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Slide 1: Mission Impossible? Help me Kill the File Servers, Public Folders, Notes, etc… and migrate to SharePoint. Joel Oleson Sr. Product Manager, Evangelist Quest Software http://www.sharepointjoel.com @joeloleson
Slide 2:  Who is Joel Oleson?8+ Year SharePoint      Veteran 5 Years in MS IT 2 Years in SharePoint Product Team SharePoint Consultant and Trainer 6 Years @ TechEd Global Loves to travel and eat weird things
Slide 4: Introduction  Growing Demands of the Business, CIOs, Architects, & Admins  Shrinking budgets  Regulatory compliance & legal liability issues  Data Needs to Be Consolidated and Managed  Information stored in email, shares, desktops, legacy apps is a key enterprise asset  They need to be shared & “findable” for reuse
Slide 5: Is this what your job feels like?
Slide 6: The Scene – End User Platform Confusion  Workers faced too many choices for storing content      Content type Audience Purpose Stage of Document Readiness Accessibility
Slide 7: Or a chicken with it’s head CUTOFF?
Slide 8: Today’s IT Info Challenges Sales Division Portal R&D Community Corporate Web Presence Employee Portal Business Intelligence Dashboard Team “ABC” Site Geneva Office Site Regulatory Compliance Repository Extranet Collaboration Site Knowledge Management Portal Project “X” Site Custom SAP Front-End Weekly Issue Tracking Meeting
Slide 9: SharePoint Strategy Corporate Web Presence Employee Portal User Base Knowledge Management Portal Regulatory Compliance Repository Sales Division Portal Custom SAP Front-End Single Business Productivity Infrastructure leading to common: - Deployment Strategy - Development Strategy - End-user Experience Extranet R&D Collab Community Site Geneva Office Site Business Intelligence Dashboard Team “ABC” Site Project “X” Site Weekly Issue Tracking Meeting Enterprise Content and Applications
Slide 11: Recession Proof Goals
Slide 12: CIO Storage Vision (Utopia?)
Slide 13: Structured and Unstructured Data
Slide 14: Groups and Process Flow Technical Requirements Business Requirements
Slide 15: Direction "In today's world, basic file sharing isn't enough," said Bill Veghte, corporate vice president of the Windows Server Group at Microsoft. "Windows SharePoint Services is the next-generation platform for file sharing and team collaboration. It redefines the way teams work together and share information, increasing the productivity of your entire company." - May 3, 2003 Top 5 Reason to install SharePoint from Microsoft.com Consolidate and optimize your traditional file servers.
Slide 17: Platforms with Purpose Reduce the Overlap  SharePoint Products & Technologies  File Server (DFS)  Public Folders    Office Collaboration Word, Excel, PPT  Document & Form (XML) Libraries  Workspaces, Versioning & History  Presence & Membership  Surveys, Events, Team Calendars, Link Lists  Large Files  Large or Streaming Media Files – WMV, JPG, PNG  Databases, MDB, PST,  Archives: Logs, evts, Excel Calc, Dat  Executables, Scripts, Tools and Product Distribution Distribution List Archiving Threaded Discussion & Archive
Slide 18: Design Services Team/Workgroup Personal Department Email Archive Storage Collab Team Site Intranet website for team collaboration My Site Your personal web site on the intranet for storage of personal files Web Publishing Portal Divisional portal for organizing many team sites Public Folder Collaborative email archive File Storage Non Collaborative Storage Features • Store, organize, and access team files in a centralized network repository. • Share and edit files collaboratively. • Publish information and files for easy access and visibility to coworkers on and outside the team. • Facilitate team discussions in discussion forums. • Store your files in a network repository: Designate Private files only you can access. Designate