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Best Practices for Architecting, Deploying, and Optimizing Data in SharePoint 2010

Tony LanniVP Corporate Dev

AvePoint

Who is AvePoint?Global Leader in SharePoint Infrastructure ManagementFounded in 2001

Headquartered in Jersey City, NJ, with global offices in:USA: Chicago, San Jose, Dallas, Washington D.C.International: UK, Australia, Japan, Singapore

R&D team of 300+ –> Largest SharePoint team outside of MicrosoftWinner of 2008 Best of Tech Ed Award for Best SharePoint ProductA Managed Microsoft Gold Certified ISV Partner; MTC Alliance Member (1 of 15 Global Software Partners); Office TAP 14 MemberExclusive OEM relationships with IBM and NetApp

What is DocAve?Infrastructure Management for SharePoint

6 Main Functional Areas:Data ProtectionAdministration & ReplicationStorage OptimizationReportingComplianceMigration

Agenda

Platform Deployment and

Architecture

Management & Governance

Storage Optimization

Conclusion

Platform Deployment and Architecture

Platform DeploymentHow will you really go about deploying

SharePoint 2010?

Set up a test serverTest upgrades or do POCs

Create a copy of your production SharePoint 2007 environmentTest upgrades on this environment before upgrading productionUse a dedicated testing environment to test new features and expanded use

Duplicating Production

Out of the boxInstall SharePoint in test environmentBuild web applications and configure services, solutions, features, workflows, etc. Install customizations, web parts, etc.Copy and attach content databasesRe-index environment

With DocAve Backup (Platform Level)Install SharePoint in test environment (no configuration required)Perform restore of production farm

Recommended Architecture

Build redundancy into productionKeep a test environment!Make all changes in test before productionRecommend using a multi-stage approach

DevelopmentTesting / Quality AssuranceStaging / Pre-productionProduction

Web ServicesSearch / App ServicesSQL Database

Initial Test Environment

Web Services

Search /App Services

SQL Database

Expanded Test Environment

Development

Testing/QA Staging/Pre-prod

Production

Multiple Farm Environment

Deployment in SharePoint 2010What does SharePoint offer OOTB?

Deploy / roll-back solutions Activate / deactivate featuresExport / import site collections, sites, or lists

What is it missing?Cross Farm Support (for solutions & features)Granular control of rights (delegation), design elements, content, and customizationsDLLs, GAC files, Customizations, Workflows, IIS configurationMore granular schedule for periodic deployments as a part of workflows

Moving Between EnvironmentsOut of the Box Capabilities

Perform change in test environmentPackage as solutions whenever possibleDocument all changesRepeat all changes in production environment(s)

STSADM operationsBack-end scriptsDefine appropriate parameters for IISMake other settings and configuration changes (masterpages, content types, templates, etc.)

With DocAve Deployment ManagerPerform change in test environmentAbility to compare environmentsDeploy to appropriate farm(s)Produce report of all changes

Data ProtectionConsiderations for Geo DispersionAdministration

Management & Governance

Evolution of Native SharePoint Backup

2010 vs. 2007 capabilities

Site Collection level “granular” backup

Granular restore to the list/library level

Control on Platform Backup to cover content and configurations separately

What Is Still Missing?Do I still need 3rd party backup

solution?

What does “full farm” backup mean to you?

Global coverage, including multiple farm environmentsGAC, IIS, SharePoint Hive, and other Front-end customizationsAre your backups synchronized?

What’s the restore process for the “full farm” components?

Backup and Restore Granularity

OrganizationFarm

Web ApplicationContent Database

Site CollectionSites and subsitesLists and Libraries

FoldersItems

VersionsMetadata

IIS metabaseGACHiveSSP SSO

Solutions, FeaturesWorkflowWebparts

Master pages/designIndex, Search,

Admin, Config DBs

Basic

Solutions, FeaturesWorkflowWebparts

Master pages/designIndex, Search,

Admin, Config DBs

Backup and Restore Granularity

OrganizationFarm

Web ApplicationContent Database

Site CollectionSites and subsitesLists and Libraries

FoldersItems

VersionsMetadata

IIS metabaseGACHiveSSP SSO

Advanced

What Does DocAve Offer?Full Data & Farm Protection with DocAve Backup

and Recovery

Full-farm backup, including all componentsGranular backup, down to individual itemsFull restore granularityFREE granular restore from existing backups

Native SQL backups, STSADM, DPM, Tivoli DP, HP Data Protector, etc.

