Mission Impossible Help me Kill the File Servers, Public Folders, Notes, etc and migrate to SharePoint.

1. Mission Impossible? Help me Kill the File Servers, Public Folders, Notes, etc� and migrate to SharePoint.

2. 8+ Year SharePoint Veteran 5 Years in MS IT 2 Years in SharePoint Product Team SharePoint Consultant and Trainer 6 Years @ TechEd Global Loves to travel and eat weird things Who is Joel Oleson?

3. Agenda The Scene� End User Confusion Goals Requirements Platform Break Down: File Shares Public Folders Notes, etc� Q & A

5. Introduction Growing Demands of the Business, CIOs, Architects, & Admins Shrinking budgets Regulatory compliance & legal liability issues Data Needs to Be Consolidated and Managed Information stored in email, shares, desktops, legacy apps is a key enterprise asset They need to be shared & �findable� for reuse

6. Is this what your job feels like?

7. The Scene � End User Platform Confusion Workers faced too many choices for storing content Content type Audience Purpose Stage of Document Readiness Accessibility

8. Or a chicken with it�s head CUTOFF?

9. Today�s IT Info Challenges

10. SharePoint Strategy

12. Recession Proof Goals These three pillars of common SharePoint project goals can help you in establishing concrete examples for your deployment. First, is there financial reasons why you are deploying SharePoint? Are you trying to remove legacy applications already providing similar functionality? Are you trying to optimize existing business processes? Second, standards can be enforced both in brand, style, and even in business processes. Third, are you trying to build a new service to provide functionality not previously there. From Wikis, to my sites, and collaborative web applications, SharePoint site provisioning can be an empowering experience for everyone including freeing up resources in IT to help focus on optimization. Building a service will both help IT to scale, but also better define what is being provided to the business allowing them to focus their efforts in a manageable and scalable way.These three pillars of common SharePoint project goals can help you in establishing concrete examples for your deployment. First, is there financial reasons why you are deploying SharePoint? Are you trying to remove legacy applications already providing similar functionality? Are you trying to optimize existing business processes? Second, standards can be enforced both in brand, style, and even in business processes. Third, are you trying to build a new service to provide functionality not previously there. From Wikis, to my sites, and collaborative web applications, SharePoint site provisioning can be an empowering experience for everyone including freeing up resources in IT to help focus on optimization. Building a service will both help IT to scale, but also better define what is being provided to the business allowing them to focus their efforts in a manageable and scalable way.

13. CIO Storage Vision (Utopia?)

14. Groups and Process Flow

15. Direction

17. Platforms with PurposeReduce the Overlap SharePoint Products & Technologies Office Collaboration Word, Excel, PPT Document & Form (XML) Libraries Workspaces, Versioning & History Presence & Membership Surveys, Events, Team Calendars, Link Lists File Server (DFS) Large Files Large or Streaming Media Files � WMV, JPG, PNG Databases, MDB, PST, Archives: Logs, evts, Excel Calc, Dat Executables, Scripts, Tools and Product Distribution

19. File Server TypesSharePoint

20. File Server TypesFile Server

21. Files by File Group on Disk in TBFile Server

22. File Server Top 10 Files by Count  Sampling of 50 File Servers - 7.3 TB across 29 Million Files

23. File Server Top Files on Disk by Storage Size

24. SharePoint Top 10 File Types Sampling of SharePoint Farm - 2 TB - 2.5 Million Files

25. File Share (SMB) Network Utilization Only at 256 is Utilization impacting the time to loadOnly at 256 is Utilization impacting the time to load

26. SharePoint Network Utilization Utilization is significant up through 2MBUtilization is significant up through 2MB

27. Latency vs. Bandwidth Network Tolerance High tolerance for latency, loves bandwidth and utilization can play a factor.High tolerance for latency, loves bandwidth and utilization can play a factor.

