Managing Microsoft Office SharePoint Server Content with Hitachi Data Discovery for Microsoft SharePoint and the Hitachi NAS Platform

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1 Managing Microsoft Office SharePoint Server Content with Hitachi Data Discovery for Microsoft SharePoint and the Hitachi NAS Platform Implementation Guide By Art LaMountain and Ken Ewers February 2010

2 Summary As more content is added to Microsoft Office SharePoint Server libraries, SQL content databases can quickly grow, requiring constant review and analysis. Left unchecked, this database growth can become a place a strain on backup window and recovery time objectives. Maintaining infrequently accessed files on tier one storage resources can also raise the overall cost of the SharePoint infrastructure. Hitachi Data Discovery for Microsoft SharePoint solves the problem of continually expanding SharePoint databases with integrated SharePoint workflows that archive or migrate content to the Hitachi NAS Platform, powered by BlueArc. This also addresses the need for secure, long-term storage to satisfy compliance requirements and provides a single source for discovery searches for Hitachi NAS shares. The solution described in this white paper allows you to reduce the size of production SharePoint databases, migrate files for compliance when used with optional WORM functionality, and support searches. This document provides a solution overview and deployment information for Data Discovery for Microsoft SharePoint implemented with the Hitachi NAS Platform. It is intended for use by SharePoint administrators, storage administrators and any IT personnel involved with governance, compliance and management of SharePoint data. It assumes that readers are familiar with the Hitachi NAS Platform and SharePoint 2007 farm environments, permission processes and Active Directory security.

3 Table of Contents Solution Overview... 2 Security... 3 Migration... 4 Mass Migration... 4 File Path Names... 5 Stub Files in SharePoint... 5 Single File Recovery... 5 Search... 5 Target Storage Deletion... 5 Installation Notes... 5 Solution Components... 6 Microsoft Office SharePoint Server Hitachi NAS Platform... 6 Hitachi Data Discovery for Microsoft SharePoint... 6 Tested Deployment... 6 Deploying the Solution... 7 Configuring the Hitachi NAS Platform... 7 Installing Hitachi Data Discovery for Microsoft SharePoint... 8 Deploying Hitachi Data Discovery for Microsoft SharePoint... 8 Configuring Data Discovery for Microsoft SharePoint from SharePoint Central Administration... 9 Deloying SharePoint Search Crawls Setting up a Search Web Page Using the Solution Reducing SharePoint SQL Database Size Migrating Documents with Retention Recovering Files From Target Storage Conclusion Glossary... 18

4 Managing Microsoft Office SharePoint Server Content with Hitachi Data Discovery for Microsoft SharePoint and the Hitachi NAS Platform Implementation Guide As more content is added to Microsoft Office SharePoint Server libraries, SQL content databases can quickly grow, requiring constant review and analysis. Left unchecked, this database growth can become a problem. Larger SharePoint databases take longer to backup, longer to restore and can slowly degrade performance. This places a strain on the backup window and recovery time objectives. Maintaining infrequently accessed files on tier one storage resources can also raise the overall cost of the SharePoint infrastructure. SharePoint combats content growth with quotas to control database size. When capacity nears the quota, SharePoint alerts administrators, who must either reduce SharePoint content or resize databases and increase quotas. Using Hitachi Data Discovery for Microsoft SharePoint application, these quotas become easier to manage. Hitachi Data Discovery for Microsoft SharePoint solves the problem of continually expanding SharePoint databases with integrated SharePoint workflows that archive or migrate content to the Hitachi NAS Platform, powered by BlueArc. This also addresses the need for secure, long-term storage to satisfy compliance requirements and provides a single source for discovery searches for Hitachi NAS shares. This solution allows you to achieve the following goals: Reducing the size of production SharePoint databases Data Discovery for Microsoft SharePoint is installed as a SharePoint Web application and automatically migrates library files to secure selected target storage. The process of moving files to the Hitachi NAS is transparent to end-users. Data Discovery for Microsoft SharePoint replaces the migrated object with a reference to access the object at the new location This reduces the size of the SharePoint content databases, alleviating stress on the backup window, speeding SharePoint recovery, maintaining optimal end-user response times and freeing tier one storage for the most frequently accessed SharePoint files. In addition, the SharePoint library size limits are maintained with significantly smaller manageable quotas. Migrating for compliance Hitachi NAS Platform with optional WORM functionality provides secure target storage for migrating SharePoint library content to a targeted storage tier. Data Discovery for Microsoft SharePoint integrates workflows into the SharePoint farm to archive critical corporate files to the second tier Hitachi NAS file services shares. Compliance includes a retention period for the Hitachi NAS when WORM or write once license is deployed and configured. The target storage utilizes permissions with unique authentication set for each CIFS share. Migrating without archive compliance is accomplished with the use of network attached storage (NAS) such as the Hitachi NAS Platform without the WORM option. This function provides the same SQL sizing reductions while allowing library access to the external tier for quick retrieval of files. The migration also uses Windows authentication permissions set to each CIFS share attached. Supporting Search Microsoft SharePoint search crawls and builds index to support queries for both library and target storage data. 1

