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?

4. 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

5. Is this what your job feels like?

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

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

8. Today�s IT Info Challenges

9. SharePoint Strategy

11. 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.

12. CIO Storage Vision (Utopia?)

13. Structured and Unstructured Data

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

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 Storage Improvements 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. Myth: 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

30. 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

31. 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

32. Are Public Folders Dead?

33. Myth � Public Folders are 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

34. Supported for a Minimum of 10 Years: However, They DoStrongly Recommend SharePoint for Most Application Development Scenarios�

35. SharePoint vs. Public Folder Why SharePoint Instead of Public Folders?

36. 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

37. 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)

38. Notes Migrations are simple to complex

39. Notes Migration: Some Dev Required

40. 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 Thirdparty tools for Migrations and customizations to templates

41. Balance Flexibility with Control

42. 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� Validate/Test in preproduction environment first Design with support, search, and life cycle in mind

43. Flat Lists Don�t Scale

44. Default List Page Load is Inefficient

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

46. 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

48. 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

49. 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

50. 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

51. Quest SharePoint Solutions Quest Site Administrator helps you Discover what SharePoint instances exist across the organization. This includes WSS and Portal (2003 and 2007). It finds it all across the enterprise. Once you discover SharePoint org-wide, Site Administrator helps you understand how SharePoint is being used. It features more than 30 reports to help you see what sites are being used most/least, what users are most active, etc And, with Site Admin, you can manage SharePoint from a central console. You can configure all sites and set permissions from one central console (rather than going to each site to set this). Recovery Manager for SharePoint allows you to recover data anytime and restore it anywhere using the backup infrastructure you already have in place. Recovery Manager provides emergency access to all SharePoint content all the time. With Recovery Manager, any recovered content can be restored to any SharePoint instance or saved to a file system.�Get your business-critical data back online before the entire server farm comes back. Recovery Manager works with backups from SQL databases so all information stored in the databases, including alerts, permissions, metadata and custom views, can be restored. Recovery Manager also provides a convenient way to search, locate and preview�any item from across multiple database backups before restoring it. Migration As SharePoint is becoming the main repository for enterprise-wide data, organizations are migrating and consolidating from Quest Public Folder Migrator for SharePoint facilitates the bulk migration of data stored in the public folders on the Exchange server to SharePoint�2003 or 2007 environments.�Public Folder Migrator preserves the folder hierarchy and�ensures data consistency and availability. Quest Migration Manager for SharePoint enables organizations to migrate content from SharePoint 2003 to SharePoint 2007 and consolidate and reorganize content from multiple SharePoint 2007 locations. Quest File Migrator for SharePoint enables organizations to migrate content in files shares to SharePoint 2007 with an integrated management console. Quest Notes Migrator for SharePoint migrates Lotus application content to SharePoint. Notes Migrator scales from automated migration of standard Notes applications to advanced migration of complex custom Notes applications. Application Development Development Studio for SharePoint enables organizations to build collaborative applications using data from anywhere in the enterprise. The ability to build applications, menus and�dashboards�through configuration rather than code reduces the cost and time to build applications by up to 80 percent.Quest Site Administrator helps you Discover what SharePoint instances exist across the organization. This includes WSS and Portal (2003 and 2007). It finds it all across the enterprise. Once you discover SharePoint org-wide, Site Administrator helps you understand how SharePoint is being used. It features more than 30 reports to help you see what sites are being used most/least, what users are most active, etc And, with Site Admin, you can manage SharePoint from a central console. You can configure all sites and set permissions from one central console (rather than going to each site to set this). Recovery Manager for SharePoint allows you to recover data anytime and restore it anywhere using the backup infrastructure you already have in place. Recovery Manager provides emergency access to all SharePoint content all the time. With Recovery Manager, any recovered content can be restored to any SharePoint instance or saved to a file system.�Get your business-critical data back online before the entire server farm comes back. Recovery Manager works with backups from SQL databases so all information stored in the databases, including alerts, permissions, metadata and custom views, can be restored. Recovery Manager also provides a convenient way to search, locate and preview�any item from across multiple database backups before restoring it. Migration As SharePoint is becoming the main repository for enterprise-wide data, organizations are migrating and consolidating from Quest Public Folder Migrator for SharePoint facilitates the bulk migration of data stored in the public folders on the Exchange server to SharePoint�2003 or 2007 environments.�Public Folder Migrator preserves the folder hierarchy and�ensures data consistency and availability. Quest Migration Manager for SharePoint enables organizations to migrate content from SharePoint 2003 to SharePoint 2007 and consolidate and reorganize content from multiple SharePoint 2007 locations. Quest File Migrator for SharePoint enables organizations to migrate content in files shares to SharePoint 2007 with an integrated management console. Quest Notes Migrator for SharePoint migrates Lotus application content to SharePoint. Notes Migrator scales from automated migration of standard Notes applications to advanced migration of complex custom Notes applications. Application Development Development Studio for SharePoint enables organizations to build collaborative applications using data from anywhere in the enterprise. The ability to build applications, menus and�dashboards�through configuration rather than code reduces the cost and time to build applications by up to 80 percent.

