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• Randy_@_Perkins-Smart_._net
• +44 (0) 20 7175 0105
• www.Perkins-Smart.net
• @Perkins-Smart
Randy Perkins-Smart | www.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.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
www.SUGUK.org
East Anglia – 19 November 2013North West - 10 December 2013
London - 19 December 2013Isle of Man - 30 January 2014
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Agenda
• Who are you?
• Scenario
• Architecting
• Using Meta Data
• Administration
• Questions
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Who are you?
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Scenario
Painting a picture
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Plan upgrade to
SharePoint 2013
Design
Architecting the platform
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Intranet
DMS
Applications
Archive
Farm Locations
• Region Based• Africa (AF)
• Europe (EU)
• Asia (AS)
• Americas (AM)
• North America
• South America
• Oceania (includes Australia)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
http://technet.microsoft.com/en-us/library/cc263199.aspx
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Use PowerShell to build your Farm.
SQL Server
• Databases• EU_Content
• EU_Content.mdf
• EU_Content.ldf
• Instances• Core
• Content
• Search
• Clusters
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Metadata
Data about data
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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!
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Books
Book Categories
Non-Fiction
Taxonomy Term Store
Term Group(s)
Term Set(s)
Term(s)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Plan your
Taxonomy / Folksonomy
carefully
DEMOTaxonomy Term Store
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Meta Data Removal
• Manual• Microsoft Office
• Automated• Microsoft Office
• Third Party Tools• Workshare Security (http://www.workshare.com/)
• Combination
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Creating Content Types
• User Interfacehttp://www.sharepointfront.com/powershell-cmdlets-to-create-and-remove-a-contenttype-hub/
• SharePoint Designer
• 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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
DemoeLibrary
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Security
Trust no one
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Don’t underestimate the work involved in
understanding and implementing security.
Integration
Putting together the puzzle
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Microsoft Office and PDF
• Microsoft Office• Service Pack
• Office Filter Pack
• PDF Software• Adobe (Acrobat Reader)
• Foxit (Foxit PDF Reader)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Foxit SharePoint PDF Reader
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Management
Looking after SharePoint
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tools of the Trade
• UI
• Third Party Tools
• PowerShell
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
PowerShell
With great power comes great responsibility
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
http://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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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"
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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 $dbguid | Format-Table -Property Url, Owner, SecondaryOwner, Quota
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Get Inventory of All SharePoint Documents Using Windows PowerShell
function Get-DocInventory([string]$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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Orphaned Sites
• Sites that can not be accessed!
• Various ways they can be created
• A waste of space
• You may, but unlikely, have thousands!
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
• 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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Third Party Tools
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Administration Tools
• AvePoint• DocAve Archiver
• DocAve eDiscovery
• DocAve Compliance Detector
• Metalogix (Sponsor)• ControlPoint
• HiSoftware• Compliance Sheriff® SP for SharePoint
• Security Sheriff™ SP for SharePoint
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Thanks to our Sponsors
Thank You and Questions ?
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
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart