Best Practices for Architecting, Deploying, and Optimizing Data in SharePoint 2010 with DocAve

1. Best Practices for Architecting, Deploying, and Optimizing Data in SharePoint 2010 with DocAve Tucker Hall Director of Marketing AvePoint

2. Who is AvePoint?Global Leader in SharePoint Infrastructure Management • Founded in 2001 • Headquartered in Jersey City, NJ, with global offices in: • USA: Chicago, San Jose, Dallas, Washington D.C. • International: UK, Australia, Germany, Japan, Singapore • R&D team of 400+ –> Largest SharePoint team outside of Microsoft • Winner of 2008 Best of Tech Ed Award for Best SharePoint Product • A Managed Microsoft Gold Certified ISV Partner; MTC Alliance Member (1 of 15 Global Software Partners); Office TAP 14 Member • Exclusive OEM relationships with IBM and NetApp

3. What is DocAve?Infrastructure Management for SharePoint • 6 Main Functional Areas: • Data Protection • Administration & Replication • Storage Optimization • Reporting • Compliance • Migration

4. Agenda Platform Deployment and Architecture Management & Governance Storage Optimization Conclusion

5. Platform Deployment and Architecture

6. Platform Deployment How will you really go about deploying SharePoint 2010? Set up a test server Test upgrades or do POCs • Create a copy of your production SharePoint 2007 environment • Test upgrades on this environment before upgrading production • Use a dedicated testing environment to test new features and expanded use

7. Duplicating Production Out of the box • Install SharePoint in test environment • Build web applications and configure services, solutions, features, workflows, etc. • Install customizations, web parts, etc. • Copy and attach content databases • Re-index environment With DocAve Backup (Platform Level) • Install SharePoint in test environment (no configuration required) • Perform restore of production farm

8. Recommended Architecture Build redundancy into production Keep a test environment! Make all changes in test before production Recommend using a multi-stage approach • Development • Testing / Quality Assurance • Staging / Pre-production • Production

9. Initial Test Environment Web Services Search / App Services SQL Database

10. Expanded Test Environment Web Services Search / App Services SQL Database

11. Multiple Farm Environment Development Testing/QA Staging/Pre-prod Production

12. Deployment in SharePoint 2010 • What does SharePoint offer OOTB? • Deploy / roll-back solutions • Activate / deactivate features • Export / import site collections, sites, or lists • What is it missing? • Cross Farm Support (for solutions & features) • Granular control of rights (delegation), design elements, content, and customizations • DLLs, GAC files, Customizations, Workflows, IIS configuration • More granular schedule for periodic deployments as a part of workflows

13. Moving Between Environments Out of the Box Capabilities • Perform change in test environment • Package as solutions whenever possible • Document all changes • Repeat all changes in production environment(s) • STSADM operations • Back-end scripts • Define appropriate parameters for IIS • Make other settings and configuration changes (masterpages, content types, templates, etc.) With DocAve Deployment Manager • Perform change in test environment • Ability to compare environments • Deploy to appropriate farm(s) • Produce report of all changes

14. Management & Governance Data Protection Considerations for Geo Dispersion Administration

15. Evolution of Native SharePoint Backup 2010 vs. 2007 capabilities Site Collection level “granular” backup Granular restore to the list/library level Control on Platform Backup to cover content and configurations separately

16. What Is Still Missing? Do I still need 3rd party backup solution? What does “full farm” backup mean to you? • Global coverage, including multiple farm environments • GAC, IIS, SharePoint Hive, and other Front-end customizations • Are your backups synchronized? What’s the restore process for the “full farm” components?

17. Backup and Restore Granularity Organization Farm Web Application Content Database Site Collection Sites and subsites Lists and Libraries Folders Items Versions Metadata IIS metabase GAC Hive SSP SSO Solutions, Features Workflow Webparts Master pages/design Index, Search, Admin, Config DBs Basic

18. Backup and Restore Granularity Solutions, Features Workflow Webparts Master pages/design Index, Search, Admin, Config DBs Organization Farm Web Application Content Database Site Collection Sites and subsites Lists and Libraries Folders Items Versions Metadata IIS metabase GAC Hive SSP SSO Advanced

19. What Does DocAve Offer? Full Data & Farm Protection with DocAve Backup and Recovery Full-farm backup, including all components Granular backup, down to individual items Full restore granularity FREE granular restore from existing backups • Native SQL backups, STSADM, DPM, Tivoli DP, HP Data Protector, etc. Supports existing storage infrastructure, with de-dup enablement • Net-App, Tivoli SM, EMC Centera, etc. • Tiered storage backup structure to store and manage long-term retention policies • On premises AND…

20. announcing Backup to the Cloud

21. Why Backup to the Cloud? Global access to backup data Redundancy Optimize storage costs Restore to… Anywhere.

22. Multiple Farm Environment Backup Development Testing/QA Staging/Pre-Prod Production Media Services Cloud Storage Tier 3 Storage Tier 2 Storage Tier 1 Storage