Supports existing storage infrastructure, with de-dup enablement

Net-App, Tivoli SM, EMC Centera, etc. Tiered storage backup structure to store and manage long-term retention policiesOn premises AND…

Backup to the Cloud

Why Backup to the Cloud?

Global access to backup dataRedundancyOptimize storage costsRestore to… Anywhere.

Multiple Farm EnvironmentBackup

Development

Testing/QA Staging/Pre-Prod

Production

Cloud Storage

Tier 1 Storage

Tier 2 Storage

Tier 3 Storage

Media Services

Management & GovernanceData ProtectionConsiderations for Geo DispersionAdministration

What Are My Options?

Centralized environment, accessed globallyCentralized environment plus local content (sites, etc)Fully distributed, replicated architecture accessed locallyFully distributed, replicated architecture accessed locally, with centralized or cloud storage backup for high redundancy

Global ArchitecturesSingle centralized environment

Out of the box SharePoint

Lowest complexity, least costly

Varied User Experience

Evaluate bandwidth and usage patterns

Look at accelerators

Global ArchitecturesCentralized plus local content

Local services and sites, in addition to main farm

Increased infrastructure complexity

Governance can be an issue

Relocating teams/users is a pain

Global ArchitecturesFull distributed

Fast local access to SharePoint content

Replicate only what is relevant

Central control of bandwidth

Ability to handle remote locations

Global ArchitecturesCentralized Backup

Backup locally or to alternate sites

Consider cloud storage

Can be used for high redundancy

Cloud Storage

Management & GovernanceData ProtectionConsiderations for Geo DispersionAdministration

Configuration ConsiderationsWhat will the site structure/hierarchy be?

Departmental? What about cross-functional teams?Who can create sites and subsites? Who can delete them

Site sprawl!What are my main content types and what metadata should be required for each

Think viewsWhen do you use new document libraries, when do you use new folders?

Similar metadata? What about permissions?Is versioning going to be enabled on my document libraries? Lists?

Not by default! Turn it on.Who can add content? Is there a review process?Who can add users and edit permissions? What are the security groups?

Groups, groups, groups! Can site admins add to groups?

SharePoint 2010 Is Improved But…Challenges still exist

Lack of bulk management of all settings, including common list / site policies, within a farmLack of global management across multiple farms and security-trimmed delegationLack of high-level view and policy management for rights and permissions

AdministrationHow DocAve Administrator completes the picture

Manage configurations, security, solutions and features globally

Search for and edit users, permissions, content, and configurations

Security trimmed access – by SharePoint access or administrative role

SiteAdmin

SiteAdmin

Site Admin

SiteAdmin

SiteAdmin

SiteAdmin

App Mgmt

Collection Admin

Collection Admin

Site Admin

DocAve

AdministratorWeb-Based

GUI

Global ArchitecturesCentralized Administration

Cloud Storage

Storage Optimization: Planning for Growth

Test and Monitor continually• Plan growth in to your topology• Only split out web apps when

necessary• Split Content DB if they get “too big”• Set site quotas and alerts• How many items can my list or library

really support?• Watch those versions of large or active

documents• Look for reporting and monitoring tools• Consider Archiving old / inactive

content or other options

0 1 2 3 4

Active Data

Data Usage in Collaboration EnvironmentIncrease in % of inactive data over time

Time in years

Data

in S

QL

Inactive sites, documents, list, libraries take up SQL storage, hindering performance

Planning for Data Use & GrowthWhat does SharePoint 2010 offer

OOTB?

