This document summarizes a presentation given by Garth Luke, VP of Sales and GM at AvePoint, about scaling enterprise content management (ECM) systems on SharePoint 2010. The key points discussed include: identifying the various stakeholders involved in a SharePoint implementation and their roles; the necessary skill sets and staffing requirements to support an ECM system; how governance affects farm architecture and information architecture vs. management; using a distributed architecture to meet scalability and other requirements; examples of governance controls over farms, site collections, and content databases; and techniques for scaling SharePoint storage such as remote blob storage.

1. Scaling ECM on SharePoint 2010
Garth Luke – AvePoint GM / VP

2. Garth Luke
Vice President of Sales, and
General Manager, AvePoint : Australia, New Zealand, South Africa
• Over 14 years experience in technology sector
• Helped accelerate delivery of AvePoint’s
solutions to global market and promote global
SharePoint adoption (USA, EMEA, APAC)
• Extensive knowledge of SQL, web
development, and I.T. infrastructure
management
• @GarthLuke on Twitter

3. Garth Luke : GM / VP of Sales
AvePoint, Inc
Garth.Luke@AvePoint.com
@GarthLuke (Twitter)

4. AvePoint: Who We Are
Global Leader -- Microsoft® SharePoint Infrastructure Management
“Clearly AvePoint is making the most of both Microsoft technology and the Microsoft Partner
Network in its quest to create a profitable business.”
– Jon Roskill, Microsoft Corporate Vice President, Worldwide Partner Group
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior
written consent of AvePoint, Inc.

5. One Platform. One Install. All your SharePoint
Management needs.
Business Users
Solutions Applications
Process
Migration Optimization
Vendor A Vendor F
Integration Reporting
Vendor B Vendor E
Organizations D
Management Protection
DocAve Global Vendor
Vendor C Manager

7. Agenda
• SharePoint Trending Re: ECM
• SharePoint Human Capital for real world ECM
• Governance and its effect on ECM Architecture
• Information Management vs Architecture
• How to design Architecture for real Business need
• SharePoint Governance Controls
• Scaling SharePoint Storage for ECM

8. The growth of SharePoint
ECM
Custom
Apps
More Valuable
B.I
Work Flow
Automation
Enterprise
Search
Collab
Content
Dump
More Complex

9. Other companies growth with
SharePoint?
SharePoint
Company Support
Resources
ECM
Chevron ~140
Custom
Applications
Shell
100+
B.I /
Reporting Wells Fargo
200
Workflow
Automation Pepsi 6-8
Managed
Enterprise Service
Search
eBay
~25
Collaboration
Verizon 10-22
Content
Dump Fox Media 9-20
Shell
eBay
Pepsi
Santos
Siemens
Fox Media
BAE Systems
Chevron
Verizon
Woodside Energy
Insert / Header & Footer to change
9

10. Who is involved?
• Identify your constituencies
– Business user
– IT • Who drives SharePoint and
– Developer why?
– Security • Who is impacted by
– Finance SharePoint?
– HR • Understand the dynamics of
– Executive and between each of these
– Legal groups
– Project manager
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or
transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

11. Staffing Requirements for ECM Systems
SharePoint SharePoint
Champion SharePoint Executive Champion Champion
SharePoint Helping advise on the direction of the Look and feel, “The brand”, ensuring a
Graphic
Strategic strategy. Advise on all projects, constant look and feels between
Advisor Artists
investments and skill sets platforms and ensure ease of use.
Design the farm / solution Understand the business, the business
SharePoint architectures; Follow industry best Business needs and challenges, and help build
Architects practices; Advanced troubleshooting; Analysts projects that can deliver to the
final approval on testing business
SharePoint Guide all projects to success, follow the Making sure that change management
hardline of project delivery best
Change becomes a full time exercise and make
Project
Managers practices
Champions sure user adoption happens smoothly
Manage the ongoing day to day upkeep SharePoint Market the platforms and the
SharePoint of the Farms and assets of the Farms applications to the business as part of
Administrators
Platform
from the application level upwards Marketer the business strategy
To ensure and execute process SharePoint
SharePoint Ensure users and management have
oriented testing mechanisms in order
Testers Trainer the skills to deliver
to deliver flawless deployment
Someone that can drive the SharePoint
Build custom applications that fall in
SharePoint initiative internally, get people talking,
line with projects solve and that deliver Community
Developer institute innovation and feed back to
to business needs
the Business analysts

