1. SharePoint Content Lifecycle Management Presented by: Mary Leigh Mackie

2. Content Lifecycle Management OrganizationWorkflowCreationRepositoryVersioningPublishingArchives Sites Work- flow Office Doc Library Version Publish- ing Site Record Center SharePoint

3. Agenda Content Organization & Storage Storage Optimization Content Access Archiving

4. Content Organization & Storage

5. Information Architecture 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 http://technet.microsoft.com/en-us/library/cc262873.aspx#section2 Determine the business goals What will your site structure and taxonomy look like? Standardize branding with templates and master pages Other considerations Source: Governance Resource Centre on Microsoft TechNet

6. Storage in a Content Repository Increase in % of inactive data over time Time in years Data in SQL

7. 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

8. 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”

9. 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: http://blog.jesskim.com/kb/293

10. Optimal Content DB Sizing Backup & Recovery operations (<50-100 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?

11. 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 = $$$$ BLOBs do not participate in query operations, so no real reason to have BLOBs in a DB DB full of BLOBs = wasted $$$

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

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

14. Issues with BLOBs Get much worse over time… Increase in % of inactive data over time Inactive sites, documents, list, libraries take up SQL storage, hindering performance Time in years Data in SQL

15. Storage Optimization

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

17. 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

18. Storage Optimization Extending BLOBs out of the database

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

20. 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

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

22. 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?

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

24. 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

25. 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

26. 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

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

28. EBS Tighter integration with application, allows for more rules and settings RBS Simpler, allows unified storage architecture across applications http://www.codeplex.com/sqlrbs EBS versus RBS, which is better?

29. It looks like RBS has won… SQL Remote BLOB Service (RBS) SharePoint External BLOB Service (EBS) SharePoint 2007 SharePoint 2010 Future SharePoint Release (SPS 5?) SQL Server 2005 Future SQL Releases SQL Server 2008 Microsoft will provide a powershell solution to migrate from EBS to RBS

30. Benefits of Extending BLOBs Backup & Recovery operations – Databases are 60-80% smaller – Need a method to backup BLOBs synchronously Performance – Databases are 60-80% smaller – Performance improvement increase as the file/BLOB size increases. Microsoft research indicates: <256kb, SQL better 256kb to 1mb, SQL and file system comparable >1mb, file system better Storage Cost – “Not as expensive” storage – Archiving still needed for true savings

31. RBS is Completely Seamless for Users 31 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

32. Cloud Storage Use Case SharePoint “Overdraft Protection” DB alert set at 80 GB, limit at 100 GB 0 80 100 Alert sent to admin No action taken Cloud Storage Cloud Storage Could be any storage Cloud is ideal “insurance”--cheap to setup, expensive to use

33. Content Access

34.  Where is it in it’s lifecycle?  Do you want to expose it in SharePoint? 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 Connecting Legacy Data SharePoint 2010 Support

35. 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

36. 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

37. 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

38. 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 http://msdn.microsoft.com/en-us/library/ee554911.aspx

39. 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. http://msdn.microsoft.com/en-us/library/ee554911.aspx

40. Connecting: 3 rd Parties 40 (File Shares, Notes, Exchange Public Folders, eRoom Documentum, LiveLink… etc?) Most major ECM Vendors Other 3 rd Parties EBS/RBS API’s preferred

41. Options for Exposing Legacy Data: Migration 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? Questions to ask yourself… etc…

42. ConsPros SharePoint Migration Strategies Environments retaining ample amounts of outdated information Moving to new hardware or new architecture 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 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 Best For 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

43. ConsPros SharePoint Migration Strategies Any size environment, from single server environments to large, distributed farms Granular migration Retains all metadata Virtually no downtime Applicable to non- SharePoint repositories Costs associated with purchasing of additional software Requires new server farm Best For 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

44. 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

45. Out of the box SharePoint Lowest complexity, least costly Varied User Experience Evaluate bandwidth and usage patterns Global Architectures Single Centralized Environment

