Getting Rid Of Legacy And SharePoint Migration and Assement by Joel Oleson

Mission Impossible? Help me Kill

My File Servers, Notes, and Public

Folder Servers

ITP359

Joel Oleson

sharepointjoel.com

Twitter: @joeloleson

Joel Oleson, MCSE, MCTS

http://www.sharepointjoel.com

Quest Software

http://www.twitter.com/joeloleson

[email protected]

Blogger, Speaker, Trainer, Sr. Consultant

and Sr. Product Manager

Agenda

Where We’ve Been

A look at Files by Platform

Files Grouped by SharePoint vs. File

Servers

SharePoint Vs. File Share Vs. Public

Folder

A look files over Network – SMB vs. HTTP

Notes Migrations

Q & A

End User Platform Confusion

Workers faced too many

choices for storing content

Content type

Audience

Purpose

Stage of Document Readiness

Accessibility

Quote from Windows VP

"In today's world, basic file sharing isn't enough," said Bill Veghte,

corporate vice president of the Windows Server Group at Microsoft.

"Windows SharePoint Services is the next-generation platform for

file sharing and team collaboration. It redefines the way teams

work together and share information, increasing the productivityof your entire company." - May 3, 2003

#5. Reason to install SharePoint from Microsoft.com - Consolidate

and optimize your traditional file servers.

1) Cost Reduction

2) Compliance

3) Security Footprint

4) IP Concerns

5) Reduce User Confusion

6) WAN Consolidation to Regional or Central Services

7) Supportability – Out of Service HW and SW

8) Search and Discoverability

9) Storage Optimization

10) Information Architecture and Taxonomy

10 Reasons to Get Rid of Legacy

What is YOUR IT Mission

Discoverability for Users and Information Enterprise Search

Corporate Directories

Reducing Complexity Centralized Management of Services

Ensuring Enterprise Readiness Scalable

Available

Manageable

Shutting Down File Servers

Execution

Culture/Training IT or Business Tools and Reporting

User & Business Communication

What to Store What to Move What to Archive/Delete

Analysis

File Type AGE, Size, Usage Categories

Collab Venn 2-5% estimated Active

Collab @ MS (95% NOT)File

Shares

Files with CollabType

CollabShares

(%Collab)

Active Collab

Shutting Down Legacy

Execution

Redirects Culture/Training IT or BusinessTools and Reporting

Communication

Ownership Timeline What to Archive/Delete

Analysis

UsageBots, Assemblies,

ControlsCategories

(WCM/Collab)

1313

Analysis

XML

Media

Audio &

Video

Office &

Collab

EmailZIPWeb Part

Pages &

htm

SharePoint File TypesSharePoint

PST

Code,

Scripts &

Executables

Office

Databases

Mdb, Mdf

Archive

ZIP, RAR,

etc..

Media

(Audio &

Video)

File Server TypesFile Server

Files by File Group on Disk in TB

File Server

0

0.2

0.4

0.6

0.8

1

1.2

1.4

1.6

1.8

2

Office

Code

Archive

Media

Database

PST

What is this File Server doing?

DFS Top Files by

count

# of Files in

Millions

Avg Size

KB

% of all Files

a 6.5 M 61 22%

htm 3 7 10%

gif 2.6 6 9%

doc 1.6 221 5%

h 1.5 13 5%

xls 1.4 660 5%

jpg 1.3 69 4%

b 1,1 46 4%

exe 1 442 3%

bak .9 299 3%

Sampling of 50 File Servers - 7.3 TB in 29 Million Files

Can we migrate these XLS?DFS Top Files

by size on disk

# of Files in

Millions

Avg Size

KB

Size on

Disk GB

% of Total

Size

xls 1.4 660 848 12%

ppt .6 1,096 663 10%

mdb .04 12,930 494 7%

pst .005 83,715 431 6%

exe 1 442 423 6%

a 6.5 61 377 5%

doc 1.6 221 337 5%

zip .1 3,672 334 5%

dat .4 734 273 4%

bak . 9 299 267 4%

Sample: SharePoint Top 10 File Types

SP Top Files

# of Files in

Thousands Avg Size KB % of all Files

DOC/DOCX 841 363 32%

XLS/XLSX 456 820 18%

PPT/PPTX 346 2,021 13%

jpg 126 347 5%

pdf 125 745 5%

htm 122 46 5%

gif 86 13 3%

zip 56 3,888 2%

msg 43 196 2%

vsd 43 470 2%

File Server doesn't use Bandwidth

Latency kills it

SharePoint Uses Bandwidth and

more Latent Tollerant

Ok, I'm Killing File Shares What

Hurts?• Some legitimate business is in files over 50MB

• Consider Business Unit “Storage” service with Charge BackLarge Files

• Excel Services, Connected Webparts

• LOB Shares with ChargeBack or SharePoint UI Front End

Linked Spreadsheets

• Product Distribution in WCM UI (Backend FS)