Shared files for viewing or collaboratively editing to the public • Access your files from any network computer. • Request a division or subsidiary level portal when you need to search and collaborate across hundreds of team sites. • Categorize files across team sites into topic areas to facilitate portal navigation. • Search across team sites and public folders. • Distribution List Archive • Read Only • Indexed by SharePoint • Replication by Business Requirement only • Publish details about yourself that are accessible by the Common to SharePoint sites: entire company. • • • • • • • Share or store files too large for SharePoint (over 100MB) or if it is a file type blocked by default. (such as .exe) • Note: File Shares are only to be used to store restricted file types, oversized files, application data (e.g. databases) or noncollaborative content. Collaborate via built-in tasks, lists, survey tools, and forums. Search, sort, and filter information. Manage and administer library and site permissions All content, including stored files, is backed up daily. Site content quota Owernship and life cycle managed
Slide 19: File Server Types SharePoint Web Part Pages & htm ZIP Email XML Media Audio & Video Office & Collab
Slide 20: File Server Types File Server Databases Mdb, Mdf PST Office Archive ZIP, RAR, etc.. Code, Scripts & Executables Media (Audio & Video)
Slide 21: Files by File Group on Disk in TB File Server 2 1.8 1.6 1.4 1.2 1 0.8 0.6 0.4 0.2 0 Office Code Archive Media Database PST
Slide 22: File Server Top 10 Files by Count  Sampling of 50 File Servers - 7.3 TB across 29 Million Files # of Files in Millions 6.5 M 3 2.6 1.6 1.5 1.4 1.3 1,1 1 .9 Avg Size KB 61 7 6 221 13 660 69 46 442 299 % of all Files 22% 10% 9% 5% 5% 5% 4% 4% 3% 3% DFS Top Files by count a htm gif doc h xls jpg b exe bak
Slide 23: File Server Top Files on Disk by Storage Size DFS Top Files by size on disk xls ppt mdb pst exe a doc zip dat bak # of Files in Avg Size Millions KB 1.4 .6 .04 .005 1 6.5 1.6 .1 .4 .9 660 1,096 12,930 83,715 442 61 221 3,672 734 299 Size on Disk GB 848 663 494 431 423 377 337 334 273 267 % of Total Size 12% 10% 7% 6% 6% 5% 5% 5% 4% 4%
Slide 24: SharePoint Top 10 File Types SP Top Files doc xls ppt jpg pdf htm gif zip msg vsd # of Files in Avg Size KB Thousands 841 456 346 126 125 122 86 56 43 43 363 820 2,021 347 745 46 13 3,888 196 470 % of all Files 32% 18% 13% 5% 5% 5% 3% 2% 2% 2%
Slide 25: File Share (SMB) Network Utilization
Slide 26: SharePoint Network Utilization
Slide 27: Latency vs. Bandwidth Network Tolerance
Slide 28: Windows Storage Improvements  Better Windows Quotas  Microsoft Cluster Service (great w/ SANs & Virtual Server)  Domain & Stand Alone DFS – Site Costing – R2: DFSR, RDC  Client Side Cache (Offline features)  Volume Snapshots & Shadow Copy Restore
Slide 29: Myth: Manage Email in Mailbox Folders  Advantages of Using Mailbox to Manage Email  Information workers find it convenient Email feels safe  Email documents to themselves to store them in Exchange  Drag-and-drop files & emails into Outlook folders > PSTs  PSTs can provide offline access  PSTs can get around inbox size limits
Slide 30: SharePoint VS. Email  Why Use SharePoint to Manage Email?  Centralize content on company servers  Supports sharing of email content across the enterprise  Body & attachment become searchable & reusable  Advantages of version control & history  Improved knowledge management  What is Microsoft IT Doing?  .MSG/.EML files = Top 10 File Type
Slide 31: Email Tips  Tips & Tricks  Use content types to specify retention policies on content  .MSG files open in Outlook  Use custom metadata to improve “findability”  Don’t dump email into SharePoint  Storage nightmare  Users must decide which content is important  Metadata and decisions must be made when stored
Slide 32: Are Public Folders Dead?
