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Effective SharePoint Scalability & Management. To BLOB or not to BLOB, that’s the question


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In this session, we discuss challenges that remain when attempting to scale only using SharePoint’s native functionality. Afterward, we’ll share vital strategies and available solutions for ensuring seamless, centralized enterprise-wide management and efficient externalization of Binary Large Objects in order to free up valuable SQL Server space and subsequently improve SharePoint performance.

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Effective SharePoint Scalability & Management. To BLOB or not to BLOB, that’s the question

  1. 1. Twitter: @GarthLuke<br />Garth Luke (MCSE, MCP)<br />Vice President, Sales<br />AvePoint, Inc.<br />Effective SharePoint Scalability & ManagementTo BLOB or not to BLOB, that’s the question…<br />
  2. 2. AvePoint Company Overview<br />AvePoint Confidential and Proprietary<br />World’s Largest Provider of Integrated SharePoint Infrastructure Management<br />Backup & Recovery, Administration, Replication, Migration, Compliance, Storage Optimization<br />Products & Customer Growth<br />Products<br />Customers<br />
  3. 3. Reduced total migration time to Microsoft's internal hosted SharePoint 2010 environment by two months Consolidation is actively happening<br />Migrated 12,000 site collections from SharePoint 2007 to SharePoint 2010<br />Transferred approximately 200 lists to SharePoint 2010 while maintaining customizations, metadata, and field values<br />Minimized business disruption by scheduling migration jobs to automatically occur off-hours<br /><br />
  4. 4. Real World Scalability Examples<br />Access 15TB of file-share data within SharePoint without migration<br />Reduce project time by 9-12 months <br />Enabled full SharePoint presentation & management of legacy file-share content without extra storage cost<br /><br />AvePoint Confidential and Proprietary<br />
  5. 5. Architecting Scalability for Growing SharePoint Environments<br />
  6. 6. Growing With SharePoint<br />Enterprise Content Management<br />Line of Business Applications<br />Return on Investment<br />Collaboration<br />Tool<br />More Valuable<br />Content Repository<br />More Complex<br />AvePoint Confidential and Proprietary<br />
  7. 7. SharePoint Needs<br />AvePoint Confidential and Proprietary<br />
  8. 8. SharePoint Lessons<br />AvePoint Confidential and Proprietary<br />Information Architecture is ongoing<br />Changing Topology<br />Changing Taxonomy<br />Consolidation is actively happening<br />Global Farms – Central Farms<br />Service applications are the future<br />SharePoint as a Business O.S.<br />
  9. 9. Implications of Growing Deployments<br />Platform availability and integrity<br />Scalability on settings, permissions, and policies<br />High cost of storage<br />Binary large objects’ (BLOBs) impact on performance and scalability<br />
  10. 10. Optimizing Scalability<br />Architect for Scale and Global Access<br />Physical Architecture<br />Administration Considerations<br />Network Considerations<br />Bandwidth Considerations<br />Accommodating Growth: Storage<br />RBS or EBS (Plus a 3rd Party Provider)<br />FileStream<br />
  11. 11. Architecting for Scalability:Physical Architecture<br />Build redundancy into production- decrease downtime<br />Recommend using a multi-stage approach<br />Development<br />Testing / Quality Assurance<br />Staging / Pre-production<br />Production<br />Ensure all multi-stage environments are identical<br />
  12. 12. Architecting for Scalability:Physical Architecture<br /><ul><li>Scaling brings Stability
  13. 13. Stability brings Availability
  14. 14. Availability through multi-stage (Dev, Test, Prod)
  15. 15. Deployment through Architecture (Virtual is common)</li></ul>12<br />
  16. 16. Example: Multiple Farms Sharing Services<br />Farm B<br />Farm A<br />Remote farm consumes published services via HTTP/S<br />Servers providing service apps can publish specific apps<br />Other servers in the farm<br />
  17. 17. Example: Shared Services Farm<br />Services Farm<br />Farm A<br />Farm B<br />Farm C<br />
  18. 18. <ul><li>Plan for bandwidth limitations
  19. 19. Support externalized content
  20. 20. Consider geo-replication</li></ul>Provide Fast Access for Global Users<br />
  21. 21. Content Publication <br />Consistency is Key – Sharepoint Ecosystem<br />Two-way replication with conflict resolution<br />Local server for data survivability<br />Publication of solutions / applications<br />Business-rule driven replication and publication<br />AvePoint Confidential and Proprietary<br />
  22. 22. Plan for Growth: Scaling Administration<br />Distribute Admin tasks<br />Don’t forget about governance!<br />Who can create sites and subsites? Who can delete them?<br />What are my main content types and what metadata should be required for each?<br />Who manages term stores and content type hubs? Who can add terms?<br />Who can add content? Is there a review process?<br />Who can add users and edit permissions? What are the security groups?<br />Consider 3rd Party Administration Tools<br />
  23. 23. Accommodating Growth: the BLOB problem, performance issues and costs<br />
  24. 24. Planning for Growth: The Big Picture<br />Problem begins with initial migration<br />Need data for legal retention<br />SLAs still cover ALL SharePoint content<br />Data in SQL Server<br />
  25. 25. Storage Decisions for SharePoint<br />Comfort level vs. Cost of Storage<br />What makes the most sense for SharePoint Data?<br />AvePoint Confidential and Proprietary<br />
  26. 26. What is stored in SharePoint?<br />BLOB(Binary Large OBject)<br />Basically, a file<br />=<br />21<br />
  27. 27. What is stored in SharePoint?<br /> Metadata<br />BLOB<br />22<br />
  28. 28. What is stored in SharePoint?<br />Content Database<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />Metadata<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />BLOB<br />23<br />
  29. 29. Performance Scalability<br />AvePoint Confidential and Proprietary<br />
  30. 30. Solution to BLOB problem: Externalization<br />
  31. 31. Preventative Measures<br />Set site quotas and alerts!<br />10 GB quota, 8 GB alert is my favorite<br />Monitor growth trends<br />Sites: slow over time or large jump in size?<br />Overall content DB size<br />Split Content DBs if they get “too big”<br />
  32. 32. Modify your storage architecture<br />Extend BLOBs out of SQL<br />BLOBs: Binary Large Objects <br />SharePoint Content = BLOB + Metadata<br />Content DB = database of … BLOBs + Metadata<br />Archive content<br />
  33. 33. Default SharePoint Storage<br />SharePoint WFE<br />SharePoint Object Model<br />BLOBs &<br /> Metadata<br />SQL Server<br />Content DB<br />Config DB<br />
  34. 34. BLOB Externalization: RBS & EBS<br />RBS: Remote BLOB Storage<br />For 2010 only<br />introduced in SQL Server 2008R2 Feature Pack<br />EBS: External BLOB Storage<br />Introduced in SharePoint 2007 SP1<br />On deprecation list in SP2010<br />EBS to RBS migration can be performed with Powershell or 3rd party tool<br />
  35. 35. RBS<br />SharePoint WFE<br />Not unique to SharePoint, available to any application<br />A Provider Library can be associated with each database<br />SharePoint Object Model<br />BLOB &<br /> Metadata<br />SQL Server<br />Relational Access<br />RBS Client Library<br />Metadata<br />BLOB<br />Provider Library X<br />Provider Library Y<br />Content DB<br />X<br />Content DB<br />Y<br />BLOB Store<br />BLOB Store<br />
  36. 36. Anticipate Growth from the Start<br />Leverage RBS in SharePoint – 3rd party tools<br />User and API driven<br />Transparent user access<br />Transparent to development<br />Stub<br />Metadata<br />BLOB<br />Upload<br />Database<br />Extender<br />File<br />Disk Storage<br />WebFront-end<br />User<br />
  37. 37. Architecture Scalability: Anticipate Growth<br />Web Front-End Servers<br />ApplicationServer<br />ApplicationServer<br />Extender<br />Connector<br />Storage<br />Storage<br />Storage<br />Access<br />Access<br />Cloud Storage<br />File Server<br />Clustered SQL Server<br />
  38. 38. Benefits of Extending BLOBs<br />Performance- Improving User Experience<br />Performance increases as the BLOB sizes decrease. <br /><256kb, SQL better<br />256kb to 1mb, SQL and file system comparable<br />>1mb, file system better<br />Saves storage costs<br /><ul><li>Beware of Misconceptions!</li></ul>Backup & Recovery operations improved?? COMPLICATED!<br />Databases are 60-80% smaller, , but metadata & BLOBs are covered under same SLA. Synchronous backups (all-inclusive)are necessary to maintain consistency. <br /><ul><li>Integration of EBS/RBS Providers with other infrastructure management solutions is critical!</li></li></ul><li>Backing up BLOBs<br />Because we’ve changed the storage location of the content (BLOBs)…<br />Database-based backup solutions will NOT capture the content, only the metadata.<br />Need a plan to backup BLOBs synchronously<br />Out of sync timer jobs could cause data corruption!<br />
  39. 39. Complete SharePoint Data Protection<br />SharePoint Ecosystem – Item Level Recovery <br />AvePoint Confidential and Proprietary<br /><ul><li> Hive
  40. 40. GAC
  41. 41. Gallery
  42. 42. Site Definition
  43. 43. Solutions
