Getting Rid Of Legacy And SharePoint Migration and Assement by Joel Oleson

Mission Impossible? Help me Kill My File Servers, Notes, and Public Folder Servers ITP359 Joel Oleson sharepointjoel.com Twitter: @joeloleson

 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

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

End User Platform Confusion Workers faced too many  choices for storing content  Content type  Audience  Purpose  Stage of Document Readiness  Accessibility

Quote from Windows VP quot;In today's world, basic file sharing isn't enough,quot; said Bill Veghte, corporate vice president of the Windows Server Group at Microsoft. quot;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.quot; - May 3, 2003 #5. Reason to install SharePoint from Microsoft.com - Consolidate and optimize your traditional file servers.

10 Reasons to Get Rid of Legacy Cost Reduction 1) Compliance 2) Security Footprint 3) IP Concerns 4) Reduce User Confusion 5) WAN Consolidation to Regional or Central Services 6) Supportability – Out of Service HW and SW 7) Search and Discoverability 8) Storage Optimization 9) Information Architecture and Taxonomy 10)

What is YOUR IT Mission  Discoverability for Users and Information  Enterprise Search  Corporate Directories  Reducing Complexity  Centralized Management of Services  Ensuring Enterprise Readiness  Scalable  Available  Manageable

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

Collab Venn 2-5% estimated Active Collab @ MS (95% NOT) File Shares Files with Collab Type Collab Shares (%Collab) Active Collab

Shutting Down Legacy Analysis Bots, Assemblies, Categories Usage Controls (WCM/Collab) Communication Ownership Timeline What to Archive/Delete Execution Tools and Redirects Culture/Training IT or Business Reporting

Analysis 13

SharePoint File Types SharePoint XML Email ZIP Web Part Pages & htm Media Audio & Video Office & Collab

File Server Types File Server PST Databases Mdb, Mdf Office Archive ZIP, RAR, etc.. Code, Scripts & Media Executables (Audio & Video)

Files by File Group on Disk in TB File Server 2 1.8 1.6 Office 1.4 Code 1.2 Archive 1 Media 0.8 Database 0.6 PST 0.4 0.2 0

What is this File Server doing? Sampling of 50 File Servers - 7.3 TB in 29 Million Files  DFS Top Files by # of Files in Avg Size % of all Files count Millions KB a 6.5 M 61 22% htm 3 7 10% gif 2.6 6 9% doc 1.6 221 5% h 1.5 13 5% xls 1.4 660 5% jpg 1.3 69 4% b 1,1 46 4% exe 1 442 3% bak .9 299 3%

Can we migrate these XLS? DFS Top Files # of Files in Avg Size Size on % of Total by size on disk Millions KB Disk GB Size xls 1.4 660 848 12% ppt .6 1,096 663 10% mdb .04 12,930 494 7% pst .005 83,715 431 6% exe 1 442 423 6% a 6.5 61 377 5% doc 1.6 221 337 5% zip .1 3,672 334 5% dat .4 734 273 4% bak .9 299 267 4%

Sample: SharePoint Top 10 File Types # of Files in SP Top Files Thousands Avg Size KB % of all Files DOC/DOCX 841 363 32% XLS/XLSX 456 820 18% PPT/PPTX 346 2,021 13% jpg 126 347 5% pdf 125 745 5% htm 122 46 5% gif 86 13 3% zip 56 3,888 2% msg 43 196 2% vsd 43 470 2%

File Server doesn't use Bandwidth Latency kills it

SharePoint Uses Bandwidth and more Latent Tollerant

Ok, I'm Killing File Shares What Hurts? • Some legitimate business is in files over 50MB • Consider Business Unit “Storage” service with Large Files Charge Back Linked • Excel Services, Connected Webparts • LOB Shares with ChargeBack or SharePoint UI Front Spreadsheets End Binaries and • Product Distribution in WCM UI (Backend FS) • TFS / Visual Studio Team Code What NOT to Store on SharePoint: http://tinyurl.com/4exbu4

