Time For SharePoint Poland. SharePoint Content Lifecycle Management. Dawid Kozlowski Systems Engineering manager, EMEA

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1 Time For SharePoint Poland SharePoint Content Lifecycle Management Dawid Kozlowski Systems Engineering manager, EMEA

2 Agenda Content Organization & Storage Storage Optimization Content Access Archiving

3 Content Organization & Storage

4 Information Architecture Determine the business goals What will your site structure and taxonomy look like? Standardize branding with templates and master pages Other considerations Accountability of published content using workflows or approvals Managing search scopes, security trimming, federation Isolate intranet content from extranets Testing for consistency and performance Training your site/content owners and end users Source: Governance Resource Centre on Microsoft TechNet

5 Storage in a Content Repository Increase in % of inactive data over time Active Data Total Data

6 Planning for SharePoint Storage Recycle bin Versioning Search and index information Growth Good rule of thumb for initial planning is: 3.5 x file system

7 Basic Storage Management Methods Set site quotas and alerts! 10 GB quota, 8 GB alert is my favorite Monitor growth trends Sites: slow over time or large jump in size? Overall content DB size Split Content DBs if they get too big

8 How SharePoint chooses a Content DB for a site Highest remaining allotment rule Content DB 1: 100 sites max Content DB 2: 100 sites max Content DB 1: 100 sites max Content DB 2: 200 sites max SharePoint Site Content BD selection process:

9 Optimal Content DB Sizing Backup & Recovery operations(< GB) Performance (<500 GB nervous at 300 GB) # of objects size of objects Hardware (servers and storage) Storage Cost (as small as possible!) So what is too big?

10 BLOBs-- What s the Issue? BLOBs = Binary Large Objects SharePoint Content = BLOB + Metadata Content DB = database of BLOBs + Metadata SQL DB storage needs high IOPS (input/output operations per second) and low latency High IOPS + low latency storage = $$$$ BLOBs do not participate in query operations, so no real reason to have BLOBs in a DB DB full of BLOBs = wasted $$$

11 BLOBs & Metadata Default SharePoint Storage SharePoint WFE SharePoint Object Model SQL Server Content DB Config DB

12 Database Size Implications BLOBs increase DB size, creating issues with: Backup & Recovery operations Performance Storage Costs

13 Issues with BLOBs Get much worse over time Increase in % of inactive data over time Active Data Total Data Inactive sites, documents, list, libraries take up SQL storage, hindering performance

14 Storage Optimization

15 SharePoint Storage Optimization Methods Move the BLOBs out of the database Archive content

16 Planning for Data Use & Growth What does SharePoint 2010 offer OOTB? No native archiving tools EBS extended to include RBS Available only in SQL Server 2008 SP2 Only accessible via API BCS (BDC in 2007) extended to allow for easier connectivity with legacy data systems

17 Storage Optimization Extending BLOBs out of the database

18 Available APIs for Extending SharePoint External BLOB Service (EBS) SQL Remote BLOB Service (RBS)

19 EBS/RBS Overview Blob Services to change BLOB storage locations EBS = External BLOB Service SharePoint 2007 SP1+ API RBS = Remote BLOB Service SQL Server 2008R2 Feature Pack API, with SharePoint 2010 support Both are interface specifications Need a provider to actually work Cannot have both providers

20 EBS EBS provider can take ownership of the BLOB SharePoint WFE Provider gives SharePoint a token or a stub so SharePoint knows how to retrieve the object (context) Transparent to the enduser SharePoint Object Model EBS Provider Metadata SQL Server BLOB BLOB Store Content DB Config DB

21 EBS Implemented by SharePoint Only 1 EBS Provider per SharePoint farm Orphaned BLOBs- no direct method to compare BLOB store and Content DB Compliance- what if I don t want to allow SharePoint to delete the object?

22 BLOB & Metadata RBS Not unique to SharePoint, available to any application A Provider Library can be associated with each database SharePoint WFE SQL Server SharePoint Object Model RBS Client Library Relational Access BLOB Metadata Provider Library X Provider Library Y Content DB X Content DB Y BLOB Store BLOB Store

23 RBS Implemented by SQL Only 1 RBS Provider per Content DB Orphaned BLOBs much less of an issue Can lock down operations, from a unified storage perspective Can be managed via Powershell

24 RBS: SQL Server 2008 Feature Pack API Handled natively by database Default Provider: FILESTREAM 1. Enable FILESTREAM provider on SQL 2. Provision data store and set storage location 3. Install RBS on all SP Web and App servers 4. Enable RBS

25 RBS versus SQL Filestream Filestream storage must be file system locally attached to the SQL server RBS is an API set that allows storage on external stores - physically separate machines that may be running custom storage code, for instance EMC Centera

26 EBS versus RBS, which is better? EBS Tighter integration with application, allows for more rules and settings

27 EBS versus RBS, which is better? EBS RBS Tighter integration with application, allows for more rules and settings Simpler, allows unified storage architecture across applications

