0
SharePoint Content Lifecycle Management
Ryan Tacy
AvePoint
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Content Organization & Storage
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Storage Optimization
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Extending SQL Storage:
Moving BLOBS Out of the Database
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Content Access
Connecting:
Not creating the BLOB Problem in the first place!
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Archiving:
Adding Data Lifecycle Management
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
Thank You!
Q&A
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or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
or transmitted...
© 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system,
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Storage Optimization including RBS vs EBS and Applicable DocAve ...
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Storage Optimization including RBS vs EBS and Applicable DocAve ...

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  • Well this way is also very useful for optimization but I was going through the internet when i found that rbs filestream provider has some limitations please refer to this link http://www.alachisoft.com/blogs/storageedge/limitation-of-rbs-filestream-provider/ can this create any hurdle while in the process of optimization?
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  • Now we come to Connecting…
  • Information architecture is critical:
    Considerations:
    determining the business goals that you have for SharePoint
    If deploying SharePoint to deploy it, destined to fail.
    What are are you going to accomplish with it that you weren’t getting before?
    Structure and taxonomy
    standardize branding with templates and master pages.
    Ensure accountability of your published content using workflows and approvals.
  • MLM –
    This diagram maps out data growth over a period of time in a collaboration environment:
    Electronic data will continue to grow year over year
    Inactive data growth outpaces growth of active, operational data
    However, most of the data is actually inactive or stale data, which is the area in between the two lines
    In SharePoint
    Consider your work on a design document
    Through drafts and edits, multiple versions are being created. Ex. Up to 32 versions of a document, if each document is 2.5 MB, full version history takes up 80MB.
    When document is approved, initial 30 versions no longer needed and can be archived away
    Consider project sites
    Project sites bring groups of people together to work on related documents, task lists, discussions, etc.
    Within each org, there could be hundreds of projects that get completed each year. But entire project sites still reside on SharePoint

    As inactive data continue to grow, resources required for current active data is saturated by inactive data.
    Users experience diminishing service levels (i.e. performance degradation)
    Additional hardware, servers, processing power may be needed,
    As databases continue to grow, this would also impact the current SLA’s for backup and recovery windows that are currently in place.
  • There are several things you need to take into consideration when planning for how much storage you will need to allocate to SharePoint content.
  • There are a few basic ways to manage storage growth in SharePoint. First things first, set site quotas and alerts, we always recommend a 10 GB limit and 8 GB alert. This is going to let you stay on top of which sites are growing more quickly so you can plan future structure accordingly. Next is to monitor growth trends. Pay attention to how quickly your sites are growing, and then don’t forget to monitor the overall Content DB size.
    Finally, depending on growth, there’s a very good chance you’ll need to split content DB’s if they get too big. Now, what is “too big”? We’ll get to that in a minute, as there are several recommendations based on your concerns… First though, we’ll look at a couple of ways to control growth of content DBs…
  • Now, to the question we had early- how big is “too big” for content DBs? As previously mentioned, this depends on your concerns. If you’re most concerned about backup and recovery operations and you’re using a database-based backup solution, you really shouldn’t go over 100 GBs, even then you’re pushing it, as you need to make sure that you can recover your database in time to meet various SLAs. However, there are other tools out there, like the one AvePoint offers, that can leverage snapshot technology to greatly enhance the speed of backups and restores. This might also depend on your hardware. If performance is your main concern, then you might can let the size get a decent amount larger. The thing with performance, though, is this is not just going to depend on the database size, but also the # and size of objects, how heavily nested your site structure is, and once again, hardware. Obviously the goal for storage cost is to keep it as small as possible while allowing for proper backup and recovery windows and optimal performance. These are really considerations, but still we have the question, ‘what is “too big”? Which will have to come from your own organization’s policies and plans.

    Next we’re going to take a look at what’s actually being stored in Content DBs and evaluate ways to further optimize storage besides the few native tools already mentioned… Which brings us to the subject of BLOBs.
  • Now we come to Connecting…
  • Why are we concerned with BLOBs? If the size of content DBs affects critical aspects of SharePoint- backup and recovery windows, performance, cost, then lets evaluate what the content in the databases consists of and what’s necessary and what’s not.