12. Balanced Skill Sets
Utilize core, in-house operational
support resources
Managed services (outsource /
offshore)
Automated 3rd Party Tools
CORE
SKILL
Governance Committee
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or
transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

13. What is SharePoint governance

14. What is governance?
Governance defines the
people, processes, policies and
technologies
that deliver a service

15. Governance Defines
• Service management
– IT assurance (SLAs : BackUp, Restore, HA, DR)
• Information management
– Security & compliance (Policy for Permissions, Access,
compliance)
• Information architecture
– Content hierarchy, metadata (Changes Made & how)
• … among other things

16. Does governance affect farm
architecture ?
• You cannot architect a farm
without governance input
• You cannot create a governable service
without a solid architecture
• Governance policies drive
– Farms
– Web applications
– Content databases
– Site collections
– Sites, lists, libraries & folders

17. Just a few examples
• “My team in [Location] must be able to collaborate locally”
– Create a separate farm for users in [Location]
• “Only my engineering group should be able to upload large
AutoCAD drawings”
– Create a separate web application for large docs
• “I need to ensure our HR department’s content is secured”
– Create a separate site collection for HR

18. Requirements for ECM Systems
• System must be:
– Able to Integrate with current infrastructure
– Scalable
– Flexible/Extensible
– Usable/Encourage Adoption
• System must allow for efficient:
– Capture
– Content Storage
– Access and Delivery
– Preservation (Records Management)
– Management
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior
18 written consent of AvePoint, Inc.

19. Information Architecture vs.
Management
Information Architecture Management
• Organize and describe content • Manage the content & service
– Metadata – Access levels (permissions)
– Structure – Lifecycle
– Relationships – Storage
• Inputs • Inputs
– Knowledge Management team – Information management policies
– Librarians – IT usage policies
– Content owners – Regulatory environment
– Subject matter experts (SMEs) – SLAs
• Outcomes • Outcomes
– Site map (navigation) – Access levels
– Taxonomy – Records management
– Search – Compliance
– Targeting (audiences) – Performance

20. Requirements lead to a distributed
architecture for ECM

21. Management controls and scopes
Farm
Service
Zone Web Application
Application
Content DB
Site collection
Top-level site
Sub site List/Library Sub site
[Folder]
Item / Document

22. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB
Site collection
Departments
Engineering IT HR
List/Library
[Folder]
Item /
Document

23. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB
Site collection
Departments
New
Engineering IT HR
Product
List/Library
[Folder]
Item /
Document

24. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB
Site collection
Departments
Engineering IT HR
New
List/Library
Product
[Folder]
Item /
Document

25. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB
Site collection
Departments
New
Product
Engineering IT HR
List/Library
[Folder]
Item /
Document

26. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB
Site Site collection
collection
New Departments
Product
Engineering IT HR
List/Library
[Folder]
Item /
Document

27. Requirements lead to a distributed architecture
Farm
Service
Zone COLLAB
App
Content DB Content DB
Site Site collection
collection
New Departments
Product
Engineering IT HR
List/Library
[Folder]
Item /
Document

28. Requirements lead to a distributed architecture
Farm
Service
NEWPROD Zone COLLAB
App
Content DB Content DB
Site Site collection
collection
New Departments
Product
Engineering IT HR
List/Library
[Folder]
Item /
Document