5 This document provides a solution overview and deployment information for Data Discovery for Microsoft SharePoint implemented with the Hitachi NAS Platform. It is intended for use by SharePoint administrators, storage administrators and any IT personnel involved with governance, compliance and management of SharePoint data. It assumes that readers are familiar with the Hitachi NAS Platform and SharePoint 2007 farm environments, permission processes and Active Directory security. Solution Overview The processes described in this document assume that the Hitachi NAS Platform and SharePoint 2007 farm are installed and available. Data Discovery for Microsoft SharePoint uses the permissions of the Hitachi NAS Platform share. Figure 1 shows the SharePoint farm infrastructure components that require coordinating when deploying Hitachi Data Discovery for Microsoft SharePoint. Figure 1. Hitachi Data Discovery for Microsoft SharePoint Solution Architecture Data Discovery for Microsoft SharePoint migrates files from SharePoint libraries to the Hitachi NAS Platform by supporting and assigning retention policies at file level. Files are migrated to the target storage individually or in bulk. After data is migrated, SharePoint can crawl content on the target storage, parse content to build a search index and allow full content search directly from the SharePoint library. Integrated into SharePoint is the support to also use RSS and ATOM feeds, which are formats for delivering regularly changing Web content for real-time publication and subscription to saved archive searches. Figure 2 shows the logical relationship between SharePoint and the target storage as set up by Hitachi Data Discovery for Microsoft SharePoint plus the client and GUI layers. The Data Discovery target storage might or might not be configured to all site collections and is only set based on the needs and requirements as determined by organizational goals for compliance and migration. Note that the targeted storage tier is determined at the site collection level and follows through the hierarchy down to multiple library levels. 2

6 Figure 2. SharePoint Solution Hierarchy Security Data Discovery for Microsoft SharePoint uses SharePoint s standard security concepts and structures. No external management requirements or overhead beyond the standard SharePoint site authentication and permissions are needed to manage libraries configured for Data Discovery for Microsoft SharePoint archiving. When a site library is provisioned, each user with access permission is given all library access without restriction to second tier target storage settings. The authentication to the shares is based on permissions with Hitachi NAS Platform EVS CIFS shares and NAS folder permissions; as long as the target storage is set up for a given library, access is approved. 3

7 Figure 3 shows EVS security settings for the Hitachi NAS Platform. All CIFS shares reside within an implemented EVS structure of file systems. Figure 3. EVS Security Settings Figure 4 shows CIFS share security with accounts that are allowed access permissions to the share. These permissions must be provided to the target storage settings of Data Discovery for SharePoint to allow data migration. Figure 4. CIFS Share Security Details Each SharePoint site within a site collection can have unique permissions to restrict access to authenticated users only. If you are using Kerberos or NTLM security, the users must reside in the Active Directory to access SharePoint. Access permissions can be set to read only, contributor (read/write) or higher level of collection administration. Sub sites can inherit permissions from the parent site or be unique. When a site library is configured using the Hitachi NAS Platform for the target storage, only those users with site and library access have permission to view this data through SharePoint. Migration Files are migrated to the target storage tier according to each SharePoint library s Data Discovery for Microsoft SharePoint action schedule settings. In the case of the Hitachi NAS Platform with WORM, you can also set how long files are retained in the target storage. After migration occurs into the Hitachi NAS Platform with WORM, files cannot be deleted until the retention period has expired. Sub folders automatically inherit the migration properties of a SharePoint library. Mass Migration Data Discovery for Microsoft SharePoint gives you an efficient mechanism for performing one-time migration of large numbers of SharePoint files. The Web application deployment can be configured for existing SharePoint libraries and custom settings can trigger the immediate migration of all library files. After a library is given a schedule, all files within all folders of that library migrate to the target storage according to that schedule. All of these files have the same retention values applied as originally set in the target storage schedule. 4

