-right corner.
- A ZIP file containing all submissions will be downloaded.
- Repeat for each Assignment you need.
(Instructor Guide)
Grade records are kept in Banner, but if you need specific gradebook data for your course, follow these steps.
Steps:
- Go to **Grades** in your Canvas course.
- Click the **Actions** menu (three dots in the top-right).
- Select **Export** and wait for the file to generate.
- Download the CSV file to your local storage.
(Instructor Guide)
Step 3: Understanding Course Recovery Options
If you ever need access to an archived course, submit a .
✔ Critical information can be restored (including assignments, modules, and files).
✔ Student submissions and grades can be retrieved on a case-by-case basis (requires additional approval).
Step 4: Final Check
✔ Before May of each year, review your courses and export any necessary content.
Still unsure? Contact LMS Support for guidance.
Archival Timeline & What’s Affected
Starting May 2025, courses older than 7 years will be archived.
First Archive (May 2025)
- Academic Years Affected:
- AY 2011-2012
- AY 2012-2013
- AY 2013-2014
- AY 2014-2015
- AY 2015-2016
- AY 2016-2017
Rolling Archive Schedule
- May 2026 Courses from AY 2018-2019 archived.
- May 2027 Courses from AY 2019-2020 archived.
- Continues yearly thereafter.
5-Year Access Window
- After 5 years, instructors' access is made inactive, but the course remains in the system for quick recovery access.
- Course content can still be recovered by the LMS Support team during this period.
- Faculty can download any necessary materials before access is removed.
What Will NOT Be Archived?
- Sandboxes and Course Development
- Rank & Tenure Courses
- Independent Study
- Non-Banner Courses
- Student Training Courses (to be housed in Canvas Catalog)
Implementation Timeline
January - February 2025: Present process to key groups (Faculty Senate, TLC/CETL, ASSET, etc.)
March 2025: Campus-wide announcement & Canvas bulletin posted.
May 2025: First archive script runs (courses before May 2018 removed).
May 2026+: Rolling archival process continues annually.
Archiving FAQs
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Why is Canvas archiving old courses?
While our extensive Canvas data backlog provides a rich history of academic content, it also introduces significant challenges:
- Course lists are too long, making navigation difficult.
- Canvas Inbox performance issues increase as faculty course lists grow.
- Slower course imports due to excessive stored data.
- User frustration with outdated and duplicate courses.
- Data privacy risks in a web-based storage system.
- Legal compliance with (Government Data Privacy Act).
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Are there legal requirements for record retention?
Final grades, enrollments, and official student records are securely stored in Banner. The Registrar’s Office confirms that assignment submissions and grading comments need to be retained only for one year within Canvas.
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How can I securely store my downloaded Canvas data?
You can store your course data securely using:
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What if I need an old course for a recommendation letter?
Courses remain hidden for two years after the five-year mark, allowing for quick recovery. If a course must be retrieved after seven years, LMS Administrators can access the archived data on a case-by-case basis.
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What is the technical process for archiving?
- After 5 years → Faculty enrollments are deactivated.
- After 7 years → A script built by 91·çÁ÷ IT archives the course.
- These processes take place every May as part of the rolling archival schedule.
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How do other USHE institutions handle archiving?
SUU currently with no interim period.
Other USHE institutions are developing their own policies, but current practices vary.
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How long do I have access to my Canvas courses?
Courses remain available for 5 years before faculty access is made inactive. However, the course is still stored in the system for an additional 2 years.
- After 5 years, instructors will no longer see the course in Canvas.
- Courses remain in the sytem for an additional 2 years to allow for quick recovery or relevant content.
- At 7 years, the course is archived and no longer retrievable without additional approval.
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Course Recovery Request
If your course is older than 5 years but not yet archived (less than 7 years old), LMS Admins can temporarily restore it for content retrieval. Course recovery requests must be submitted by a faculty or staff member.
If you need to retrieve an archived course, please complete the request form below:
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Can I recover my own course after it's been archived?
We understand faculty invest significant time in building instructional content. While we encourage ownership and reuse of materials, requests for recovery must follow university guidelines. Only current 91·çÁ÷ faculty and staff may request recovery of their own archived courses. If you are no longer employed by the university, we cannot restore access to past Canvas materials.
Faculty are encouraged to export course content while they have access. Content created using university systems (such as Canvas, instructional design services, or media production) may be considered university-sponsored and subject to institutional ownership.
PPM 5-41 Section III.B: When a faculty member produces instructional materials with substantial university support—such as assignment during paid time or use of campus systems, staff, or services—the resulting materials are considered university-sponsored works for hire and may be owned by the university.
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Can I request access to another instructor's archived course?
Archived course recovery is limited to the original instructor(s) of record. If you need access to a former colleague’s course content (e.g., for program continuity or departmental review), please coordinate with your department chair or college dean.
Ownership of instructional content created using 91·çÁ÷ systems may fall under the university’s copyright policy. Requests for access to another instructor’s work must be reviewed in compliance with PPM 5-41.
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