28. Windows StorageNew File Server Features Better Windows Quotas Microsoft Cluster Service (great w/ SANs & Virtual Server) Domain & Stand Alone DFS Site Costing R2: DFSR, RDC Client Side Cache (Offline features) Volume Snapshots & Shadow Copy Restore

29. Structured and Unstructured Data

30. Public Folder Visualization

31. Myth #1 � Manage Email in Mailbox Folders Advantages of Using Mailbox to Manage Email Information workers find it convenient Email feels safe Email documents to themselves to store them in Exchange Drag-and-drop files & emails into Outlook folders > PSTs PSTs can provide offline access PSTs can get around inbox size limits

32. SharePoint VS. Email Why Use SharePoint to Manage Email? Centralize content on company servers Supports sharing of email content across the enterprise Body & attachment become searchable & reusable Advantages of version control & history Improved knowledge management What is Microsoft IT Doing? .MSG/.EML files = Top 10 File Type

33. Email Tips Tips & Tricks Use content types to specify retention policies on content .MSG files open in Outlook Use custom metadata to improve �findability� Don�t dump email into SharePoint Storage nightmare Users must decide which content is important Metadata and decisions must be made when stored

34. Are Public Folders Dead?

35. Myth � Public FoldersAre Dead No Need for Confusion� February 20, 2006 � public folders may not be in next release  March 31, 2008 � public folders will be in next major release

36. The Exchange Team Will Include Public Folders in the Next Version & Support Them for a Minimum of 10 Years: However, They DoStrongly Recommend SharePoint for Most Scenarios�

37. SharePoint vs. Public Folder Why SharePoint Instead of Public Folders? Functionality overlap between Public Folders & SharePoint Public Folders are in maintenance mode Microsoft is investing heavily in SharePoint development

38. Real World at MS� What is Microsoft IT Doing? Moving more content to SharePoint Archiving and age limits on nearly all folders No Net New without an exception� Replication disabled to eliminate duplicate storage Locking new folders down to exception-based requests New provisioning requests pointed to SharePoint Distribution list archiving most common exception

39. Public Folder Realities� Common Issues with Public Folders Heavy time investment for Exchange Administrators Common Concerns Control Performance Scale & storage issues Support Duplicate File Shares and SharePoint Security and privacy concerns �Public� social dumping grounds an HR issue (pictures & music)

40. Tip #2 � Notes Migrations are simple to complex

41. Notes: Consider SharePoint for Applications Migrating from Lotus Notes? Mail migration: it�s a no-brainer, Exchange Application migration: strongly recommend SharePoint Tips & Tricks If you plan to customize SharePoint sites & site templates, look at Features & Solutions Consider Third party tools to fill offline or replication gaps Notes to SharePoint migrations: applications + email in Outlook Works online & offline

42. Balance Flexibility with Control

43. Tips and Tricks Design Design for list scalability (more on this later) Bad Design: a folder called �Keep� or �Backup� Good Design: a folder called �Legal Hold� Use content types to set retention policies Know what you are doing - it�s easy to end up with a mess Test in preproduction environment first Develop good workflows to manage new list requests Design with support, search, and life cycle in mind

44. Flat Lists Don�t Scale

45. Default List Page Load is Inefficient

46. With SharePoint, It�s Best to Limit the Number of Items in One List and/or Use Views, Folders, & Queries to Improve Performance

47. Scale Tips What is Microsoft IT Doing? Set up scan to find lists > 3000 items Read their whitepaper: �SharePoint Performance Optimization� Tips & Tricks Use Folders to break up content, < 2000 items per folder Indexed Columns for quicker retrieval Search Queries Most efficient method of retrieval

49. More details� Further Reading on Performance & Scale Issues �Working with Large Lists in Office SharePoint Server 2007� by Steve Peschka, Microsoft testing to determine the performance of large SharePoint lists under different loads & modes of operation �Plan for software boundaries (Office SharePoint Server)� on Microsoft TechNet performance & capacity limits of SharePoint, & guidelines for acceptable performance

50. SUCCESS Comes from continual care and nurturing You don't get business benefit once from SharePoint, it is a platform for continual innovation and business improvement SUCCESS Comes from continual care and nurturing You don't get business benefit once from SharePoint, it is a platform for continual innovation and business improvement

51. Pop Quiz (Scenarios & wrap up)What platform would you use? Linked Excel Workbooks AutoCAD Multi linked files (xp3) Self Extracting Executable Small database (mdb) Large PPT (80MB) Installation files for corporate installation of WinZip CSV Shared Calendars Discussion Survey Corporate Video CEO Media presentation

52. Quest SharePoint Migration Tools Public Folder Migrator File Share Migrator Notes Migrator SharePoint 2003 to 2007 (Content Migration) Quest Webparts (Designed for Rich Quick App Deployment with No Code) Coming soon� SharePoint 2007 to 2007 (for Restructuring) Erooms More at http://www.quest.com/sharepoint Announcing�

53. Cheers!