Improving Performance, Efficiency and Information Governance Control of SharePoint
Improving Performance, Efficiency andInformation Governance Control of SharePoint Presenter, Walt Burton, Director of Technology Solutions Bishop Technologies, Inc. September 26, 2012
Managing a Flood of Information Organizations have the responsibility of storing, managing and protecting 80% of the digital universe SharePoint is not immune to the exponential growth in content volume Employ a strong governance practice and users will be able to more easily access active data and IT will have less demand to support an overstressed environment
A Myriad of Regulations and Standards How to make sense of it all Regulations apply to multiple industry segments Simplify the approach Regulations are dynamic There is a regulation that applies to every entity in the US Federal Rules of Civil Procedure
What is “Information Governance”? Information governance is about the people, practices, and technologies needed to Archiving Information proactively manage Governance information Effective information management is the result of Compliance Search & eDiscovery looking at the convergence of three application areas: Archiving, Compliance, and Search and eDiscoverySource: “The Rise of Information Governance: From Reactive e-Discovery to Proactive Information Management,” The 451 Group, August 2009
An effective Information Governance Strategy To assess if you have one in place, ask yourself a few questions: Do you know where information is stored? Do you know how long it should be retained? Are you able to consistently apply and enforce retention and disposition policies against this information? Are you able to find and produce very specific information quickly and cost- effectively for audit, litigation or investigation? Can you bet your job or reputation on it? What about somebody else’s?
Effective Governance Strategy for SharePoint Regain performance for SharePoint by reducing: Duplicates of data across multiple sites and libraries The volume of data stored in SharePoint databases Leverage Microsoft EBS/RBS to externalize content Reduce inactive content, while still allowing for access to the data in case of a future “What if” situation Keep Active content manageable Allow for research for business intelligence, general search, and if needed effective litigation response
Why are we having this Discussion? 2010 20201.28 Zettabytes 35.2 Zettabytes DATA DELUGE BUDGET DILEMMA Transformation INFRASTRUCTURE SHIFT GOVERNANCE and DISCOVERY
Risk from Lack of Information Governance PolicySource: “Information Governance Market Study,” Enterprise Strategy Group, April 2010, N=126
Business Reality Organizations are committed Respondents needed or will consider SharePoint to either customize or buy for their business third-party products to allow SharePoint to meet their needsSource: “Microsoft Office and SharePoint Traction: An Updated Look Source: “AIIM Industry Watch: SharePoint–Strategies andat Customer Adoption and Future Plans,” IDC, October 2009 Experiences,” July 2010
What Is SharePoint Being Used For? Storing lots of content…AIIM Industry Watch: “SharePoint—Strategies and Experiences,” July 2010
What Aren’t You Using SharePoint For? How would you describe your SharePoint use in these areas? …But needs to be Old content that managed according to shouldn’t be in regulatory and corporate SharePoint anyway… policies… 51% …that you might just need to provide for an 57% audit, investigation, or litigation 72%AIIM Industry Watch: “SharePoint—Strategies and Experiences,” July 2010
What Policies are We Using to Govern SharePoint?AIIM Industry Watch: “SharePoint—Strategies and Experiences,” July 2010
Microsoft SharePoint Challenges Operational Challenges Ensuring quick search and retrieval Maintaining short backup times Reducing storage costs Compliance Challenges How do I govern site retirement? How do I efficiently retain content? How can I enable litigation readiness?
Archive Inactive Content to Ensure Proper Governance With EMC SourceOne for Microsoft SharePoint, organizations can archive inactive content into a consolidated archive for unstructured content, and leverage lower-cost tiered storage. Once archived into SourceOne, retention and disposition policies can be applied against the content. Maintain retention and control Provide litigation readiness Ensure content accessibility
Externalize Active Content to Improve Performance Leverage Microsoft’s recommended methods for externalization (remote BLOB storage [RBS] and external BLOB storage [EBS]) in order to: Displace the content load up to 95 percent Enhance performance and scalability Improve backup times Monitor and optimize storage resources Maintain end-user experience
What information do I have stored? Do you have visibility into the content stored in my environment? Are you managing information effectively based on its value and risk? Do you have sensitive information residing in an environment that isn’t managed or controlled?
Where is the information stored? Are you tiering your storage and aligned it based on the value and risk of content? Are you maximizing your infrastructure investments and fully utilizing my storage platforms? What information should be in a secure repository or archive?
Who gets access to the information? How are you ensuring that the right person has access to the right content? How are you ensuring that workers have ready access to the information they need?
How is the information retrieved? How are you preserving it? Do you know how long you need to keep it? How is information identified and collected when an investigation or litigation request is received? Can workers search and find information from the application they use most often so they don’t lose any productivity?
