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• [email protected]• +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

2008

2009

2010

2011

2012

2013

2014

2015

TraditionalDMS

Decision to move to

SharePoint

Migrate to SharePoint

2010

Finish migration to SharePoint

Hybrid platformSharePoint on premises & Office

365

Public and Private Cloud

Plan upgrade to SharePoint

2013


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

DMS

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


Tip

Plan you Office 365 tenant name

carefully.


Farms

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


Tip

Use PowerShell to build your Farm.


SQL Server

• Databases• EU_Content

• EU_Content.mdf• EU_Content.ldf

• Instances• Core• Content• Search

• Clusters


Tip

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)


Tip

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

http://www.workshare.com/

http://www.workshare.com/


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

http://www.sharepointfront.com/powershell-cmdlets-to-create-and-remove-a-contenttype-hub/

http://www.sharepointfront.com/powershell-cmdlets-to-create-and-remove-a-contenttype-hub/

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

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

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

http://www.avepoint.com/

http://www.avepoint.com/

http://www.metalogix.com/

http://www.metalogix.com/

http://www.harmoni.ie/

http://www.colligo.com/

http://www.colligo.com/

http://www.intapp.com/

http://fraymangroup.com/

http://www.titus.com/


Tip

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


Tip

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

http://technet.microsoft.com/en-us/library/hh849687.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"

http://technet.microsoft.com/en-us/library/ff607721(v=office.14).aspx







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


Tips

• 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

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

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


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

http://www.epona.com/

http://www.epona.com/

http://www.contentworker.com/



http://www.enableplc.com/

http://www.enableplc.com/

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• [email protected]• +44 (0) 20 7175 0105 • www.Perkins-Smart.net• @Perkins-Smart

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