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Slide 1: Mission Impossible? Help me Kill My File Servers, Notes, and Public Folder Servers ITP359 Joel Oleson sharepointjoel.com Twitter: @joeloleson
Slide 2:  Joel Oleson, MCSE, MCTS      http://www.sharepointjoel.com Quest Software http://www.twitter.com/joeloleson Joel.Oleson@quest.com Blogger, Speaker, Trainer, Sr. Consultant and Sr. Product Manager
Slide 3: Agenda  Where We’ve Been  A look at Files by Platform  Files Grouped by SharePoint vs. File Servers  SharePoint Vs. File Share Vs. Public Folder  A look files over Network – SMB vs. HTTP  Notes Migrations Q & A
Slide 4: End User Platform Confusion  Workers faced too many choices for storing content      Content type Audience Purpose Stage of Document Readiness Accessibility
Slide 5: Quote from Windows VP "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 #5. Reason to install SharePoint from Microsoft.com - Consolidate and optimize your traditional file servers.
Slide 6: 10 Reasons to Get Rid of Legacy 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) Cost Reduction Compliance Security Footprint IP Concerns Reduce User Confusion WAN Consolidation to Regional or Central Services Supportability – Out of Service HW and SW Search and Discoverability Storage Optimization Information Architecture and Taxonomy
Slide 7: What is YOUR IT Mission  Discoverability for Users and Information  Enterprise Search  Corporate Directories  Reducing  Ensuring Complexity  Centralized Management of Services Enterprise Readiness  Scalable  Available  Manageable
Slide 8: Shutting Down File Servers Analysis File Type AGE, Size, Usage Categories User & Business Communication What to Store What to Move What to Archive/Delete Execution Culture/Training IT or Business Tools and Reporting
Slide 9: Collab Venn 2-5% estimated Active Collab @ MS (95% NOT) File Shares Files with Collab Type Collab Shares (%Collab) Active Collab
Slide 10: Shutting Down Legacy Analysis Usage Bots, Assemblies, Controls Categories (WCM/Collab) Communication Ownership Timeline What to Archive/Delete Execution Redirects Culture/Training IT or Business Tools and Reporting
Slide 11: Analysis 13
Slide 12: SharePoint File Types SharePoint Web Part Pages & htm ZIP Email XML Media Audio & Video Office & Collab
Slide 13: File Server Types File Server Databases Mdb, Mdf PST Office Archive ZIP, RAR, etc.. Code, Scripts & Executables Media (Audio & Video)
Slide 14: 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 15: What is this File Server doing?  Sampling of 50 File Servers - 7.3 TB in 29 Million Files # of Files in Millions 6.5 M 3 Avg Size KB 61 7 % of all Files 22% 10% DFS Top Files by count a htm gif doc h 2.6 1.6 1.5 6 221 13 9% 5% 5% xls jpg b 1.4 1.3 1,1 660 69 46 5% 4% 4% exe bak 1 .9 442 299 3% 3%
Slide 16: Can we migrate these XLS? DFS Top Files by size on disk xls ppt # of Files in Avg Size Millions KB 1.4 .6 660 1,096 Size on Disk GB 848 663 % of Total Size 12% 10% mdb pst exe a doc zip dat bak .04 .005 1 6.5 1.6 .1 .4 .9 12,930 83,715 442 61 221 3,672 734 299 494 431 423 377 337 334 273 267 7% 6% 6% 5% 5% 5% 4% 4%
Slide 17: Sample: SharePoint Top 10 File Types SP Top Files DOC/DOCX XLS/XLSX # of Files in Thousands Avg Size KB 841 456 363 820 % of all Files 32% 18% PPT/PPTX jpg pdf 346 126 125 2,021 347 745 13% 5% 5% htm gif zip msg vsd 122 86 56 43 43 46 13 3,888 196 470 5% 3% 2% 2% 2%
Slide 18: File Server doesn't use Bandwidth Latency kills it
Slide 19: SharePoint Uses Bandwidth and more Latent Tollerant