28 It looks like RBS has won SharePoint 2007 SharePoint 2010 Future SharePoint Release (SPS 5?) SharePoint External BLOB Service (EBS) SQL Remote BLOB Service (RBS) SQL Server 2005 SQL Server 2008 Future SQL Releases Solutions available to migrate from EBS to RBS

29 Benefits of Extending BLOBs Performance Databases are 60-80% smaller Performance improvement increase as the file/blob size increases. Microsoft research indicates: Storage Cost <256kb, SQL better 256kb to 1mb, SQL and file system comparable >1mb, file system better Not as expensive storage Archiving still needed for true savings Beware of Misconceptions re: Backup & Recovery operations Databases are 60-80% smaller Need a method to backup BLOBs synchronously (complicates protection and management regimes if tools aren t BLOB aware )

30 RBS is Completely Seamless for Users Users can access contents by: Clicking and downloading directly through SharePoint Opening the file using their Office client Referencing the URL Searching for contents natively in SharePoint Users can interact with contents by: Modifying metadata and content types Modifying permissions Applying alerts Using workflows or publishing templates Using site Quotas and Locks 30

31 Content Access

32 Connecting Legacy Data Where is it in it s lifecycle? Do you want to expose it in SharePoint? SharePoint 2010 Support BCS is intended for connecting LOB s (Databases, Windows Communication Foundation (WCF) or Web services,.net connectivity assemblies, Custom data sources) into SharePoint, without migrating the data No OOTB solutions for getting content out of users desktops, file shares, or other ECM systems

33 Options for Exposing Legacy Data (File Shares, Notes, Exchange Public Folders, eroom Documentum, LiveLink etc?) Migrate Manually download/upload, losing author, time, security, history, other metadata 3 rd Party Tool Connect BCS Mechanisms Most major ECM Vendors AvePoint s DocAve Connector EBS/RBS API s preferred 33

34 Which option is better? Connecting vs. Migrating Value add of legacy system Maintenance costs Hardware Licensing and support Knowledge Migration costs Migration process Tools Training

35 Migrating vs. Connecting Migrating Data is available in SharePoint Data is moved into SharePoint SharePoint replaced legacy system Burden of storage is on SharePoint Changes saved in SharePoint Migrate and decommission Connecting Data is available through SharePoint Data is left in source (legacy) system Give legacy system second life by increasing its value Burden of storage is on legacy system Changes propagate to source Connect and forget How does each method affect current data protection and content management regimes? Can I act on connected content? What are the infrastructure implications?? 35

36 Connect to SharePoint: BCS Mechanisms.NET Assembly Connector Provided with Microsoft Business Connectivity Services (BCS) Each.NET connectivity assembly is specific to an external content type Provides no Administration interface integration Custom Connector Connect to external systems not directly supported by Business Connectivity Services Agnostic of external content types that connect to a kind of external system (all databases or all Web services) Provides an Administration UI integration 36

37 Which BCS Mechanism Should I Use? The.NET Assembly Connector approach is recommended if the external system is static. Otherwise, for every change in the back end, you must make changes to the.net connectivity assembly DLL. This, in turn, requires recompilation and redeployment of the assembly and the models. Custom connector approach is recommended if the back-end interfaces frequently change. By using this approach, only changes to the model are required. 37

38 Connecting: 3 rd Parties (File Shares, Notes, Exchange Public Folders, eroom Documentum, LiveLink etc?) Most major ECM Vendors Other 3 rd Parties EBS/RBS API s preferred 38

39 Migration Planning Considerations Questions to ask yourselves How much content needs to be migrated? How long will this take? How much downtime can you tolerate? How much customization do you have? Is this a big bang migration or can you migrate in a scaled/phased approach? Can you accept loss of metadata and securities? Can you engage other members to assist in the process and arrange for proper training? What minimal requirements do you have for this migration? Can you properly map non- SharePoint related assets into SharePoint? etc

40 SharePoint Migration Strategies User-Powered Manual Migration SharePoint Administrator installs the new version on separate hardware or a separate farm and allows Power Users to manually recreate content Best For Environments retaining ample amounts of outdated information Moving to new hardware or new architecture Pros Puts Power Users in charge to recreate and manage sites Migrate relevant content to avoid import of old data Completely retains old environment Virtually no downtime requires user switch to new environment Cons Manual process, very resource intensive Requires willing participants and intensive training Requires additional steps to retain original URLs Requires new server farm and additional SQL Server storage space for new content

41 SharePoint Migration Strategies Engage Power Users In Content Migration: Create a dedicated Power Users group - have a Power Users SharePoint Site so that all the power users can share best practices and lessons learned with one another Provide expensive training on SharePoint to all Power Users Request Power Users to Migrate Content they should be empowered and proactive about content migration and administration Request Power Users to train new SharePoint users to properly use their specific sites provide training materials, videos, etc. to new users to lower TCO for IT training TIP A Power User should be very familiar with SharePoint and have either Full Control or Design permissions (or their equivalent) for the site they will manage. (Restrict Site Deletion Permission)