  • Here’s a look at a very basic SharePoint architecture. Here we have the front end with the object model, and the SharePoint content (blobs and metadata) are stored in SQL.
  • Already we’ve talked about how the size of the Databases affect these key areas…
  • This diagram maps out data growth over a period of time in a collaboration environment:
    Electronic data will continue to grow year over year
    Inactive data growth outpaces growth of active, operational data
    However, most of the data is actually inactive or stale data, which is the area in between the two lines
    In SharePoint
    Consider your work on a design document
    Through drafts and edits, multiple versions are being created. Ex. Up to 32 versions of a document, if each document is 2.5 MB, full version history takes up 80MB.
    When document is approved, initial 30 versions no longer needed and can be archived away
    Consider project sites
    Project sites bring groups of people together to work on related documents, task lists, discussions, etc.
    Within each org, there could be hundreds of projects that get completed each year. But entire project sites still reside on SharePoint

    As inactive data continue to grow, resources required for current active data is saturated by inactive data.
    Users experience diminishing service levels (i.e. performance degradation)
    Additional hardware, servers, processing power may be needed,
    As databases continue to grow, this would also impact the current SLA’s for backup and recovery windows that are currently in place.
  • Now we come to Connecting…
  • John
    Aside from EBS API, no way to move BLOB contents off of SQL – providers not offered by SharePoint, requires 3rd party tools
  • There are 2 available APIs for extending content out of SQL. 1 is SharePoint specific, it’s the EBS API. The second, is SQL specific, it’s the RBS API. So which one do we use?
  • Here’s a quick overview of the EBS and RBS APIs
  • However, there are some things to note about EBS. As it is implemented by SharePoint, there’s only 1 provider allowed per SharePoint farm. There’s a chance that you could run into orphaned BLOBs, and then there are also compliance concerns.
  • As with EBS, there are some things to note with RBS… one of the main benefits is the ability to mange RBS via PowerShell, which MSFT is highly encouraging the use of over STSADM, as I believe they’re eventually doing away with STSADM.
  • Natively with SharePoint 2010, MSFT offers a RBS provider, FILESTREAM. However, it does not recommend using this with very large databases in production. To leverage this feature, you’d have to 1, 2, 3, and then 4, so you would need admin privileges on SQL and Windows server. STORAGE LOCATION IS FILE SYSTEM ONLY!!
  • So again, looking that the two blob services available, which is better, with EBS we have tighter application integration, allowing for more rules and settings to determine which BLOBs are offloaded, and then you have RBS…
  • Which is simpler, and allows for a more unified storage architecture across applications, it’s not SharePoint specified….
  • At this point, looks like RBS is the way to go… As EBS is SharePoint specific, there’s been no guarantee that in future releases they will continue to support such an API. With RBS, we know that MSFT has bought in to this API as it’s telling customers that it will provide a PowerShell solution to migrate from EBS to RBS, hence, any solution leveraging these APIs should account for this.
  • So once we leverage Blob Services APIs to offload BLOB out of SQL, these are the impacts that we’ll see relative to our previous concerns regarding Backup and Recovery, Performance, and Storage.
  • We like the concept of incorporating cloud storage as a sort of ‘overdraft protection’. Typically, with Cloud storage, it’s cheap to setup but more expensive to use. Compare this with overdraft protection for a checking account… typically it’s free even to set up, but if you use it, if you overdraw and your bank covers your charges so it goes thru, they’ll slap you with a fee, that’s often times not tiny. So think of this scenario… I’ve got my content DB limit set at 100 GB. I get an alert at 80 GBs, so I start planning how to rearrange site structure, split the DB so I won’t hit the limit. But what if in the meantime, I hit my limit? Well nothing happens at 100 GB, but as I go over, if I still haven’t had time to split my DB, cloud storage will be leveraged, allowing all operations to continue, nothing will fail, and this allows you to continue to split up your DB as per usual. OK, so that’s a scenario of leveraging BLOB services APIs to extend content… lets look at some other options for storing BLOBs out of SQL.