  44. 44. Cust. Features</li></ul>Content<br /><ul><li>Content DB
  45. 45. Search Index
  46. 46. Web Application
  47. 47. Site Collection
  48. 48. Site
  49. 49. List/Library
  50. 50. Folder
  51. 51. Item/Document
  52. 52. Version
  53. 53. Metadata</li></ul>Customisations<br />SharePoint Configurations<br /><ul><li>Central Admin DB
  54. 54. Config DB</li></ul>Externalised Data (BLOB)<br /><ul><li>IIS Metabase
  55. 55. IIS Settings
  56. 56. Web.Config
  57. 57. InetPub</li></ul>System Configurations<br />Binary File (OS / SharePoint)<br />
  58. 58. Granular<br />Platform vs. Granular Backup<br />Contents within database<br />Quickest for day-to-day recovery<br />Flexible for aggressive SLA<br />Segment data by business unit<br />Full farm consistency<br />Consistency / DR<br />Requires staging / indexing<br />Larger roll-back points<br />VSS / hardware point of integration<br />Platform<br />AvePoint Confidential and Proprietary<br />
  59. 59. Not All Data is Created Equal<br />Hourly<br />Hourly<br />Daily<br />WikisSupport FAQs/ReferencesDocument Libraries etc.<br />Ongoing projectsActive meeting sitesetc.<br />Sales leadsCustomer recordsetc.<br />WikisSupport FAQs/ReferencesDocument Libraries etc.<br />Ongoing projectsActive meeting sitesetc.<br />Sales leadsCustomer recordsetc.<br />Hourly<br />Daily<br />Weekly<br />Support User GuidesTraining MaterialsBlogs<br />Time SheetsPrice SheetsOther meeting sites etc.<br />Financial reportsDaily sales reportsetc.<br />Support User GuidesTraining MaterialsBlogs<br />Time SheetsPrice SheetsOther meeting sites etc.<br />Financial reportsDaily sales reportsetc.<br />SQLDatabase<br />Daily<br />Weekly<br />Weekly<br />HR employee guidesPersonal sitesVacation Policies etc.<br />Marketing brochuresSales materialsPre-sales literature etc.<br />Annual reportsMo. sales reportsBoard reports etc.<br />HR employee guidesPersonal sitesVacation Policies etc.<br />Marketing brochuresSales materialsPre-sales literature etc.<br />Annual reportsMo. sales reportsBoard reports etc.<br />AvePoint Confidential and Proprietary<br />
  60. 60. BLOB Backup and Recovery Options<br />Hardware snapshots (if externalizing to same Hardware, e.g. NetApp)<br />Cloud storage (Offers built-in redundancy for DR)<br />Most SLAs will be for entire databases/content stores, many may not have granular recovery SLAs, or allow for synchronous backups<br />DFSR - Replication of File Shares storing BLOBs<br />Restore from replicated location<br />Most SLAs will be for entire databases/content stores, consider data corruption, ability to perform synchronous backups, etc<br />3rd party platform tools<br />Are synchronous backups of File Shares and SharePoint DBs achievable?<br />Insert / Header & Footer to change<br />38<br />
  61. 61. Planning for Platform Recovery<br />Account for:<br />Data corruption<br />Accidental deletions<br />Etc…<br />Test!<br />How long does it take?<br />What are the compliance implications?<br />If metadata (author, time, etc.) changes on restore, have I “falsified records”?<br />If I can’t recover a single document, have we accidentally “destroyed data”?<br />39<br />Don’t forget about your item-level recovery strategy<br />
  62. 62. Managing the content lifecycle of BLOBs<br />Archiving for RM: Records Center<br />Another SharePoint site<br />Higher % inactive content<br />Consider separate Content DB, with an RBS provider implemented for this DB<br />Archiving for Storage Savings: <br />Backup and delete<br />Workflow<br />3rd Party tools solutions<br />
  63. 63. 3rd Party Archiving Tools<br />What rules are available?<br />Last modified time<br />Author<br />Versions<br />What scope can I apply rules to? (farm to item)<br />Does it use RBS/EBS APIs?<br />Does it integrate with other infrastructure management tools? (backup, replication, etc.)<br />
  64. 64.
  65. 65. DocAve Architecture<br />SharePoint 2010<br />Hosted SharePoint<br />SharePoint 2007<br />SQL Databases<br />Cloud Storage<br />File Server<br />AvePoint Confidential and Proprietary<br />
  66. 66. Reporting and Analytics<br />AvePoint Confidential and Proprietary<br />Monitoring and Reporting<br /><ul><li>Track SharePoint index status, network bandwidth usage, etc.</li></ul>Infrastructure Reporting<br /><ul><li>Storage usage growth by business unit
  67. 67. Difference reports and policy enforcement</li></ul>SharePoint Usage Analysis<br /><ul><li>Comprehensive auditing
  68. 68. Track user behavior and individual disk space usage</li></li></ul><li>30 Day FREE Trial<br />Download a free evaluation<br />at<br />FREE modules:<br /><ul><li> DocAve Extender
  69. 69. DocAve Monitor
  70. 70. DocAve Restore Controller</li>