Learn how to improve performance, efficiency and information governance of SharePoint through the use of an archiving solution such as EMC SourceOne for Microsoft SharePoint. http://www.bishopit.com

1. Improving Performance, Efficiency and
Information Governance Control of SharePoint
Presenter, Walt Burton, Director of Technology Solutions
Bishop Technologies, Inc.
September 26, 2012

2. 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

3. 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

4. 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 eDiscovery
Source: “The Rise of Information Governance: From Reactive e-Discovery to Proactive Information Management,” The 451 Group, August 2009

5. 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?

6. 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

7. Why are we having this Discussion?
2010 2020
1.28 Zettabytes 35.2 Zettabytes
DATA DELUGE BUDGET DILEMMA
Transformation
INFRASTRUCTURE SHIFT GOVERNANCE and DISCOVERY

8. Risk from Lack of Information Governance Policy
Source: “Information Governance Market Study,” Enterprise Strategy Group, April 2010, N=126

9. 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 needs
Source: “Microsoft Office and SharePoint Traction: An Updated Look Source: “AIIM Industry Watch: SharePoint–Strategies and
at Customer Adoption and Future Plans,” IDC, October 2009 Experiences,” July 2010

10. What Is SharePoint Being Used For?
Storing lots of
content…
AIIM Industry Watch: “SharePoint—Strategies and Experiences,” July 2010

11. 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

12. What Policies are We Using to Govern SharePoint?
AIIM Industry Watch: “SharePoint—Strategies and Experiences,” July 2010

13. 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?

14. 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

15. 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

16. Organizations should be asking themselves…

17. 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?

18. 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?

19. 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?

20. 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?

21. 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

22. 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.

23. 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.

24. 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

25. 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

26. Control, Optimize, and Govern…
Active content =
externalize
Inactive content
= archive
Delete

27. Big Savings Through Externalization
Metadata
SharePoint
End User Metadata
BLOB ID
RBS Provider
Metadata
BLOB
BLOB
BLOB
Files
Maximize SharePoint’s performance by using an RBS Provider to
redirect binary large objects (BLOBs) directly to storage

28. 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’s
database, then externalize any large files to further reduce the size of the database.
This means less content to move and a faster migration.

29. How Can Governance Improve Performance
By 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

30. 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

31. 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

32. 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

33. 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

34. EMC SourceOne for Microsoft SharePoint
Increase productivity, decrease costs
EMC VNX
Metadata
SharePoint 95%
End User
SharePoint
Reduction SourceOne
RBS
Provider
Externalize
Active BLOB
Content
Servers
Organize and
Classify
SharePoint 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

35. Bishop Technologies, Inc. – Bishopit.com
Founded: 2002
Headquarters: At Bishop Technologies, we architect, implement, customize,
Elgin, IL and proactively support affordable, effective governance
archive and search solutions for organizations, across all
Organization: sizes and industry types.
>50% Engineering
Staff
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

36. www.bishopit.com
@bishop_tech
www.linkedin.com/company/bishop-technologies
847.756.7890
info@bishopit.com