  • Now we come to Connecting…
  • Now we come to Connecting…
  • John
  • Now we come to Connecting…
  • If I had to take away 4 main points from today…. These would be them.
  • I’d also like to briefly introduce some applicable AvePoint tools to help you better monitor and manage growth of your Content DBs.
  • Thank you for participating to this and don’t forget to fill in the evaluation;
    Now we will open the floor for Q&A;
  • Here are additional resources… whitepapers on how to set up Filestream, a white paper on storage optimization sponsored by AvePoint, etc
  • Implement ISystemUtility, IConnectionManager, and ITypeReflector interfaces (only ISystemUtility is mandatory). Potentially, one can also override default connection manager and EntityInstance interfaces. In addition, 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 in step 1 into a DLL and place it in the global assembly cache 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. Thus, the responsibility of executing the actual back-end method is given to the Execute method (as implemented by the custom connector).

  • Transcript of "Storage Optimization including RBS vs EBS and Applicable DocAve ..."

    1. 1. SharePoint Content Lifecycle Management Ryan Tacy AvePoint
    2. 2. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Content Lifecycle Management 2 Organization Workflow Creation Repository Versioning Publishing Archives Sites Work- flow Office Doc Library Version Publishing Site Record Center SharePoint
    3. 3. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Agenda Content Organization & Storage Storage Optimization Content Access Archiving
    4. 4. Content Organization & Storage
    5. 5. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 6. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Storage in a Content Repository Increase in % of inactive data over time 0 1 2 3 4 Active Data Total Data
    7. 7. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 8. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 9. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Optimal Content DB Sizing • Keep them small… – Backup & Recovery Operations(<20-50 GB) – Performance (<100 GB – nervous at 80 GB) • # of objects • Size of objects • Hardware (servers and storage) • Storage Cost (SQL Storage is EXPENSIVE!)
    10. 10. Storage Optimization
    11. 11. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. BLOBs - What’s the Issue? • BLOBs = Binary Large OBjects • SharePoint Content DB = BLOB + Metadata • SQL DB storage needs high IOPS / low latency – Typically RAID 10, 15k RPM Fibre Channel SAN or Direct Attached. • High IOPS + low latency storage = $$$$ • BLOBs do not participate in query operations – Why do BLOBS need to be in SQL? • DB full of BLOBs = wasted $$$
    12. 12. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Default SharePoint Storage SQL Server BLOBs & Metadata Content DB Config DB SharePoint WFE SharePoint Object Model
    13. 13. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Database Size Implications BLOBs increase DB size, creating issues with: • Backup & Recovery operations • Performance • Storage Costs
    14. 14. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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 0 1 2 3 4 Active Data Total Data
    15. 15. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Limited Storage Optimization Options: 1. Move the BLOBs out of the database 2. Archive content
    16. 16. Extending SQL Storage: Moving BLOBS Out of the Database
    17. 17. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 18. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Available APIs for Extending SharePoint External BLOB Service(EBS) SQL Remote BLOB Service (RBS)
    19. 19. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 20. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. EBS • API available in SharePoint 2007 SP1+ • EBS provider can take ownership of the BLOB • Provider generates a SharePoint token or stub • SharePoint knows how to retrieve the object • Transparent to end-users SharePoint WFE EBS Provider BLOB Metadata SharePoint Object Model SQL Server Content DB Config DB BLOB Store
    21. 21. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 22. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Provider Library Y • API available in SQL 2008R2 Feature Pack • Not unique to SharePoint, available to any application • Provider Library can be associated with each database SharePoint WFE SharePoint Object Model Content DB X Content DB Y Relational Access BLOB Store RBS Client Library BLOB Store BLOB Metadata BLOB & Metadata SQL Server Provider Library X RBS
    23. 23. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 24. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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. 25. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. RBS vs. 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. 26. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. EBS Tighter integration with application, allows for more rules and settings EBS versus RBS, which is better?
    27. 27. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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?