Slide 20: Ok, I'm Killing File Shares What Hurts? Large Files • Some legitimate business is in files over 50MB • Consider Business Unit “Storage” service with Charge Back Linked Spreadsheets Binaries and Code • Excel Services, Connected Webparts • LOB Shares with ChargeBack or SharePoint UI Front End • Product Distribution in WCM UI (Backend FS) • TFS / Visual Studio Team What NOT to Store on SharePoint: http://tinyurl.com/4exbu4
Slide 21: Comparing Platforms  SharePoint Products &  File Server (DFS)  Exchange Public Technologies  Large Files Folders        Collaboration Document Management Web Forms Workflows Presence & Membership Search Dashboards, Project Management  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 Built in Replication Rich Forums
Slide 22: Public Folders aren’t Dead, yet.  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 23: Scenario Based Comparisons  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 24: Ok, I'm Killing PF What Hurts? DL Archive Threaded Discussions • Email enabled lists are tough to manage • SharePoint Threaded Discussions are weak • Consider Third party or http://www.codeplex.com/SPFORUMS Server Replication • Server to Server Replication (if required) requires Third Party Tools • D/R Log Shipping/Mirror solutions possible Myth Public Folders are Dead http://tinyurl.com/3jx7nb
Slide 25: Mapping Notes to SharePoint & Exchange Contributor SharePoint Applications Exchange Outlook Email Domino Notes Contrib: Colligo
Slide 26: Ok, I'm Migrating Notes What Hurts? Custom Apps • Third Parties • Custom Development • Quest Webparts (rapid deployment) Offline Replication • Groove and Outlook are Ok, but not Good. • Consider Third Party – e.g. Colligo reader is free • Syntergy, Infonic, Echo • Offline? What NOT to Store on SharePoint: http://tinyurl.com/4exbu4
Slide 27: Notes Apps... Where are You Going? Out of the box (Standard) Custom (Dedicated) Commodity Hosting Application Hosting
Slide 28: Pop Quiz (Scenarios) What platform should you use?            Linked Excel Workbooks AutoCAD Multi linked files Self Extracting Executable Small database Large PPT (80MB) Installation files for corporate installation of WinZip CSV Shared Calendars Surveys Corporate Media presentation
Slide 29: Flat Lists Don’t Scale
Slide 30: Default List Page Load is Inefficient
Slide 31: Containment Hierarchy Internet, Extranet, Intranet Web Front End, APP, SQL Central Admin, SSP Admin, Content Content, Config, SSP, Search * Farm Servers * Web Applications Databases * Site Collections Internet, Intranet Portal, Wikis, Blogs, Team, Doc, Meeting * Sites Wikis, Blogs, Team, Doc, Meeting Workspaces Doc Lib, Pages, Events, Discussions, Surveys, etc… Lists Items Files, calendar items, contacts, customers, images, custom
Slide 32: Quest Solutions for SharePoint Quest SQL Server Solutions Maximize SQL Server performance while simplifying tasks and providing visibility and control Site Administrator for SharePoint Discover, understand and manage your SharePoint environment Quest Web Parts Enable rapid development of SharePoint applications Recovery Manager for SharePoint Granular SharePoint recovery for enterprise-level needs Migration Manager for SharePoint SharePoint 2003 to 2007 migration File Migrator for SharePoint File shares to SharePoint migration Public Folder Migrator for SharePoint Exchange Public Folders to SharePoint migration Notes Migrator for SharePoint Notes application content to SharePoint migration 34
Slide 33: Resources and Plugs   Joel’s Blog – http://www.sharepointjoel.com SharePoint Governance Resources  http://technet.microsoft.com/ennz/office/sharepointserver/default(en-us).aspx   CodePlex Governance Tools  http://www.codeplex.com/governance Join and Connect in a SharePoint User Group
Slide 34: G-day Mates! Enjoy the Party...
Slide 35: Post conference DVD with all slide decks Sponsored by Thank you for attending!