8 File Path Names File paths use the following universal naming convention (UNC) links for supported file shares. Documents archived to the Hitachi NAS Platform are stored in CIFS folders managed by Hitachi NAS EVS with the following naming structure: \\EVS IP Address\CIFS Share name\<folder structure of the document library> Note: Data Discovery for Microsoft SharePoint rejects migration of files from the same location with the same name. Stub Files in SharePoint After a SharePoint file is copied to the target storage, Data Discovery for Microsoft SharePoint sends the original file to the SharePoint site recycle bin and replaces it with a 1KB stub file. The stub file retains the metadata associated with the original file and has a pointer to the migrated file in the target storage. Users can access the migrated file from the stub file and can perform single file recovery. Single File Recovery Individual files can be recovered from the target store using single file recovery. The recovery process returns the file to its original location in the SharePoint library. Files written to the target store using retention cannot be overwritten. If you intend to return the recovered file to the target storage tier, the file must be renamed to eliminate a duplicate file name error and failure to migrate. The new file name can include the original file name as part of the new name to help an audience understand it is a duplication of a previously migrated file. Search Data Discovery for Microsoft SharePoint is integrated with SharePoint search to enable users to locate migrated files from target storage tier. The required setup includes creating crawls directly to the file shares at prescribed schedules and intervals. Search supports full content and file name queries. You can configure SharePoint search to crawl the archive libraries and stub file names. This enables users to perform queries to locate archived files using SharePoint search. For more information, see the Deploying SharePoint Search Crawls section of this white paper. Target Storage Deletion Data Discovery for Microsoft SharePoint can automatically delete documents migrated to the target storage that have no retention period specified or that are stored on WORM and are beyond their retention date. Installation Notes Hitachi Data Discovery for Microsoft SharePoint application software is installed on the SharePoint application server running the Central Administration service. After installation, the Web application replicates across all Web services front-end servers. The solution is deployed to individual sites by implementing the archive template to all new site libraries. You must reset Microsoft IIS to complete the Data Discovery for Microsoft SharePoint installation. The reset can be performed automatically as part of the installation process or deferred. It is important to follow all change control processes and rules for your site, because a Microsoft IIS reset, although only momentary, still disrupts access to SharePoint services. 5

9 Solution Components This section describes the components of this solution. Microsoft Office SharePoint Server 2007 Microsoft Office SharePoint Server 2007 integrates a collection of elements that include collaboration functions, management and search modules in addition to a robust document management platform. SharePoint can be used to host web content through shared workspaces and host additional collaborative applications such as Project Server, wikis and blogs. SharePoint 2007 is part of the 2007 Microsoft Office system. Hitachi NAS Platform The Hitachi NAS Platform provides highly scalable, highly available long-term storage for structured, semistructured and unstructured data. When a WORM license is installed and configured for file services, it supports retention that provides secure content free from worry about accidental deletion, easing the burden of complying with many regulatory processes. Hitachi Data Discovery for Microsoft SharePoint Hitachi Data Discovery for Microsoft SharePoint version is installed as a SharePoint Web application and connects SharePoint libraries directly to the Hitachi NAS using HTTP and HTTPS protocols. The Web application mediates movement of documents to and from the archive using integrated workflows. All archiving takes place within the SharePoint environment and is transparent to users. Data Discovery for Microsoft SharePoint is installed and integrated into the general management features of SharePoint. This gives you access to common SharePoint functionality, like security, and provides a familiar interface for embedded workflows. Data Discovery for Microsoft SharePoint resides in the SharePoint Web application hierarchy and can be deployed to as many sites as required. Tested Deployment Installation and deployment scenarios detailed in this document were tested using the Hitachi NAS Platform 3090 and standard Windows file shares. This section describes the environment tested in the Hitachi Data Systems lab. Table 1 lists the tested server, browser and Microsoft Office components used for SharePoint 2007 and SQL Browsers must have JavaScript enabled. Table 1. Software Components Used in Hitachi Data Systems Lab Tests Description Version Hitachi Data Discovery for Microsoft SharePoint Version Microsoft SQL 2008 Enterprise Server Microsoft Windows 2008 Server (64 bit) Microsoft Office SharePoint Server 2007 Windows SharePoint Services 3 (WSS3) SP2 SP2 SP3 SP3 Internet Explorer 8 The Hitachi NAS Platform in the Hitachi Data Systems lab used a Hitachi Adaptable Modular Storage 2300 storage system with SATA drives for target storage. SATA drives were chosen because they are less expensive than SAS drives and because archived data has lower performance requirements than higher tier storage. It included 20 1TB, 7200 RPM, SATA disks. The tested configuration included four 4GB Fibre Channel ports, two per controller and 8GB cache memory with 4GB per controller. 6