Slide 33: Myth – Public Folders are Dead  No  Need for Confusion… February 20, 2006 – public folders may not be in next release  March 31, 2008 – public folders will be in next major release
Slide 34: Supported for a Minimum of 10 Years: However, They Do Strongly Recommend SharePoint for Most Application Development Scenarios…
Slide 35: SharePoint vs. Public Folder  Why SharePoint Instead of Public Folders? Use Public Folders Currently? New to Public Folders? SharePoint is the Better Option Consider SharePoint First Consider SharePoint First Consider SharePoint First Consider SharePoint First Strongly Consider SharePoint Use InfoPath File Sharing Team Calendar Contact Sharing Discussion Forums Distribution Group Archive Custom Applications Organizational Forms Strongly Consider SharePoint Similar Functionality Similar Functionality Similar Functionality Similar Functionality Strongly Consider SharePoint Similar Functionality
Slide 36: Real World at MS…  What is Microsoft IT Doing?     Moving more content to SharePoint Archiving and age limits on nearly all folders No Net New without an exception… Replication disabled to eliminate duplicate storage  Locking new folders down to exceptionbased requests – New provisioning requests pointed to SharePoint – Distribution list archiving most common exception
Slide 37: Public Folder Realities…  Common Issues with Public Folders  Heavy time investment for Exchange Administrators  Common Concerns – Control – Performance – Scale & storage issues – Support – Duplicate File Shares and SharePoint – Security and privacy concerns  “Public” social dumping grounds an HR issue
Slide 38: Notes Migrations are simple to complex SharePoint Applications Outlook Notes Exchange Email Domino
Slide 39: Notes Migration: Some Dev Required •SharePoint designer •ASPX forms •Workflow •Web Parts •InfoPath •Complex forms •Data validation •Digital signatures •Rights management •Quest Web Parts •Rapid development •Complex forms •Notes-like features
Slide 40: Notes: Consider SharePoint for Applications  Migrating from Lotus Notes?  Mail migration: it’s a no-brainer, Exchange  Application migration: strongly recommend SharePoint  Tips & Tricks  If you plan to customize SharePoint sites & site templates, look at Features & Solutions  Consider Thirdparty tools for Migrations and customizations to templates
Slide 41: Balance Flexibility with Control
Slide 42: Tips and Tricks  Design  Design for list scalability (more on this later)  Bad Design: a folder called “Keep” or “Backup”  Good Design: a folder called “Legal Hold”  Validate/Test in preproduction environment first  Design with support, search, and life cycle in mind
Slide 43: Flat Lists Don’t Scale
Slide 44: Default List Page Load is Inefficient
Slide 45: With SharePoint, It’s Best to Limit the Number of Items in One List and/or Use Views, Folders, & Queries to Improve Performance
Slide 46: Scale Tips  What is Microsoft IT Doing?  Set up scan to find lists > 3000 items  Read their whitepaper: “SharePoint Performance Optimization”  Tips & Tricks  Use Folders to break up content, < 2000 items per folder  Indexed Columns for quicker retrieval  Search Queries  Most efficient method of retrieval
Slide 48: More details…  Further Reading on Performance & Scale Issues  “Working with Large Lists in Office SharePoint Server 2007” by Steve Peschka, Microsoft  testing to determine the performance of large SharePoint lists under different loads & modes of operation  “Plan for software boundaries (Office SharePoint Server)” on Microsoft TechNet  performance & capacity limits of SharePoint, & guidelines for acceptable performance
Slide 49: Culture & Care and Feeding
Slide 50: Pop Quiz (Scenarios & wrap up) What platform would you use?             Linked Excel Workbooks AutoCAD Multi linked files (xp3) Self Extracting Executable Small database (mdb) Large PPT (80MB) Installation files for corporate installation of WinZip CSV Shared Calendars Discussion Survey Corporate Video CEO Media presentation
Slide 51: Quest SharePoint Solutions
Slide 52: Notes Migrator for SharePoint 5.0 Editions *Unrestricted 30 day use with free trial version! * Additional database licenses may be purchased separately
Slide 53: Migration Console  Discover, Analyze, Manage, Consolidate, Automate, Provision
Slide 54: Cheers!
Slide 55: Thank you for attending! Please be sure to fill out your session evaluation!