• TFS / Visual Studio Team

Binaries and Code

What NOT to Store on SharePoint: http://tinyurl.com/4exbu4

Comparing Platforms

SharePoint Products &

Technologies

Collaboration

Document Management

Web Forms

Workflows

Presence & Membership

Search

Dashboards, Project

Management

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

Exchange Public

Folders Distribution List

Archiving

Threaded Discussion &

Archive

Built in Replication

Rich Forums

Public Folders aren’t Dead, yet.

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

Scenario Based Comparisons

Use Public Folders Currently? New to Public Folders?

File Sharing Strongly Consider SharePoint SharePoint is the Better Option

Team Calendar Similar Functionality Consider SharePoint First

Contact Sharing Similar Functionality Consider SharePoint First

Discussion Forums Similar Functionality Consider SharePoint First

Distribution Group Archive Similar Functionality Consider SharePoint First

Custom Applications Strongly Consider SharePoint Strongly Consider SharePoint

Organizational Forms Similar Functionality Use InfoPath

Why SharePoint Instead of Public

Folders?

Ok, I'm Killing PF What Hurts?

• Email enabled lists are tough to manageDL Archive

• SharePoint Threaded Discussions are weak

• Consider Third party or http://www.codeplex.com/SPFORUMS

Threaded

Discussions

• Server to Server Replication (if required) requires Third Party Tools

• D/R Log Shipping/Mirror solutions possible

Server Replication

Myth Public Folders are Dead http://tinyurl.com/3jx7nb

Mapping Notes to SharePoint

& Exchange

OutlookExchange

NotesDomino

SharePoint

Applications

Email

Contributor

Contrib: Colligo

Ok, I'm Migrating Notes What Hurts?

• Third Parties

• Custom Development

• Quest Webparts (rapid deployment)

Custom Apps

• Groove and Outlook are Ok, but not Good.

• Consider Third Party – e.g. Colligo reader is freeOffline

• Syntergy, Infonic, Echo

• Offline?Replication

What NOT to Store on SharePoint: http://tinyurl.com/4exbu4

Notes Apps... Where are You Going?

Commodity

Hosting

Application

Hosting

Out o

f the b

ox (S

tandard

)

Cu

sto

m (D

ed

ica

ted)

Pop Quiz (Scenarios)

What platform should you use?

Linked Excel Workbooks

AutoCAD

Multi linked files

Self Extracting Executable

Small database

Large PPT (80MB)

Installation files for corporate installation of WinZip

CSV

Shared Calendars

Surveys

Corporate Media presentation

Flat Lists Don’t Scale

Default List Page Load is

Inefficient

Containment Hierarchy

ItemsFiles, calendar items, contacts, customers, images, custom

ListsDoc Lib, Pages, Events, Discussions, Surveys, etc…

* Sites

Wikis, Blogs, Team, Doc, Meeting Workspaces

* Site Collections

Internet, Intranet Portal, Wikis, Blogs, Team, Doc, Meeting

DatabasesContent, Config, SSP, Search

* Web ApplicationsCentral Admin, SSP Admin, Content

ServersWeb Front End, APP, SQL

* FarmInternet, Extranet, Intranet

34

Quest Solutions for

SharePoint Site Administrator for SharePoint

Discover, understand and manage your

SharePoint environment

Migration Manager for SharePoint

SharePoint 2003 to 2007 migration

File Migrator for SharePoint

File shares to SharePoint migration

Recovery Manager for SharePoint

Granular SharePoint recovery for

enterprise-level needs

Quest Web Parts

Enable rapid development

of SharePoint applications

Public Folder Migrator for SharePoint

Exchange Public Folders to SharePoint migration

Notes Migrator for SharePoint

Notes application content to SharePoint migration

Quest SQL Server Solutions

Maximize SQL Server performance

while simplifying tasks and providing

visibility and control

Resources and Plugs Joel’s Blog – http://www.sharepointjoel.com

SharePoint Governance Resources

http://technet.microsoft.com/en-

nz/office/sharepointserver/default(en-us).aspx

CodePlex Governance Tools

http://www.codeplex.com/governance

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