10 The tested SharePoint configuration was built on Hitachi storage according to the information contained in the following documents: Implementing SharePoint Server 2007 with the Hitachi Adaptable Modular Storage 2000 Family Best Practices and Reference Architecture Guide Deploying Microsoft Office SharePoint Server 2007 with the Hitachi Universal Storage Platform Family Reference Architecture and Best Practices Guide Deploying the Solution This section provides procedures for deploying this solution. Configuring the Hitachi NAS Platform The Hitachi NAS Platform includes a virtual management network and file systems including CIFS share. Hitachi Data Discovery for SharePoint maps these shares as target storage tiers and allows a workflow process to migrate data from the SharePoint library, minimizing SQL content database sizing requirements. This also reduced time for backups and recovery. If you want to use retention of migrated data, you must install the WORM license for the Hitachi NAS Platform and configure the file systems as described in this section. Using this technology ensures that your data is protected from changes and or deletion for the duration of a pre-defined retention period. Without the WORM license, no retention settings are allowed and therefore no protection is inherited or applied. Windows Kerberos security is integrated directly into the Data Discovery for SharePoint workflows allowing read/write access to the shares. No additional security configurations within SharePoint library are needed because security is set at the network shares. Setting Up File Systems for WORM This procedure assumes that the WORM license is installed on the Hitachi NAS Platform. To set up WORM functionality at file system creation, follow these steps using the Hitachi NAS Platform s GUI administration from the File Systems link: 1. Create a new file system by clicking the create button. A wizard to guide you through the file system creation steps launches. 2. Follow the wizard s prompts, being sure to select Strict Worm from the WORM drop-down menu on the wizard s Create File System screen. 3. Click OK. For more information, see the Hitachi NAS Platform Administration guide that accompanies the storage system or contact your Hitachi Data Systems account team. 7

11 Installing Hitachi Data Discovery for Microsoft SharePoint To install Data Discovery for Microsoft SharePoint, follow these steps: 1. Using CD media or network share, execute the Setup.exe file on the application server where the SharePoint Central Administration service is enabled. 2. Accept the terms of the license agreement. 3. Enter the product license key. 4. If using a trial license, the license file is located in the License folder on the installation CD. 5. (Optional) To immediately reset Microsoft IIS, check the box for Execute IIS RESET after installation. You can also leave this unchecked and reset Microsoft IIS at a later time. 6. Click the Install button. The installation completes. If the Open Central Administration of HDD-MS Management check box is selected, Data Discovery for Microsoft SharePoint Central Administration launches when you click the Finish button. For more information, see the installation and configuration guide. Hitachi Data Systems and the client support team will review the installation prior to implementation. This document can be ordered by your local Hitachi Data Systems service support team. Deploying Hitachi Data Discovery for Microsoft SharePoint To deploy Data Discovery for Microsoft SharePoint solution from SharePoint Central Administration, follow these steps: To deploy the Hitachi Data Discovery for Microsoft SharePoint solution to a Web application, follow these steps: 1. In SharePoint Central Administration, click the Application Management tab. The Application Management page displays. 2. Click the Solution Management link. The Solution Management page displays. 3. Click the hitachi data discovery for microsoft sharepoint.wsp link. The Solution Properties page displays. 4. Click the Deploy Solution link. The Deploy Solution page appears. 5. From the Deploy To drop-down menu, select the Web application to which you want to deploy the solution and click OK. The Solution Management page displays. The solution takes several minutes to deploy depending on how many Web applications you select. Refresh the Solution Management page to monitor progress. 8

