In this interactive session on legacy assessment, migration, and considerations. User confusion, adoption, and user vs. IT driven migration is discussed. Technical comparison of files by type and size as well as network performance is provided. Scenarios as well as best of breed platforms are discussed around supportability and future direction.

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

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

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

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

5. 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.

6. 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)

7. 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

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

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

10. 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

11. Analysis
13

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

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

14. 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

15. 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%

16. 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%

17. 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%

18. File Server doesn't use Bandwidth
Latency kills it

19. SharePoint Uses Bandwidth and
more Latent Tollerant

20. 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

21. 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

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

23. 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

24. 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

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

26. 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

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

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


29. Flat Lists Don’t Scale

30. Default List Page Load is
Inefficient

31. 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

32. 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

33. 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


34. G-day Mates! Enjoy the Party...

35. Post conference DVD with all slide decks
Sponsored by
Thank you for attending!