Information Governance Matters to IT Operational eDiscovery Compliance Efficiencies MS Exchange 2010/MS Rapid response to legal Corporate policies and SharePoint 2010 action or HR inquiries lifecycle management migrations Search and Regulated industries; PST reductions and responsiveness without FINRA rules (Financial), mailbox quota elimination spoliation HIPAA rules (HealthCare), FRCP rules (Legal), System performance Comply with FRCP, International rules enhancements Sarbanes Oxley, and other rules
Operational Efficiencies Email server management Offloading email and attachments from email servers to archival storage eliminates most of the content from these servers resulting in; faster backups, faster content restoration after a crash or other problem, and improved email server performance (as measured by message delivery time and reliability) Employee productivity A user-accessible archiving capability can permit end users to access their own archived content (missing, deleted or old emails & attachments) without help from IT. This reduces IT’s workload, and makes employees more productive by providing them with faster access to the content needed to do their work. Without an archiving system, employees must spend time filing, deleting or otherwise managing their content to stay under the mailbox size quota that roughly 3 in 5 organizations impose on their users. However, an archiving system, by automatically migrating content from mailboxes to the archive, allows IT to impose quotas on their users, but gives users what seems to be a mailbox of unlimited size.
More Operational Efficiencies Storage management Osterman Research found that roughly 5 of the top 10 problems in managing email servers are related to excessive storage, a problem that archiving addresses directly by migrating data to archiving storage. This reduces the overall cost of managing storage, and reduces IT’s storage-related costs by enabling the deployment of high-performance, near line storage to be delayed or eliminated altogether. Moreover, the use of purpose built archive storage for de-duplication and block de-duplication can offer additional benefits, although they cannot be used with the archiving capabilities in Exchange 2010. Business continuity and disaster recovery An archiving system can serve as an integral part of an organization’s business continuity and disaster recovery system. In the event that the primary email system is inaccessible due to a natural disaster, power outage or routine system maintenance, an archiving system can serve as a secondary repository of email and other content, giving users access to their content during an outage of the primary system. Re-use of data Business decision makers may want to re-use content for a variety of business purposes, such as analytics for analyzing trends or customer sentiment, or to provide business intelligence for users when dealing with customers. An archiving system that enables easy access to this data is useful for these purposes.
What is an Archive? …a specialized repository…used to…preserve, protect, control, maintain authenticity and integrity, accommodate physical and logical migration, and guarantee access to information and data objects over their required retention period. Storage Networking Industry Association, Building a Terminology Bridge for Digital Information Retention and Preservation, 2009
Archiving Solutions Complement the Backup/Recovery Strategy Backup/Recovery Primary Archiving Data Protection Governance & &Recoverability Discovery You do need both: backup for disaster recovery and archive for long-term data retention
Control, Optimize, and Govern… Active content = externalize Inactive content = archive Delete
Big Savings Through Externalization Metadata SharePoint End User Metadata BLOB ID RBS Provider Metadata BLOB BLOB BLOB FilesMaximize SharePoint’s performance by using an RBS Provider to redirect binary large objects (BLOBs) directly to storage
Efficiency to Migrate through SharePoint Versions Externalize Archive Reduce size of database Capture inactive sites and first content Less content to migrate Preserve, protect, and produce *Before migrating, archive inactive content to reduce the size of SharePoint’sdatabase, then externalize any large files to further reduce the size of the database. This means less content to move and a faster migration.
How Can Governance Improve PerformanceBy employing a solution that is able to determine: Location awareness of data De-duplication Reduction of inactive content Proactive management Reduction of load on resources for active content
What needs to be done Start simple Make it effective Enable the right tools for the right Deploy Define a needs and Policy Enforce Next Usage Define Awareness Functional Criteria Historical stacks Business Analytics Intelligence Active content – RBS/EBS Inactive content – Archive (to Stub or not to Stub) Search and research
The Gains and Benefits Predictable Usage Patterns Storage Management Retention Actions Responsive Workgroup Resources Litigation Ready Think of it as Insurance Rapid Response Convergence Time To Decision Reduce Cost, Increase Capabilities
Native SharePoint Tools – it does it all…. Right?? Internal methods to SharePoint Enacting Governance Accounts, Accounts, Accounts, oh and Groups too It can backup and delete Site level
Think Outside the Box Pan Enterprise Search More than just SharePoint Here a Silo, there a Silo, everywhere a Silo One document, many sources The single Instance Payback De-Duplicate, rejuvenate Two Methods, one service RBS/EBS Archive and Stub Retention and Disposition Retire according to policy Retain beyond if needed Manage at the corporate level, records management
EMC SourceOne for Microsoft SharePoint Increase productivity, decrease costs EMC VNX MetadataSharePoint 95% End User SharePoint Reduction SourceOne RBS Provider Externalize Active BLOB Content Servers Organize and ClassifySharePoint 100% End User SharePoint SourceOne Server(s) Full Reduction Text Index Archive Inactive Content Archive Store Content EMC VNX, Centera, Servers Container Atmos and Data Domain Files
Bishop Technologies, Inc. – Bishopit.comFounded: 2002Headquarters: At Bishop Technologies, we architect, implement, customize,Elgin, IL and proactively support affordable, effective governance archive and search solutions for organizations, across allOrganization: sizes and industry types.>50% EngineeringStaff We specialize in: Email, Instant Messaging, Social Media, File and SharePoint Archiving Regulatory and Corporate Governance Consulting and Support Services Archive and Data Migration Enterprise eDiscovery and Litigation Preparation