29. Requirements lead to a distributed architecture
Farm Farm
Service
NEWPROD Zone COLLAB
App
Content DB Content DB
Site Site collection
collection
New Departments
Product
Engineering IT HR
List/Library
[Folder]
Item /
Document

30. Site Collections Examples

31. Site Collections
Farm
Service
Zone TEAMS
App
Content DB
Site collection
Departments
Engineering IT HR

32. Site Collections
Farm
Service
Zone TEAMS
App
Content DB
Site collection Site collection Site collection
Engineering IT HR

33. Site Collections
Farm
Service
Zone EXTRANET
App
Content DB
Site collection
Clients
Client A Client B Client C

34. Site Collections
Farm
Service
Zone TEAMS
App
Content DB
Site collection Site collection Site collection
Engineering IT HR

35. Governance Controls: Farms
We don’t have a test farm?
No…
• Code isolation You don’t have a
– Dev / Test / Staging / Production production farm!
• Access
– Public-facing web site
– Extranet in Cloud: Partners & Customers
• Geoperformance
– Collaboration farm(s) with team sites
• Feature and process isolation
– Enterprise SharePoint farm with intranet and enterprise
services
• Enterprise services: search, metadata, social (User Profiles, My Sites)
– Premium farm(s) for custom applications

36. Governance Controls: Site Collections
• Ownership
• Administration
• Quotas
• Locks
• SharePoint Designer restrictions Multiple scopes
• Features
• Sandbox Solutions
• Search settings
• Audit settings
• User & group management

37. Governance Controls: Content Databases
• Storage Management
– Location of database
– Redundancy
– Backup SLAs
– Recovery SLAs
– Remote BLOB Storage (RBS) with FILESTREAM
provider
• PowerShell delegation

38. Scaling SharePoint Storage for ECM
performance

39. Growing ECM Systems
• Problem begins
with initial
migration
Data in SQL
• Need data for
Server
legal retention
• SLAs still cover
Year 0…
Year 1…
Year 2…
Year3…
ALL SharePoint
content
Active Content Stale Content
© 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior
written consent of AvePoint, Inc.

40. RBS Test Environment Specs
Test Environment Servers:
• 4-5 Web Servers (Web Front End servers) running SharePoint 2010SP1,
• 1 Visual Studio 2010 Load Test Controller,
• 6 Visual Studio 2010 Load Agents,
• 1 SQL server running SQL 2008R2
• 2 Media Servers running Windows 2008R2 SP1.

41. RBS Performance Results
As RBS removes some I/O operations from SQL Server, the overall CPU load that SQL Server
generates with BLOBs going directly to RBS is significantly less than the same workload running
against a native SQL Server BLOB store.

42. RBS Reduces SQL Server CPU Usage

43. RBS Relieves SQL Lock Pressure:

44. RBS Reduces the Read Test Time for a
Mixed Workload

45. RBS Reduces the Write Test Time for a
Mixed Workload

46. RBS Increases SharePoint Scalability

47. RBS Improves the File Download Time

48. RBS Improves the File Upload Time

49. SharePoint Backup and Recovery
Monitor Health and ensure global protection
• Hive • Solutions
• Content DB
Content • GAC • Cust.
• Search Index
• Gallery Features
• Web Application
Customisations • Site Definition
• Site Collection
• Site SharePoint Configurations • Central Admin DB
• List/Library • Config DB
• Folder Externalised Data (BLOB)
• Item/Document • IIS Metabase
• Version
System Configurations • IIS Settings
• Metadata Binary File (OS / • Web.Config
SharePoint) • InetPub
• Monitor SharePoint’s health globally
• Protect valuable SharePoint assets
• Simplify Restore process

50. Join us right after the event at Firehouse Grill
for a free drink, kindly provided by AvePoint
and Rackspace! 1765 East Bayshore Road East
Palo Alto, CA 94303 (Next to Nordstrom Rack).
Drinks to be provided by…..