Tips & Tricks For Architecting & Administrating Highly Utilised Collaboration Environments (SUGUK 2014-02-11)

Tips & Tricks
For 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 | 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
Traditional
DMS

2008

Plan upgrade to
SharePoint 2013

Migrate to
SharePoint 2010

2009

Decision to move
to SharePoint

2010

2011

2012

Finish migration
to SharePoint

Public and
Private Cloud

2013

2014

2015

Hybrid platform
SharePoint on premises & Office 365


< 2007

2008

2010

2012


2014

Design
Architecting the platform

Port House by Zaha Hadid

The Mobile Art Pavilion for CHANEL by Zaha Hadid

School by Zaha Hadid

Randy Perkins-Smart | randy.perkins-smart.com | @SharePointRandy Fire Station by |Zaha Hadid
| Perkins-Smart.net
@Perkins-Smart

Farm Types

Intranet

Archive

DMS

Applications


Farm Locations
• Region Based
•
•
•
•

Africa (AF)
Europe (EU)
Asia (AS)
Americas (AM)
• North America
• South America

• Oceania (includes Australia)


Intranet and DMS Farms
• International
intranet.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

• Africa
af-dms.company.com
• Europe
eu-dms.company.com
• Asia
as-dms.company.com
• Americas
nasa-dms.company.com
• Oceania
oc-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

• Africa
af-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

Medium

Large

• 2 Front End

• 4 Front End
(inc DC/RM)

• 2 Distributed Cache and
Request Management
• 6 Front End
• 6 Batch Processing
• 3 Workflow
• 2 Web App
• 4 Search
• 3 SQL Cluster

• 2 Search
• 1 SQL Cluster

• 1 Workflow

• 4 Search
• 2 SQL Cluster
• Config & Content
• Search

• 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.


Demo
Create a Matter Site
• Aim, create a Site Collection based on Meta Data from a Custom
list.


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

Nationality Caveat

Descriptors

• Top secret

UK EYES Only

• Budget

• Secret

CANUKUS Eyes Only

• Commercial • Policy

• Confidential

AUSCANNZUKUS

• Honours

• Personal
• Staff

• Restricted

• Management • Visits

• Protect

• Medical

• Unclassified

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

Classification of Data
•

Top secret
Information 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.

•

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

•

Confidential
The 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.

•

Restricted
Information 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.

•

Protect
Such 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.

•

Unclassified
The term "UNCLASSIFIED" or "NOT PROTECTIVELY MARKED" may be used in UK Government documents to indicate positively that a protective
marking is not needed.

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


Taxonomy Term Store
Term
BooksGroup(s)
Term Set(s)
Book Categories
Term(s)
Non-Fiction


Tip

Plan your
Taxonomy / Folksonomy
carefully


DEMO
Taxonomy Term Store


Manual Demo


Taxonomy Term Store Example


Meta Data Removal
• Manual
• Microsoft Office

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

• Combination


Creating Content Types
• User Interface
http://www.sharepointfront.com/powershell-cmdlets-to-create-andremove-a-contenttype-hub/
• PowerShell
http://get-spscripts.com/2011/02/export-and-importcreate-sitecontent.html
• Visual Studio
http://msdn.microsoft.com/en-us/library/gg295290(v=office.14).aspx


Content Type and Terms
Document

Matter
Document

eLibrary Book

Physical Book

Location

Electronic Book

Matter Contract

Matter Intellectual
Property
Protection

Matter Letter

Matter
Litigation

Matter Securities
Compliance

RFID


Demo
eLibrary


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 - 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 ControlPoint
http://www.metalogix.com

• Mobile
• Harmoni.ie
http://www.harmoni.ie
Colligo Briefcase Enterprise
http://www.colligo.com

• Ethical Walls
• IntApp WallBuilder
http://www.intapp.com
• Compliguard Protect
http://fraymangroup.com

• Metadata based
• Titus SharePoint Security
Metadata Security
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
• 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-Transcript

• Exporting
• Export-Clixml
• ConvertTo-Csv
• ConvertTo-Html


PowerShell Tips
• Merge-SPLogFile
Merges trace logs from all servers in the Farm into a single log file
on the local server.
• 2010 - http://technet.microsoft.com/enus/library/ff607721%28v=office.14%29.aspx
• 2013 - http://technet.microsoft.com/enus/library/ff607721%28v=office.15%29.aspx

• Example:
Merge-SPLogFile -Path “L:LogsFarmLog.log" –Overwrite
-StartTime “09/11/2013 12:00" - EndTime " 09/11/2013 13:00"


PowerShell for Site Collection
# Get all Site Collections in the web application called http://SharePointRandy
Get-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 inforamtion
Get-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-AllSharePoint-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


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()

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 Legal
http://www.epona.com
• ContentWorker
http://www.contentworker.com
• GO Legal SharePoint DMS
http://www.enableplc.com
• PageLight
http://sai-innovations.com


Tips & Tricks For Architecting & Administrating Highly Utilised Collaboration Environments (SUGUK 2014-02-11)

Recomendados

Recomendados

Mais conteúdo relacionado

Semelhante a Tips & Tricks For Architecting & Administrating Highly Utilised Collaboration Environments (SUGUK 2014-02-11)

Semelhante a Tips & Tricks For Architecting & Administrating Highly Utilised Collaboration Environments (SUGUK 2014-02-11) (20)

Mais de Randy Perkins-Smart

Mais de Randy Perkins-Smart (7)

Último

Último (20)

Tips & Tricks For Architecting & Administrating Highly Utilised Collaboration Environments (SUGUK 2014-02-11)