    28. 28. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. And the Winner Is… SQL Remote BLOB Storage (RBS) SharePoint External BLOB Storage (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
    29. 29. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 2 Approaches, Same Result Backup & Recovery Operations • Databases are 60-80% smaller • Need a method to backup BLOBs synchronously Performance • Performance improvement increase as the file/BLOB size increases. Microsoft research indicates: – <256 KB, SQL better – 256 KB to 1 MB, SQL and file system comparable – >1 MB, file system better Storage Cost • BLOBs on lower cost storage • Archiving still needed for true savings
    30. 30. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Extending SharePoint Storage Search / App Services Cloud Storage Tier 2 Tier 3 SQL Database Extend Content out of SQL Tier 1 Web Services
    31. 31. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Cloud Storage Use Case SharePoint “Overdraft Protection” DB alert set at 80 GB, limit at 100 GB 100 80 0 Alert sent to admin } Cloud Storage • Could be any storage • Cloud is ideal “insurance”--cheap to setup, more expensive to use No action taken
    32. 32. Content Access
    33. 33. Connecting: Not creating the BLOB Problem in the first place!
    34. 34. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Connecting Legacy Data SharePoint 2010 Support  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
    35. 35. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Should you migrate data? Business case • Value add of legacy system • Maintenance costs – Hardware – Licensing and support • Migration costs – Migration process – Tools / Training
    36. 36. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Options for Exposing Legacy Data 36 (File Shares, Notes, Exchange Public Folders, eRoom Documentum, LiveLink… etc?) • Migrate – Manually download/upload, losing author, time, security, history, other metadata – 3rd Party Tool • Connect – BCS Mechanisms – Most major ECM Vendors – AvePoint’s DocAve Connector EBS/RBS API’s preferred
    37. 37. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Connect to SharePoint: BCS Mechanisms 37 • .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
    38. 38. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Which BCS Mechanism Should I Use? 38 • 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
    39. 39. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Migrate Connect • Data is left in source (legacy) system • Data is available through SharePoint • Give legacy system second life by increasing its value • Burden of storage is on legacy system • Changes propagate to source • Connect and forget • Data is moved into SharePoint • Data is available in SharePoint • SharePoint replaced legacy system • Burden of storage is on SharePoint • Changes saved in SharePoint • Migrate and decommission Migrating vs. Connecting
    40. 40. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Migration Planning Considerations 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 yourselves… etc…
    41. 41. Archiving: Adding Data Lifecycle Management
    42. 42. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 42 Time Access/SLA Requirements Low High Initial content creation Moderate content retrieval Lifecycle of a Typical Item
    43. 43. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Data Lifecycle Management • Records Center – Another SharePoint site (SQL Storage = $$$$) – Higher % inactive content – Typically 1:1 – Library/List for each Content Type – Consider separate Content DB, with an RBS provider implemented for this DB • Archiving – Backup and delete – Partner solutions
    44. 44. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 1. Analyze data 2. Use business rules 3. Maximize storage Archiving Search / App Services Cloud Storage Tier 1 Tier 2 Tier 3 SQL Database Web Services
    45. 45. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 3rd Party Archiving Tools • What rules are available? – Last modified time – Author – Versions • What scope can I apply rules to? (farm to item) • Does it use RBS/EBS APIs? • Does it integrate with other infrastructure management tools? (backup, replication, etc.)
    46. 46. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 1 2 3 4 Summary Think carefully about organization and storage Consider where content will be stored and how it will grow over time Leverage BLOB Services APIs to Optimize SharePoint Storage EBS/RBS API’s can be leveraged to store BLOBs outside of SQL with little impact on end-users, to save $$ 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
    47. 47. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. What Does AvePoint Offer? • 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
    48. 48. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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, 3rd 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/Stellent, 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
    49. 49. Thank You! Q&A
    50. 50. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Resources - www.AvePoint.com 51 Visit us: http://www.AvePoint.com Email us: ryan.tacy@avepoint.com Follow us: @AvePoint_Inc @rtacy101 Download a FREE, fully-enabled 30 Day trial of DocAve at www.avepoint.com/download
    51. 51. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. 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).aspx • FILESTREAM RBS: 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
    52. 52. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Connecting to SharePoint: .NET Assembly 53 • 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
    53. 53. © 2010 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc. Connecting to SharePoint: Custom 54 • 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
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