42 SharePoint Migration Strategies Migration via 3 rd Party Tool SharePoint Administrator installs the new version on separate hardware or a separate farm, and migrates content and users using 3 rd Party Tool Best For Any size environment, from single server environments to large, distributed farms Pros Granular migration Retains all metadata Virtually no downtime Applicable to non-sharepoint repositories Cons Costs associated with purchasing of additional software Requires new server farm

43 What About Access for Geo-Dispersed Users? Centralized environment, accessed globally Centralized environment plus local content (sites, etc) Fully distributed, replicated architecture accessed locally Centralized or cloud storage backup for high redundancy

44 Global Architectures Single Centralized Environment

45 Global Architectures Centralized plus local content

46 Global Architectures Fully distributed

47 Global Architectures Distributed w/ Centralized Backup Cloud Storage

48 Archiving Adding Lifecycle Management to the picture

49 Access / SLA Requirements Lifecycle of a Typical Item High Initial content creation Moderate content retrieval Low Time 49

50 Storage in a Content Repository Increase in % of inactive data over time Active Data Total Data

51 Data Lifecycle Management Records Center Another SharePoint site Higher % inactive content Consider separate Content DB, with an RBS provider implemented for this DB Archiving Backup and delete Workflow 3 rd Party tools solutions

52 3 rd Party Archiving Tools What rules are available? Last modified time Author Versions What scope can I apply rules to? (farm to item) Does it use RBS/EBS APIs? Does it integrate with other infrastructure management tools? (backup, replication, etc.)

53 Summary 1 Think carefully about organization and storage Consider where content will be stored and how it will grow over time 2 Leverage BLOB Services APIs to Optimize SharePoint Storage EBS/RBS API s can be leveraged to store BLOBs outside of SQL with little impact on end-users, to save $$ and optimize storage 3 Content access is key Develop strategies to handle access to legacy data and content access from remote locations 4 Archive content Plan for long term growth and optimal system performance

54 AvePoint Who we are Global Leader in SharePoint Infrastructure Management Backup & Recovery, Administration, Replication, Migration, Compliance, Storage Optimization Founded in 2001 Headquartered in Jersey City, NJ, with global offices in: USA: Chicago, San Jose, Houston, Washington D.C., Redmond International: UK, Germany, Australia, Japan, Singapore, Canada R&D team of 500+ Largest SharePoint team outside of Microsoft Winner of 2008 Best of Tech Ed Award for Best SharePoint Product Exclusive OEM relationships with IBM and NetApp A Depth Managed Microsoft Gold Certified ISV Partner MTC Alliance Member; Notes Transition Partner; Office TAP 14 Member; BPOS TAP Member

55 Some applicable features of AvePoint Tools DocAve Report Center Storage growth and trending Server performance and monitoring DocAve Administrator Manage site quotas and alerts Move sites between Content DBs DocAve Content Manager Comprehensive Restructuring Optional inclusion of externalized content

56 What Does AvePoint Offer? Connecting DocAve Connectors Leverage EBS/RBS APIs to expose File Share Content as fully functional SharePoint object Content works with Office Applications, alerts, workflows, 3 rd party application, etc Migrating DocAve Migrators for SharePoint From previous versions of SharePoint, File Shares, Exchange Public Folders, Lotus Notes, Documentum eroom, EMC Documentum, Livelink, Oracle/Stellant, Vignette Offers granular selection of content, full graphical user/domain/properties mapping Replication DocAve Replicator Fully mapped, live or scheduled replication of all SharePoint contents *All DocAve Storage Optimization solutions are fully integrated with DocAve data protection and management solutions for seamless administration- no matter where SharePoint content is stored.

57

58 Thank You! Q&A

59 Resources - Visit us: us: Follow Download a FREE, fully-enabled 30 Day trial of DocAve at Resource CD includes all white papers, case studies, download links, datasheets, etc! 59

60 Additional Resources Storage Optimization for SharePoint Whitepaper : timization_technical_advisor.pdf Configure Content Database for RBS: FILESTREAM RBS: Whitepaper about FILESTREAM:

61 AvePoint Tools DocAve Extender BLOB controller, uses EBS provider today for SP2007, RBS also supported in SP2010 Easy to deploy and configure Can be applied to both new uploads and retroactively to existing data Utilizes DocAve Media Services to support numerous storage devices

62 AvePoint Tools DocAve Connector Takes content already in external stores and makes it accessible in SharePoint BCS is to external databases as Connector is to external file stores Implemented via special Document Library types File System Document Library Media Library

63 DocAve Archiver Archive SharePoint content (from SQL and/or extended to BLOB stores) to lower tiered storage Customizable business rule-based archiving engine Utilizes BLOB APIs when appropriate Items versus sites/site collections Maintain seamless access through SharePoint Fully indexed and integrated with native SharePoint search Full support for SharePoint workflows, alerts, Office applications, 3 rd party apps, etc.

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