46. Local services and sites, in addition to main farm Increased infrastructure complexity Governance can be an issue Relocating teams/users is a pain Global Architectures Centralized plus local content

47. Fast local access to SharePoint content Replicate only what is relevant Ability to handle remote locations Global Architectures Fully distributed

48. Backup locally or to alternative sites Consider cloud storage Can be used for high redundancy Cloud Storage Global Architectures Distributed w/ Centralized Backup

49. Archiving Adding Lifecycle Management to the picture

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

51. Time in years Data in SQL Storage in a Content Repository Increase in % of inactive data over time

52. 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 (Expirations) – 3 rd Party tools solutions

53. 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.)

54. 1 2 3 4 Summary Think carefully about organization and storage Consider where content will be stored and how it will grow over time 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 Content access is key Develop strategies to handle access to legacy data and content access from remote locations Archive content Plan for long term growth and optimal system performance

55. 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 350+  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

56. 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 Replicator – Fully mapped, live or scheduled replication of all SharePoint contents

57. Applicable Features of AvePoint Tools 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 DocAve Content Manager – Consolidates existing SharePoint instances (other sites or farms that are the same SharePoint version) into a single SharePoint instance, while maintaining all metadata – Offers granular selection of content, full graphical user/domain/properties mapping

58. Demo?

60. Thank You! Q&A

61. Resources - www.AvePoint.com 61 Visit us:http://www.AvePoint.com http://www.AvePoint.com Email us:sales@avepoint.com sales@avepoint.com maryleigh.mackie@avepoint.com Follow us: @AvePoint_Inc @mlmackie Download a FREE, fully-enabled 30 Day trial of DocAve at www.avepoint.com/download www.avepoint.com/download

62. Additional Resources Storage Optimization for SharePoint Whitepaper : http://www.avepoint.com/assets/pdf/sharepoint_whitepapers/Storage_Op timization_Technical_Advisor.pdf Configure Content Database for RBS: http://technet.microsoft.com/en- us/library/ee748641(office.14).aspxhttp://technet.microsoft.com/en- us/library/ee748641(office.14).aspx FILESTREAM RBS: http://blogs.msdn.com/opal/archive/2009/12/07/sharepoint-2010-beta- with-filestream-rbs-provider.aspx http://blogs.msdn.com/opal/archive/2009/12/07/sharepoint-2010-beta- with-filestream-rbs-provider.aspx Whitepaper about FILESTREAM: http://msdn.microsoft.com/en-us/library/cc949109.aspx http://msdn.microsoft.com/en-us/library/cc949109.aspx

63. Backup Slides

64. 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 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) TIP

65. Connecting to SharePoint:.NET Assembly 65 Write code as Microsoft.NET Framework classes and compile the classes into a primary DLL and multiple dependent DLLs. Publish the DLLs into the Business Data Connectivity (BDC) service database. Use Microsoft SharePoint Designer to discover the.NET Connectivity Assembly and create a model. Map each entity to a class in the DLL, and map each BDC operation in that entity to a method inside that "Class".  At run time, when a user executes a BDC operation, the corresponding method in the primary DLL is executed. http://msdn.microsoft.com/en-us/library/ee554911.aspx

66. Connecting to SharePoint: Custom 66 Implement ISystemUtility, IConnectionManager, and ITypeReflector interfaces. Implementing IAdministrableSystem provides Administration UI property management support and implementing ISystemPropertyValidator provides import time validation of LobSystem properties (not on the Microsoft Office client). Compile the code into a DLL and place it in the global assembly cache (GAC) on the server and clients. Author the model XML for the custom data source (SharePoint Designer 2010 does not support a model authoring experience for custom connectors).  At run time when a user executes a BDC operation, this invokes the Execute method in the ISystemUtility class. The responsibility of executing the back-end method is given to the Execute method. http://msdn.microsoft.com/en-us/library/ee554911.aspx