12 6. From a command prompt on the server where SharePoint Central Administration is running, issue the following command: IISRESET/noforce An IIS reset is necessary only for the first deployment of Data Discovery for Microsoft SharePoint. To deploy the Hitachi Data Discovery for Microsoft solution to more Web applications, repeat Steps 5 and Step 6 for each Web application. Configuring Data Discovery for Microsoft SharePoint from SharePoint Central Administration Data Discovery for Microsoft SharePoint configuration functions are integrated directly with SharePoint central administration. After deploying Data Discovery for Microsoft SharePoint, you can manage the solution by clicking the following links under the Hitachi Data Discovery for Microsoft SharePoint Management heading in the Application Management tab of Central Administration: Solution Management SharePoint solutions are packages (contained in.wsp files) that are available for deployment to Web applications. Solutions can contain feature definitions, Web parts, site definitions or other customizations. The Solution Management link shows a list of Web applications in a four-column format. Information displayed includes solution name with port number, URL, zone and virtual directory location. Target Storage Settings Set target storage to each site collection of your Web application that includes HDD-MS solution. You must do this task per site collection. Setting target storage involves registering target storage such as Hitachi NAS Platform discussed in this paper. You do this task only once. Action Schedule for Document Libraries After you set target storage to a site collection in your Web application, you can set a schedule to archive documents within a document library. The archive schedule applies to all documents within a selected document library. License Management Your license is based on a basic or advanced implementation of the application, where advanced includes the Data Discovery for Microsoft SharePoint full content search option. Connecting a Web Application to the Hitachi NAS Platform To connect a Web application and its site collections to the Hitachi NAS Platform, follow these steps: 1. Click the Target Storage Setting link and click the Add button. 2. Enter an intuitive title for the target store you are implementing. 3. Complete the setup screen as follows: a. Enter a name in the Title field. b. Select HNAS from the Storage Type drop-down menu. c. Enter a path for the CIFS share in the File Path field. d. Enter a name in the Domain Name field. 9

13 e. Enter a name in the User Name field. f. Enter a password in the Password field. 4. Click the OK button to complete setup. Note: You do not need to deploy Data Discovery for Microsoft SharePoint to libraries with no archiving requirement. Setting an Action Schedule for a Document Library To set the action schedule for each document library, follow these steps: 1. Click the Action Schedule for Libraries link. 2. Click the Setup button on a corresponding document library. The document library setup page displays. 3. Select an appropriate action in the Choose your action drop-down menu, as follows: Do nothing This action cancels all action settings if previously configured. Archive to storage Migrates the entire library based on library retention for the Hitachi NAS Platform with WORM. Delete from storage Deletes all files from the Hitachi NAS Platform with expired retention settings or no retention set. Note: No retention values are allowed for Hitachi NAS Platform target storage without WORM. 4. Select a schedule in the Schedule Time section. 10

14 If you are using the Hitachi NAS Platform with WORM, select a retention period in years and months. Note: If the Do not use retention radio button is selected, files are saved to the target storage with no retention value. 5. Click the OK button. Enabling Data Discovery for Microsoft SharePoint Features To enable Data Discovery for Microsoft SharePoint features, follow these steps: 1. Using a SharePoint account with site collector permissions, click the Site Actions link. A drop-down menu appears. 2. Choose Site Settings. The Site Settings page displays. 3. Click the Site Features link from the Site Administration category. The Site Features page displays. 11

15 4. Click the Activate button next to each feature that you want to enable. The status changes to active. Deloying SharePoint Search Crawls Full content search for the target stores is provided by Microsoft SharePoint. Within the SharePoint farm, a Shared Service Provider manages queries with a crawling structure and process. Initial configuration takes place using the SharePoint Shared Services search administration. This section provides a high-level overview of implementing these crawls for the Hitachi NAS Platform. Recognizing External Target Storage Shares To set up Shared Services Provider to recognize external target storage shares, follow these steps: 1. Navigate to the Shared Services administration page from SharePoint Central Administration site. 2. Click the Search Settings link in the left margin. The Configure Search Settings page displays. 3. Click the Content Sources and Crawl Schedules link. The Manage Content Sources page displays. 4. Click the New Content Source link. 5. Enter a name for the target storage source, such Hitachi NAS Platform, in the Name field. 6. Click the File Shares radio button for both target storage settings. 7. Enter a URL from which the system is to start crawling in the Start Addresses field. Multiple addresses can added as multiple line items. 8. (Optional) Click the Create schedule links if you want to run crawls on a regular basis for full and incremental crawls. 12