No native archiving toolsEBS extended to include RBS

Available only in SQL Server 2008 SP2Only accessible via API

BCS (BDC in 2007) extended to allow for easier connectivity with legacy data systems

Single ProductionFarmWith Backup

Web Services

Search / App Services

Cloud Storage

Tier 1Tier 2Tier 3

SQL Database

Performance OptimizationDocAve Extender

Store content in file system in encrypted form and metadata in SQLUses BLOB (EBS/RBS) API’s for seamless integrationFully indexed and integrated with native SharePoint search (including FAST)Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

Single FarmWith Backup … and Extender

Web Services

Search / App Services

Cloud Storage

Tier 1Tier 2Tier 3

SQL Database

Extend Content out of SQL

Data Growth & Storage Optimization

Archive SharePoint content (from SQL or file system via DocAve Extender) to a lower tiered storage or for a long term retention policy

Business rule-based archiving engine Seamless access thru SharePoint (transparent to end-users)Fully indexed and integrated with native SharePoint search (including FAST)Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

DocAve Archiver

Single FarmWith Backup, Extender, …and Archiver

Web Services

Search / App Services

Cloud Storage

Tier 1Tier 2Tier 3

SQL Database

Archiveinactive data to

lower tiered storage

Connecting Legacy DataSharePoint 2010 Support

BCS is intended for connecting LOB’s into SharePoint, without migrating the dataNo OOTB solutions for getting content out of users desktops, file shares, or other non-database ECM systems

What Are My Options?

Migrating vs. ConnectingValue add of legacy systemBusiness impact of a migrationMigration costsMaintenance costs

Migrating data into SharePointDownload/upload, lose metadata3rd Party tools

Use 3rd Party connectorECM Vendor optionsOR…

Data Access & Storage Optimization

Access to data in existing data stores (without the need to migrate into SharePoint/SQL)Maintain SharePoint as your presentation layer for legacy data stores

Shared drives, cloud services, ECM systems, etc.

Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

DocAve Connector

Web Services

Cloud Storage

Tier 1Tier 2Tier 3

SQL Database

Connect existing content

Single FarmWith Backup, Extender, Archiver, … and Connector

Replication and Integration with Salesforce CRM

Salesforce is most popular CRM platformSalesforce Content Libraries and Chatter

Salesforce.com declares war on SharePoint!!!

There is a place for both in an organization

Marketing publishing workflows to salesAccess to CRM data outside salesforce

In Summary…

The options discussed can be used in any combination to suite your business needs

Let’s go thru one hypothetical build-out of a SharePoint 2010 environment…

Growing SharePoint Deployment

Example

Web ServicesSearch / App ServicesSQL Database

Start With 1 Server

Web Services

Search /App Services

SQL Database

Add More Servers

Development Testing QA/Staging Production

Add Dev/Test/Staging Farms

Development

Testing QA/Staging Production

Tier 1 Storage

Tier 2 Storage

Tier 3 Storage

Media Services

Add Backup and Archiving

Cloud Storag

e

Extend and Go GlobalWith DocAve Deployment Manager, Backup, Replicator, Administrator,Extender, Archiver, and Connector

Extend and Connect to data stores

Backup or Archive to the cloud

Add Global Farms

Backup to a recovery site or the

cloud

Centrally monitor, administer, and govern

Replicate and keep environments in synch

Extend to or connect from the cloud

Conclusion

DocAve tools will allow you to build and deploy high-end Enterprise Solutions on a global scale;

DocAve can streamline the deployment, governance, administration, and protection, while allowing to optimize storage;

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Backup Slides

Effective Deployment

DocAve Deployment ManagerGranular control for list and site design elements, settings, and customizationsMulti-farm deployment for solutions and features (including centralized storage)Granular deployment of GAC contents, IIS settings, FEW filesSupport for version tagging deployed contents Schedulable, sequential, and scriptable plans

Effective Deployment

DocAve Content ManagerGranular control for list and site contents, permissions, and configurationsBusiness Rule driven content selectionFull domain and permission mapping for new farmsLanguage mapping support for global-deploymentsRestructuring and reorganization of SharePoint hierarchyMeta-tagging for taxonomy changes