Comparing Platforms SharePoint Products &  File Server (DFS)  Exchange Public  Technologies  Large Files Folders  Collaboration  Large or Streaming Distribution List  Media Files – WMV,  Document Management Archiving JPG, PNG  Web Forms Threaded Discussion &   Databases, MDB, PST,  Archive Workflows  Archives: Logs, evts,  Built in Replication  Presence & Membership Excel Calc, Dat  Rich Forums  Search  Executables, Scripts,  Dashboards, Project Tools and Product Management Distribution

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

Scenario Based Comparisons  Why SharePoint Instead of Public Folders? Use Public Folders Currently? New to Public Folders? File Sharing Strongly Consider SharePoint SharePoint is the Better Option Team Calendar Similar Functionality Consider SharePoint First Contact Sharing Similar Functionality Consider SharePoint First Discussion Forums Similar Functionality Consider SharePoint First Distribution Group Archive Similar Functionality Consider SharePoint First Custom Applications Strongly Consider SharePoint Strongly Consider SharePoint Organizational Forms Similar Functionality Use InfoPath

Ok, I'm Killing PF What Hurts? • Email enabled lists are tough to manage DL Archive Threaded • SharePoint Threaded Discussions are weak • Consider Third party or Discussions http://www.codeplex.com/SPFORUMS • Server to Server Replication (if required) Server requires Third Party Tools Replication • D/R Log Shipping/Mirror solutions possible Myth Public Folders are Dead http://tinyurl.com/3jx7nb

Mapping Notes to SharePoint & Exchange Contributor SharePoint Applications Exchange Outlook Email Notes Domino Contrib: Colligo

Ok, I'm Migrating Notes What Hurts? • Third Parties Custom • Custom Development • Quest Webparts (rapid deployment) Apps • Groove and Outlook are Ok, but not Good. Offline • Consider Third Party – e.g. Colligo reader is free • Syntergy, Infonic, Echo Replication • Offline? What NOT to Store on SharePoint: http://tinyurl.com/4exbu4

Notes Apps... Where are You Going? Out of the box (Standard) Custom (Dedicated) Commodity Application Hosting Hosting

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 

Flat Lists Don’t Scale

Default List Page Load is Inefficient

Containment Hierarchy * Farm Internet, Extranet, Intranet Servers Web Front End, APP, SQL * Web Applications Central Admin, SSP Admin, Content Databases Content, Config, SSP, Search * Site Collections Internet, Intranet Portal, Wikis, Blogs, Team, Doc, Meeting * Sites Wikis, Blogs, Team, Doc, Meeting Workspaces Lists Doc Lib, Pages, Events, Discussions, Surveys, etc… Items Files, calendar items, contacts, customers, images, custom

Quest Solutions for SharePoint Site Administrator for SharePoint Discover, understand and manage your Quest SQL Server Solutions SharePoint environment Maximize SQL Server performance while simplifying tasks and providing visibility and control Quest Web Parts Enable rapid development Recovery Manager for SharePoint of SharePoint applications Granular SharePoint recovery for enterprise-level needs Migration Manager for SharePoint Public Folder Migrator for SharePoint SharePoint 2003 to 2007 migration Exchange Public Folders to SharePoint migration Notes Migrator for SharePoint File Migrator for SharePoint Notes application content to SharePoint migration File shares to SharePoint migration 34

Resources and Plugs Joel’s Blog – http://www.sharepointjoel.com  SharePoint Governance Resources   http://technet.microsoft.com/en- nz/office/sharepointserver/default(en-us).aspx CodePlex Governance Tools   http://www.codeplex.com/governance Join and Connect in a SharePoint User Group 

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Getting Rid Of Legacy And SharePoint Migration and Assement by Joel Oleson

by Joel Oleson on Feb 05, 2009

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