16 9. (Optional) Select the Start full crawl check box. 10. Click the OK button to complete setup. Establishing Crawl Rules Crawl rules define what content is searched. These rules are unique per share due to specific access credential requirements. After the content sources and crawl rules are setup, the external target storage content will be indexed and available for full content queries. 1. Click the Crawl Rules link in the left margin. 2. Enter the path affected by the rule in the Path field. 3. Select a Crawl Configuration radio button to include all items in this path. 4. Select a Specify Authentication radio button. If the share requires a unique account for access enter a different access account and credentials. 5. Click OK. Setting up a Search Web Page This solution uses a search Web page that has the query interface built into it. A search Web part for content queries allows users to access the query interface. The site administrator has permission to create Web pages. To create a search Web page with the query interface, follow these steps: 1. Navigation to Site Actions > Create. 2. Under the Web Pages heading, choose the Sites and Workspaces link. 3. Enter a name in the Title field. Choose an intuitive name, for example HNAS Search. 4. Complete the URL name field. Keep the URL simple, for example, 5. In Template pane, choose the Search Center template. Search Center has all the embedded requirements for a query included a results pane to show the results of the queries. 13

17 Using the Solution The following sections describe the steps necessary to use Data Discovery for Microsoft SharePoint to reduce the size of SharePoint database. Reducing SharePoint SQL Database Size To reduce database size, you can migrate many files at one time. To perform mass migration of files from an existing library that is configured for archiving, follow these steps: 1. From the SharePoint Central Administration site, navigate to Application Management > Hitachi Data Discovery for Microsoft SharePoint Management > Action Schedule for Document Libraries. 2. Select a Web application from the Web Application drop-down menu. A list of deployed libraries appears in the lower half of the screen. 3. Click the Setup button for the document library you want to configure for migration. 4. Select Archive to Storage from the Choose your action drop-down menu. A list of scheduling options appears in the lower half of the screen. 5. Select scheduling options. 6. Click OK. Data Discovery for Microsoft SharePoint automatically archives non-migrated files in the library in accordance with the selected schedule. Adding Data Discovery for Microsoft SharePoint to an existing SharePoint library and setting the library s action schedule frequency to Now triggers immediate migration of all library files to the archive. For SharePoint libraries that do not currently have the Data Discovery for Microsoft SharePoint Web application deployed, follow the steps for setting up target storage settings in the Deploying Data Discovery for Microsoft SharePoint section. After the Data Discovery for Microsoft SharePoint Web application is deployed to the library, you can set up an action schedule to perform mass migration to the archive. Migrating Documents with Retention The procedures in this section describe how to archive SharePoint files for compliance from a new SharePoint library or an existing SharePoint library into the Hitachi NAS Platform with WORM target storage. Creating a New Site Library for Archiving This procedure requires specific permissions that are usually granted to site or site collection administrators. From a SharePoint site collection that has the Data Discovery for Microsoft SharePoint Web application deployed, use standard SharePoint workflows to create a new library and perform the following steps to create a new site library for arhiving: 1. Click the Site Actions link. A drop-down menu appears. 2. Choose Create and choose Site Library in the Libraries category. 14

18 3. Enter a library name and description. Use an intuitive naming convention. For example, If this library is to hold logistical procedures that are to be retained for six years in the archive, you might want to use Procedures-6Y as the library name. 4. (Optional) Click the Enable Document Version History check box if you want to use SharePoint version controls to maintain a history of file edits. 5. From the newly created library page, click the Settings link. 6. Click the HDD-MS Document Library Settings for Site Administration link. 7. Follow the steps for setting up target storage settings and action schedules for document library in the Deploying Hitachi Data Discovery for Microsoft SharePoint section of this paper. Using an Existing Site Library for Archiving This procedure requires specific permissions that are usually granted to site or site collection administrators. For existing SharePoint libraries that do not currently have the Data Discovery for Microsoft SharePoint Web application deployed, perform the following steps: 1. From an existing library page, click the Settings link. 2. Click the HDD-MS Document Library Settings for Site Administration link. 3. Follow the steps for setting up target storage settings and action schedules for document library in the Deploying Hitachi Data Discovery for Microsoft SharePoint section of this paper. Migrating Files to Target Storage Media To migrate files to the external share folder, follow these steps: 1. Navigate to the library folder. 2. Click the Upload link. 3. Click the Browse button to locate a file. 4. Select a file and click the Open button. 5. Click OK. The file is scheduled for migration to the Hitachi NAS Platform based on the schedule in the library s action schedule for document libraries settings. Manually Archiving a File To trigger migration of a file that exists in a library that has the Hitachi Data Discovery for Microsoft SharePoint Web application deployed, follow these steps: 1. In a library, hover over the name of a file and click the down arrow that appears to display a drop-down menu. 2. Choose Archive to HCAP/NAS from the drop-down menu. This action uses previously established retention settings. For more information, see the Setting an Action Schedule for a Document library section of this white paper. A Warning window opens with a Retention link and listing the retention period that you previously set in the action schedule. 15

