LMS Software Maintenance Checklist: Essential Tasks for System Administrators

By  //  October 25, 2023

The checklist below outlines some tasks that system administrators should undertake to ensure the operation and optimal performance of Learning Management System (LMS) software.

LMS software has become a tool for institutions and organizations seeking to provide practical online training and coursework. It is crucial for administrators to proactively maintain and update the software to guarantee an optimal user experience. With responsibilities at hand, it can be easy for some essential maintenance tasks to slip through the cracks.

Regularly Backing Up the System

System administrators should prioritize performing backups of an LMS, like the Cornerstone app, to safeguard against data loss and establish restore points in case of events or issues. Backing up components such as the database, course content, user data, and system configurations ensures that swift restoration can occur during system failures, hardware malfunctions, or data breaches.

Installing Security Updates and Patches

System administrators should regularly update the LMS software with the latest security patches to protect against vulnerabilities and attacks. System administrators should promptly apply any released updates or patches to maintain an LMS environment, including regularly updating technologies like operating systems and databases.

Improving Performance

System administrators must monitor the performance of the LMS to identify any irregularities or bottlenecks that might impact user experience. Administrators can proactively address performance issues by monitoring server load, response times, and resource utilization. Optimizing the system through caching configuration server settings adjustments and load balancing can further enhance the performance of the LMS.

Managing User Accounts

Maintaining a user database is essential for user management and system security. System administrators should conduct reviews of user accounts to remove inactive or duplicate accounts. Additionally, enforcing password policies and implementing periodic password resets helps strengthen the security of user accounts.

Course and Content Management

Regularly updating course content ensures the LMS remains relevant and engaging for learners. System administrators should collaborate with instructors and subject matter experts to guarantee that courses are up-to-date and aligned with goals. Furthermore, administrators must monitor course usage, track completion rates, address issues, and consider user feedback to enhance the learning experience.

Plugin and Integration Updates

LMS software often integrates with plugins and external systems to enhance functionality and improve workflows. It’s important for system administrators to regularly check for updates to these plugins and ensure compatibility with the LMS software version; if there are any deprecations or issues, administrators should find replacements or alternative solutions to maintain a user experience.

Maintaining Data Integrity and Cleanup

Over time, the LMS may accumulate unnecessary data, affecting system performance and user experience. System administrators should routinely perform data cleanup tasks by removing outdated records and files. They should also establish retention policies and conduct data archiving to ensure data integrity and efficient storage usage.

Supporting Users and Managing the Helpdesk

System administrators play a role in providing support and troubleshooting assistance to LMS users. Monitoring and managing the helpdesk or support ticket system is crucial for addressing user queries and resolving issues. Administrators should prioritize user support and track response times accurately as they document and manage user feedback effectively.

Testing the System for Quality Assurance

Testing the LMS system is essential in identifying issues or bugs before they affect users.

System admins should perform quality assurance tests after implementing updates or making adjustments to the system setup, as this helps detect and resolve any compatibility issues, functional gaps, or user experience flaws, ensuring a smooth learning experience for all users.

In Conclusion 

To maintain a dependable Learning Management System, it is crucial for admins to actively and regularly upkeep it, including tasks such as backing up data, updating security measures, monitoring performance, and providing user support. By adhering to these guidelines, system admins can ensure LMS operations enhance the learning experience for users and minimize downtime or disruptions.