52. Notes Migrator for SharePoint 5.0 Editions With Notes Migrator for SharePoint 5.0, we now have several editions that you can start with. The �Discovery� edition is the one that is optimized for Analysis projects and is a very inexpensive way to get started. The Standard Edition contains all of our content migration functionality and would be more than adequate for smaller migration projects. For the larger projects, you will probably want to consider the Premier edition which adds tools to manage the overall migration project as well as automated provisioning of entire SharePoint sites.With Notes Migrator for SharePoint 5.0, we now have several editions that you can start with. The �Discovery� edition is the one that is optimized for Analysis projects and is a very inexpensive way to get started. The Standard Edition contains all of our content migration functionality and would be more than adequate for smaller migration projects. For the larger projects, you will probably want to consider the Premier edition which adds tools to manage the overall migration project as well as automated provisioning of entire SharePoint sites.

53. Migration Console Discover, Analyze, Manage, Consolidate, Automate, Provision The Migration Console can also be your �home base� for migrating databases. Here we see a screen shot of migrating from the new management console. This picks up where the Discovery and Analysis part left off. One you have discovered and classified all your databases, it is a simple matter to right click and migrate it. We selected five databases that we want to migrate and are going to migrate them all at once. In the inset we can see that one of the databases is a Team Room and it is set up with four different migration jobs. One job will pull out the Discussion part of the team room and send it to a SharePoint Discussion list. Other jobs will take case of the Documents, the team Calendar, and the Task list. With prior versions, you would have to run these jobs one at a time. Now we assign the jobs automatically, allow you to customize them, and let you run them in bulk. I should note that if you just have a few databases to migrate, this may be overkill. So rest assured that the old �Designer� client that you know and love from prior versions of the product is still there and would probably be the preferred way to do a one-off migration job.The Migration Console can also be your �home base� for migrating databases. Here we see a screen shot of migrating from the new management console. This picks up where the Discovery and Analysis part left off. One you have discovered and classified all your databases, it is a simple matter to right click and migrate it. We selected five databases that we want to migrate and are going to migrate them all at once. In the inset we can see that one of the databases is a Team Room and it is set up with four different migration jobs. One job will pull out the Discussion part of the team room and send it to a SharePoint Discussion list. Other jobs will take case of the Documents, the team Calendar, and the Task list. With prior versions, you would have to run these jobs one at a time. Now we assign the jobs automatically, allow you to customize them, and let you run them in bulk. I should note that if you just have a few databases to migrate, this may be overkill. So rest assured that the old �Designer� client that you know and love from prior versions of the product is still there and would probably be the preferred way to do a one-off migration job.

54. Cheers!

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