19 3. (Optional) To change the retention settings for this file, click the Retention link, change the settings and click the Set button. To remove all retention, change the settings to 0. The Warning window displays. 4. Click the Archive button to complete migration. The file is moved to target storage. Recovering Files From Target Storage To return files from the Hitachi NAS Platform target storage to the SharePoint library, follow these steps: 1. Hover over the name of a file to be recovered and click the down arrow that appears to display a dropdown menu. 2. Choose Single File Recovery from the drop-down menu. Note: A message displays warning that an archived document is being recovered from the storage system to the document library. 3. Click the Recovery button to recover the file. You can now use SharePoint functions like editing on the recovered file. To return the file to target storage, you must rename it. 16

20 Conclusion Hitachi Data Discovery for Microsoft SharePoint solves the problem of continually expanding SharePoint databases with integrated SharePoint workflows that archive or migrate content to the Hitachi NAS Platform, powered by BlueArc. This also addresses the need for secure, long-term storage to satisfy compliance requirements and provides a single source for discovery searches for Hitachi NAS shares. The solution described in this white paper allows you to reduce the size of production SharePoint databases, migrate files for compliance when used with optional WORM functionality, and support searches. For more information about Hitachi Data Discovery for Microsoft SharePoint or the Hitachi NAS Platform, visit the Hitachi Data Systems Web site or contact your Hitachi sales representative or channel partner. 17

21 Glossary This section defines terms relevant to the solution described in this white paper. Common Internet file system (CIFS) share Microsoft Windows based share that maintains specific access permissions such as read, write and more as determined by the setup within the Hitachi NAS Platform file system security settings. Enterprise virtual servers (EVS) A virtual entity that has its own IP addresses, file systems, storage LUs and storage targets. All file services are provided by the EVS. Each EVS is assigned unique network settings and storage resources, enabling administrators the flexibility to logically partition access to shared storage resources. Each Hitachi NAS Platform node can have multiple enterprise virtual servers. Migration Movement of data from SharePoint libraries to the target storage media. SharePoint solution Packages (contained in.wsp files) that can be deployed to Web applications and can contain feature definitions, Web parts, site definitions or other customizations. In the case of Hitachi Data Discovery for SharePoint, the solution includes workflows and components to integrate target storage. Files can then be migrated out of a SQL content database to the target storage tier. Target storage Storage in the form of a network share that provides a second tier home for data normally held within a SharePoint library. Hitachi Data Discovery for SharePoint supports target storage for Hitachi Content Archive Platform, Hitachi Content Platform, Hitachi NAS Platform and network attached storage. Write once read many (WORM) File systems that are widely used to store crucial company data in an unalterable state for a specific duration and to enable retention control of stored data. After retention expires and a file is deleted, the free space is restored to its storage pool.. 18

22 Corporate Headquarters 750 Central Expressway, Santa Clara, California USA Contact Information: / Asia Pacific and Americas 750 Central Expressway, Santa Clara, California USA Contact Information: / Europe Headquarters Sefton Park, Stoke Poges, Buckinghamshire SL2 4HD United Kingdom Contact Information: + 44 (0) / Hitachi is a registered trademark of Hitachi, Ltd., in the United States and other countries. Hitachi Data Systems is a registered trademark and service mark of Hitachi, Ltd., in the United States and other countries. All other trademarks, service marks and company names mentioned in this document or Web site are properties of their respective owners. Notice: This document is for informational purposes only, and does not set forth any warranty, expressed or implied, concerning any equipment or service offered or to be offered by Hitachi Data Systems. This document describes some capabilities that are conditioned on a maintenance contract with Hitachi Data Systems being in effect and that may be configuration dependent, and features that may not be currently available. Contact your local Hitachi Data Systems sales office for information on feature and product availability. Hitachi Data Systems Corporation All Rights Reserved. AS February 2010

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