tips & tricks for architecting & administrating highly utilised collaboration environments...

Tips & TricksFor Architecting & Administrating

Highly Utilised Collaboration Environments

By Randy 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

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

Biography Extended

• Worked with SharePoint and other CMS/DMS solutions since circa 2001. I am a SharePoint contractor currently working for one of the largest legal practices in the world.

• I am a BCS Chartered IT Professional, Microsoft Certified Technology Specialist and Microsoft Certified IT Professional. He founded the Channel Islands SharePoint User Group and is co-leader of the East Anglia branch of the SharePoint User Group. He is also on the Committee of the BCS Internet Specialist Group.

• He has delivered SharePoint solutions to various industries including art, charity, entertainment, not-for-profit, legal and financial.

• In his spare time, when he is not providing pro bono services to charities and small businesses, he enjoys watching basketball and playing Lego with his sons.


Agenda

• Who are you?

• Scenario

• Architecting

• Using Meta Data

• Administration

• Questions


Who are you?


Scenario

Painting a picture


Scenario

• Worldwide offices

• Manage 100,000s projects and legal cases

• Every project / case has it’s own Site Collection

• No “legal” document or previous versions are deleted

• "eLibrary"

• Minimal Customisations

• Third party applications allowed


History and Roadmap


2008 2009 2010 2011 2012 2013 2014 2015

Traditional

DMS

Decision to move

to SharePoint

Migrate to

SharePoint 2010

Finish migration

to SharePointHybrid platform

SharePoint on premises & Office 365

Public and

Private Cloud

Plan upgrade to

SharePoint 2013

< 2007 2008 2010 2012 2014


Design

Architecting the platform

Randy Perkins-Smart | 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

• Europeeu-intranet.company.com

• Asiaas-intranet.company.com

• Americasnasa-intranet.company.com

• Oceaniaoc-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

• Africaaf-rc.company.com

• Europeeu-rc.company.com

• Asiaas-rc.company.com

• Americasnasa-rc.company.com

• Oceaniaoc-rc.company.com

• Africaaf-apps.company.com

• Europeeu-apps.company.com

• Asiaas-apps.company.com

• Americasnasa-apps.company.com

• Oceaniaoc-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)


• 1 Workflow

• 4 Search

• 2 SQL Cluster

• Config & Content

• Search

Large• 2 Distributed Cache and

Request Management

• 6 Front End


• 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

• SP_EU_Content.mdf

• SP_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.


Metadata

Data 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 Caveat

UK EYES Only

CANUKUS Eyes Only

AUSCANNZUKUS

Descriptors

• Budget

• Commercial

• Honours

• Management

• Medical

• Personal

• Policy

• Staff

• Visits


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

Classification of Data

• Top secretInformation marked as Top secret is that which whose release is liable to cause considerable loss of life, international diplomatic incidents, or severely impact ongoing intelligence operations. Prior to the Second World War, the highest level was "Most Secret"; it was renamed so that the UK and US operated to a consistent system.

• SecretThis marking is used for information whose side-effects may be life-threatening, disruptive to public order or detrimental to diplomatic relations with friendly nations.

• ConfidentialThe effects of releasing information marked as Confidential include considerable infringement on personal liberties, material damage to diplomatic relations, or to seriously disrupt day-to-day life in the country.

• RestrictedInformation marked as Restricted is at a level where the release of the material will have effects such as significant distress to individuals, adversely affecting the effectiveness of military operations, or to compromise law enforcement.

• ProtectSuch information will cause distress to individuals, cause financial loss or improper gain, prejudice the investigation or facilitate the commission of a crime or disadvantage government in commercial or policy negotiations with others.

• UnclassifiedThe term "UNCLASSIFIED" or "NOT PROTECTIVELY MARKED" may be used in UK Government documents to indicate positively that a protectivemarking is not needed.

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


Books

Book Categories

Non-Fiction

Taxonomy Term Store

Term Group(s)

Term Set(s)

Term(s)


Tip


Plan your

Taxonomy / Folksonomy

carefully

DEMOTaxonomy Term Store


Manual Demo


Taxonomy Term Store Example


Meta Data Removal

• Manual• Microsoft Office

• Automated• Microsoft Office

• Third Party Tools• Workshare Security (http://www.workshare.com/)

• Combination


http://www.workshare.com/

Creating Content Types

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

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

• Visual Studiohttp://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://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 ContractMatter Intellectual

Property Protection

Matter LetterMatter

LitigationMatter 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


Security

Trust no one

Security - Chinese / Ethical walls

In 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 Administrator

http://www.avepoint.com

• Metalogix ControlPointhttp://www.metalogix.com

• Mobile• Harmoni.ie

http://www.harmoni.ieColligo Briefcase Enterprisehttp://www.colligo.com

• Ethical Walls• IntApp WallBuilder

http://www.intapp.com

• Compliguard Protecthttp://fraymangroup.com

• Metadata based• Titus SharePoint Security

Metadata Securityhttp://www.titus.com


http://www.avepoint.com/

http://www.metalogix.com/

http://www.harmoni.ie/

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


Management

Looking after SharePoint

Tools of the Trade

• UI

• Third Party Tools

• PowerShell


PowerShell

With great power comes great responsibility

Tip


Love

PowerShell

PowerShell Tips

• Transcript• Start-Transcript

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

• Stop-Transcripthttp://technet.microsoft.com/en-us/library/hh849688.aspx

• Exporting• Export-Clixml


• 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"


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

http://technet.microsoft.com/en-us/library/ff607721(v=office.15).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 PowerShell

function Get-DocInventory([string]$siteUrl) {

$site = New-Object Microsoft.SharePoint.SPSite $siteUrl

foreach ($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/

Orphaned Sites

• Sites that can not be accessed!

• Various ways they can be created

• A waste of space

• You may, but unlikely, have thousands!


Timer Job History

• 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()


Third Party Tools

Administration Tools

• AvePoint• DocAve Archiver

• DocAve eDiscovery

• DocAve Compliance Detector

• Metalogix• 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

• ContentWorkerhttp://www.contentworker.com

• GO Legal SharePoint DMShttp://www.enableplc.com

• PageLighthttp://sai-innovations.com


http://www.epona.com/

http://www.enableplc.com/

http://sai-innovations.com/

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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