23. Management & Governance Data Protection Considerations for Geo Dispersion Administration

24. What Are My Options? • Centralized environment, accessed globally • Centralized environment plus local content (sites, etc) • Fully distributed, replicated architecture accessed locally • Fully distributed, replicated architecture accessed locally, with centralized or cloud storage backup for high redundancy

25. Global ArchitecturesSingle centralized environment Out of the box SharePoint Lowest complexity, least costly Varied User Experience Evaluate bandwidth and usage patterns

26. Global ArchitecturesCentralized plus local content Local services and sites, in addition to main farm Increased infrastructure complexity Governance can be an issue Relocating teams/users is a pain

27. Global ArchitecturesFull distributed Fast local access to SharePoint content Replicate only what is relevant Central control of bandwidth Ability to handle remote locations

28. Global ArchitecturesCentralized Backup Backup locally or to alternate sites Consider cloud storage Can be used for high redundancy Cloud Storage

29. Management & Governance DataProtection Considerations for Geo Dispersion Administration

30. SharePoint 2010 Is Improved But… Challenges still exist Lack of centralized UI for management of all settings, including common list / site policies, within a farm Lack of global management across multiple farms and security-trimmed delegation Lack of high-level view and policy management for rights and permissions

31. Administration How DocAve Administrator completes the picture Manage configurations, security, solutions and features globally Search for and edit users, permissions, content, and configurations Security trimmed access – by SharePoint access or administrative role • DocAve • Administrator • Web-Based GUI App Mgmt Collection Admin Collection Admin SiteAdmin SiteAdmin Site Admin SiteAdmin SiteAdmin SiteAdmin Site Admin

32. Global ArchitecturesCentralized Administration Cloud Storage

33. Storage Optimization: Planning for Growth

34. Data Usage in Collaboration Environment Increase in % of inactive data over time Inactive sites, documents, list, libraries take up SQL storage, hindering performance Data in SQL Time in years

35. Planning for Data Use & Growth What does SharePoint 2010 offer OOTB? No native archiving tools EBS extended to include RBS • Available only in SQL Server 2008 SP2 • Only accessible via API BCS (BDC in 2007) extended to allow for easier connectivity with legacy data systems

36. Let’s See a Single Production FarmWith Backup Web Services Search / App Services SQL Database Cloud Storage Tier 1 Tier 3 Tier 2

37. announcing DocAve Extender

38. Performance Optimization DocAve Extender Store content in file system in encrypted form and metadata in SQL Uses BLOB (EBS/RBS) API’s for seamless integration Fully indexed and integrated with native SharePoint search (including FAST) Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

39. Single FarmWith Backup … and Extender Web Services Search / App Services Extend Content out of SQL SQL Database Cloud Storage Tier 1 Tier 3 Tier 2

40. Data Growth & Storage Optimization • DocAve Archiver • Archive SharePoint content (from SQL or file system via DocAve Extender) to a lower tiered storage or for a long term retention policy • Business rule-based archiving engine • Seamless access thru SharePoint (transparent to end-users) • Fully indexed and integrated with native SharePoint search (including FAST) • Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

41. Single FarmWith Backup, Extender, …and Archiver Web Services Search / App Services SQL Database Archive inactive data to lower tiered storage Cloud Storage Tier 1 Tier 3 Tier 2

42. Connecting Legacy Data SharePoint 2010 Support BCS is intended for connecting LOB’s into SharePoint, without migrating the data No OOTB solutions for getting content out of users desktops, file shares, or other ECM systems

43. What Are My Options? Migrating vs. Connecting • Value add of legacy system • Business impact of a migration • Migration costs • Maintenance costs • Migrating data into SharePoint • Download/upload, lose metadata • 3rd Party tools • Use 3rd Party connector • ECM Vendor options • OR…

44. announcing DocAve Connector

45. Data Access & Storage Optimization • DocAve Connector • Access to data in existing data stores (without the need to migrate into SharePoint/SQL) • Maintain SharePoint as your presentation layer for legacy data stores • Shared drives, cloud services, ECM systems, etc. • Works with SharePoint workflows, alerts, Office applications, 3rd party apps, etc.

46. Web Services • Single FarmWith Backup, Extender, Archiver, … and Connector Connect existing content SQL Database Cloud Storage Tier 1 Tier 3 Tier 2

47. In Summary… • DocAve provides the tools necessary for SharePoint platform: deployment, backup, replication, administration, and storage optimization • The options discussed can be used in any combination to suite your business needs • Let’s go thru one hypothetical build-out of a SharePoint 2010 environment…

48. Growing SharePoint Deployment Example

49. Start With 1 Server Web Services Search / App Services SQL Database

50. Add More Servers Web Services Search / App Services SQL Database