tips & tricksfor architecting & administrating highly utilised collaboration environments...

Tips & TricksFor Architecting & Administrating

Highly Utilised Collaboration Environments

By Randy Perkins-Smart

Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart

Me, Myself and I

• Randy Perkins-Smart• @SharePointRandy• LinkedIn.com/in/RandyPerkins

• Perkins-Smart Consulting Ltd• Randy@Perkins-Smart.net• +44 (0) 20 7175 0105 • www.Perkins-Smart.net• @Perkins-Smart

The views expressed in this presentation are my own and do not reflect those of my past or present employers or their

clients.

www.SUGUK.org

East Anglia – 19 November 2013North West - 10 December 2013

London - 19 December 2013Isle of Man - 30 January 2014

Agenda

• Who are you?• Scenario• Architecting• Using Meta Data• Administration• Questions

Who are you?

ScenarioPainting a picture

Scenario

• Worldwide offices• Manage 100,000s projects and legal cases• Every project / case has it’s own Site Collection• No finished document is deleted• "eLibrary"• Minimal Customisations• Third party applications allowed

History and Roadmap

TraditionalDMS

Decision to move to

SharePoint

Migrate to SharePoint

Finish migration to SharePoint

Hybrid platformSharePoint on premises & Office

Public and Private Cloud

Plan upgrade to SharePoint

DesignArchitecting the platform

Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-SmartThe Mobile Art Pavilion for CHANEL by Zaha Hadid

Port House by Zaha Hadid

Fire Station by Zaha Hadid

School by Zaha Hadid

Farm Types

Intranet

Applications

Archive

Farm Locations

• Region Based• Africa (AF)• Europe (EU)• Asia (AS)• Americas (AM)

• North America• South America

• Oceania (includes Australia)

Intranet and DMS Farms

• Internationalintranet.company.com• Africa

af-intranet.company.com• Europe

eu-intranet.company.com• Asia

as-intranet.company.com• Americas

nasa-intranet.company.com• Oceania

oc-intranet.company.com

• Africaaf-dms.company.com

• Europeeu-dms.company.com

• Asiaas-dms.company.com

• Americasnasa-dms.company.com

• Oceaniaoc-dms.company.com

Archive (Records Centre)and Applications Farms• Africa

af-rc.company.com• Europe

eu-rc.company.com• Asia

as-rc.company.com• Americas

nasa-rc.company.com• Oceania

oc-rc.company.com

• Africaaf-apps.company.com• Europe

eu-apps.company.com• Asia

as-apps.company.com• Americas

nasa-apps.company.com• Oceania

oc-apps.company.com

Plan you Office 365 tenant name

carefully.

Small• 2 Front End• 2 Batch Processing• 2 Search• 1 SQL Cluster

Medium• 4 Front End

(inc DC/RM)• 4 Batch Processing• 1 Workflow• 4 Search• 2 SQL Cluster

• Config & Content• Search

Large• 2 Distributed Cache and

Request Management• 6 Front End• 6 Batch Processing• 3 Workflow• 2 Web App• 4 Search• 3 SQL Cluster

• Config• Content• Search

http://technet.microsoft.com/en-us/library/cc263199.aspx

Use PowerShell to build your Farm.

SQL Server

• Databases• EU_Content

• EU_Content.mdf• EU_Content.ldf

• Instances• Core• Content• Search

• Clusters

Plan for the worst.

Hope for the best.

DemoCreate a Matter Site• Aim, create a Site Collection based on Meta Data from a

Custom list.

MetadataData about data

Data about Data

• Dublin Core Metadata Element Set• Used for web pages

• E-GMS (e-Government Metadata Standard)• ISO 19115:2003 Geographic Information: Metadata

• Describes digital or physical objects

Microsoft Office Metadata

• Author Name• Author Initials• Company or organization name• Computer name• Name of the network server or

hard disk where the document is saved

• Other file properties and summary information

• Non-visible portions of embedded OLE objects

• Names of previous document authors

• Document revisions• Document versions• Template information• Hidden text or cells• Personalized views• Comments• …and more!

Legal Meta Data

• Client Name• Client Number• Client Type• Matter Name• Matter Number• Attorney / Lawyer Assigned• Matter Type• Matter Status

• First Court Date• Next Court Date• Matter Notes• Matter Start Date• Matter End Date• Jurisdiction• Region• Matter Sensitivity

Classification of Data

Security• Top secret• Secret• Confidential• Restricted• Protect• Unclassified

Nationality CaveatUK EYES OnlyCANUKUS Eyes OnlyAUSCANNZUKUS

Descriptors• Budget• Commercia

l• Honours• Manageme

nt• Medical

• Personal• Policy• Staff• Visits

Source: http://en.wikipedia.org/wiki/Classified_information_in_the_United_Kingdom

BooksBook CategoriesNon-Fiction

Taxonomy Term Store

Term Group(s)Term Set(s)Term(s)

Plan yourTaxonomy / Folksonomy

carefully

DEMOTaxonomy Term Store

Meta Data Removal

• Manual• Microsoft Office

• Automated• Microsoft Office• Third Party Tools

• Workshare Security (http://www.workshare.com/)• Combination

Creating Content Types

• User Interfacehttp://www.sharepointfront.com/powershell-cmdlets-to-create-and-remove-a-contenttype-hub/• PowerShell

http://get-spscripts.com/2011/02/export-and-importcreate-site-content.html• Visual Studio

http://msdn.microsoft.com/en-us/library/gg295290(v=office.14).aspx

Content Type and Terms

Document

eLibrary Book

Physical Book

Location RFID

Electronic Book

Matter Document

Matter Contract

Matter Intellectual

Property Protection

Matter Letter Matter Litigation

Matter Securities Compliance

DemoeLibrary

Auto Classification / Tagging

• Reduce cost• of tagging and mis-tagging• associated with the inability to find information

• Reduce risk associated with end user non-compliance issues• Standardise company processes associated with

the identification and segregation of privacy data

SecurityTrust no one

Security - Chinese / Ethical walls

Click icon to add pictureIn business, a Chinese wall is an information barrier implemented within a firm organization to prevent exchanges of information that could cause conflicts of interest.For example, a Chinese wall may be erected to separate and isolate persons who make investment decisions from persons who are privy to undisclosed material information which may influence those decisions.

http://en.wikipedia.org/wiki/Chinese_wall

Security Tools

• General• AvePoint DocAve

Administratorhttp://www.avepoint.com

• Metalogix ControlPointhttp://www.metalogix.com

• Mobile• Harmoni.ie

http://www.harmoni.ie Colligo Briefcase Enterprisehttp://www.colligo.com

• Ethical Walls• IntApp WallBuilder

http://www.intapp.com • Compliguard Protect

http://fraymangroup.com • Metadata based

• Titus SharePoint Security Metadata Securityhttp://www.titus.com

Don’t underestimate the work involved in understanding and implementing security.

Integration Putting together the puzzle

Microsoft Office and PDF

• Microsoft Office• Service Pack• Office Filter Pack

• PDF Software• Adobe (Acrobat Reader)• Foxit (Foxit PDF Reader)

Foxit SharePoint PDF Reader

ManagementLooking after SharePoint

Tools of the Trade

• UI• Third Party Tools• PowerShell

PowerShellWith great power comes great responsibility

Love PowerShell

PowerShell Tips

• Transcript• Start-Transcript

http://technet.microsoft.com/en-us/library/hh849687.aspx• Stop-Transcript

http://technet.microsoft.com/en-us/library/hh849688.aspx • Exporting

• Export-Clixmlhttp://technet.microsoft.com/en-us/library/hh849916.aspx

• ConvertTo-Csvhttp://technet.microsoft.com/en-us/library/hh849878.aspx

• ConvertTo-Htmlhttp://technet.microsoft.com/en-us/library/hh849878.aspx

PowerShell Tips

• Merge-SPLogFileMerges trace logs from all servers in the Farm into a single log file on the local server.• 2010 - http://

technet.microsoft.com/en-us/library/ff607721%28v=office.14%29.aspx • 2013 - http://

technet.microsoft.com/en-us/library/ff607721%28v=office.15%29.aspx• Example:

Merge-SPLogFile -Path “L:\Logs\FarmLog.log" –Overwrite-StartTime “09/11/2013 12:00" - EndTime " 09/11/2013 13:00"

PowerShell for Site Collection

# Get all Site Collections in the web application called http://SharePointRandyGet-SPWebApplication http://SharePointRandy | Get-SPSite

# Get all Site Collections in the content Database with the specified GUID# Format the output# And display the URL, Owner, Secondary Owner and Quota inforamtionGet-SPSite -ContentDatabase $dbguid | Format-Table -Property Url, Owner, SecondaryOwner, Quota

Get Inventory of All SharePoint Documents Using Windows PowerShellfunction Get-DocInventory([string]$siteUrl) {$site = New-Object Microsoft.SharePoint.SPSite $siteUrlforeach ($web in $site.AllWebs) {foreach ($list in $web.Lists) {if ($list.BaseType -ne “DocumentLibrary”) {continue}

http://www.codeproject.com/Articles/676989/Get-Inventory-of-All-SharePoint-Documents-Using-Wi

• Enforce checkout• Plan cross farm Taxonomy• XMP = Extensible Mark-up Platform

• http://www.adobe.com/products/xmp/• DR

• RPO = Recover Point Objective• RTP = Recover Time Objective

Orphaned Sites

• Sites that can not be accessed!• Various ways they can be created• A waste of space• You may, but unlikely, have thousands!

• To get number of rows• (select count (*) from dbo.TimerJobHistory)

• The table doesn’t have that many columns but can have gigabytes of data.• Id, ServiceId, WebApplicationId, JobId, ServerId, Status, StartTime,

EndTime, WebApplicationName, JobTitle, ServerName, DatabaseName, ErrorMessage

• Only 7 days are meant to be kept• $history.daystokeephistory = 365

$history.update()$history.runnow()

Timer Job History

Third Party Tools

Administration Tools

• AvePoint• DocAve Archiver• DocAve eDiscovery• DocAve Compliance Detector

• Metalogix (Sponsor)• ControlPoint

• HiSoftware• Compliance Sheriff® SP for SharePoint• Security Sheriff™ SP for SharePoint

SharePoint add-ons for Legal DM

• Epona DMS for Legalhttp://www.epona.com • ContentWorker

http://www.contentworker.com • GO Legal SharePoint DMS

http://www.enableplc.com• PageLight

http://sai-innovations.com

Thanks to our Sponsors

Thank You and Questions ?

Me, Myself and I

• Randy Perkins-Smart• @SharePointRandy• LinkedIn.com/in/RandyPerkins

• Perkins-Smart Consulting Ltd• Randy@Perkins-Smart.net• +44 (0) 20 7175 0105 • www.Perkins-Smart.net• @Perkins-Smart

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