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Best Practices for SharePoint Administration

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Presentation on theme: "Best Practices for SharePoint Administration"— Presentation transcript:

1 Best Practices for SharePoint Administration
ILTA: SharePoint for Legal 2009 Symposium June 17th 2009

2 Agenda Introductions Topics
Evan Callender – Senior Architect – West Monroe Partners Topics Central Administration Governance Backup and Restore Content Databases Large Farms Content Tracking Identity Management Top 10 Q&A KYLE: gets get the agenda in sync with the slides

3 Central Administration
Farm Administrators By Default, the System Account that was set up during the initial MOSS/WSS with be the sole account with Farm Administration rights Best practice is to keep this default settings. However, additional users can be granted Farm Administrator access Site Quotas Quotas can be set to limit the amount of content a site can contain Site Quota templates provide an automated content quota on all new sites created using the template Quotas (Set quotas on site templates….out of the box is mysites) Screenshot

4 Governance Plans A Sound Governance Plan will provide an organization a comprehensive containing key details around that organizations SharePoint Solution and accompanying governance policies including: Authority to create Sub-Sites User access rights to all areas of the SharePoint Solution Responsible parties for all pertinent sections of a successful SharePoint Solution including: Site and Sub-Site Administrators IT Administrators Database Administrators Support Levels Technical Resources Reference: Microsoft Governance Plan Template Microsoft Governance Template

5 Backup and Restore Running scheduled backups is vital to the success of a SharePoint Solution. Backups generally take place at both the database (SQL) level and the site level. SQL Database Backups Maintenance plans and transaction log checkpoints Issues with a restore of the SharePoint configuration databases Site Level Backups Administrators can use the “stsadm –o backup” command for site collection level backups These backup files can be used to restore the site collection to a previous state Site Export/Import At a more targeted level, the “stsadm –o export” and “stsadm –o import” commands can be used to backup individual Sites and import them where needed

6 Backup and Restore SharePoint Backups
Configured and managed in Central Admin Not heavily used Data Protection Manager – High level points on the solutions Continuous data protection for Windows Rapid and reliable Recoveries from the item to catastrophic level Advanced technology for enterprises of all sizes 3rd Party Handful of tools that allow for item level restores and setting up granular backups for different areas of the farm Continuous Data Protection for Windows Application and File Servers DPM protects core Windows Server workloads by continuously capturing data changes with application-aware byte-level agents, providing an easy-to-manage and robust disk/tape back-end platform, and one-click lossless application recovery. Rapid and Reliable Recovery DPM enables IT administrators and end-users to easily recover data in minutes from easily accessible disk instead of locating and restoring from less-reliable tapes. Advanced Technology for Enterprises of All Sizes DPM brings together the best aspects of CDP real-time protection with traditional tape backup/restore to provide a comprehensive disk-to-disk-to-tape data recovery solution. Combined with Microsoft Windows Server technology, DPM 2007 provides a technically advanced and comprehensive data protection solution for the most demanding Windows environments—from the SMB to the Enterprise.

7 Managing Content Databases
Site Collection Storage Limits and Warnings in Central Administration Site Collections can be locked down at different levels Site Collections can be limited to a maximum size of content Site Collections can also have warning s configured to send when content size reaches a certain limit Mapping SQL Growth The database should be configured to grow correctly in order to avoid segmentation (more later) Online Database vs. Offline Database

8 Content Database Administration
Size of databases and number of sites 50 to 100 GB per Number of sites varies based on size Segmenting different types of sites Internal vs. external Departmental MySites How are your databases growing? Auto growth settings Transaction logs Quotas and limits Other databases to watch Shared services search Sharepoint configuration

9 Large or Multiple Farms
When running multiple farms, it is vital to have a effective method to monitor all content. There are a number of third party tools that can prove to be beneficial Quest Administration Toolkit Contains 30 operational reports, ability to build custom reports, set global policy settings, manage permissions and provide audit data and reports for the entire SharePoint environment Features Include: Discover and understand the extent of SharePoint Establish security policies by managing all access and permissions to information Help ensure compliance by providing a consolidated report of log data on activities Validate the health and performance of SharePoint servers and sites Analyze metrics, trends and user activity to provide quality information to stakeholders Optimize IT’s time by issuing global policy configurations to all servers and sites

10 Large or Multiple Farms
AvePoint DocAve SharePoint Administrator Offers a central console for administrators to easily view, search, manage, report, and replicate settings, configurations, and securities of SharePoint objects (individually or in bulk). Features Include: Real-time Discovery and Monitoring Administration and Security Management Advanced STSADM Graphical User Interface Management and Reporting

11 Large Farms Microsoft Administration Toolkit
Contains the ability to perform bulk operations on site collections, an Stsadm operation to update alert s after the URL for a Web application has been changed, and a User Profile Replication Engine tool Additional Features Include: Batch Site Manager User Profile Replication Engine Customizable MSI The MSI also supports the /quiet switch for quiet installation.

12 Root Site Owners/Members/Visitors
Multiple Sites The key to a successful SharePoint Solution is to set up the appropriate site/sub-site structure and its related permissions. If you are going to break permissions each Site should have it’s own groups of Owners, Members and Visitors Owners: Full Control Members: Contribute Visitors: Read Only Root Site Owners/Members/Visitors Sub-Site 1 Owners/Members/Visitors Tertiary Site 1 Owners/Members/ Visitors Tertiary Site 2 Owners/Members /Visitors Sub-Site 2 Owners/Members/Visitors Using AD Groups vs. SharePoint Groups (new slide???)

13 Security Groups Security Groups: Active Directory vs. SharePoint
In organizations in which an Active Directory structure is already established, those AD groups can be utilized within SharePoint Groups When to use Active Directory and when to use only SharePoint Groups? AD Groups can be used across site collections SharePoint groups are defined at the site collection level and have to be manually replicated to other site collections Best Practices for utilizing SharePoint Security Inheritance Attempt to have base permissions set at the root site level While inheritance can be broken down to the document level, there is a limit to the number of items with broken inheritance in a document library Sample Security Groups SP Group: Global Owners AD Group: SP_Administrators SP Group: Global Members AD Group: SP_Managers AD Group: SP_ProjectMgrs SP Group: Global Visitors AD Group: NT_ AuthenticatedUsers AD Group: SP_ProjectMgrs

14 Where is my Valuable Content?
Site Collection Usage Reports KYLE: Screen shots of available reports and audit events

15 Where is my Valuable Content?
Site Collection Usage Reports KYLE: Screen shots of available reports and audit events

16 Where is my Valuable Content?
Search Usage Reports KYLE: Screen shots of available reports and audit events

17 Where is my Valuable Content?
Policy Auditing KYLE: Screen shots of available reports and audit events

18 Third party of custom applications
Identity Management Active Directory ADAM SQL Third party of custom applications Virtual Identity Server (VIS) from Optimal IdM

19 Top . . . Thing to keep in mind about SharePoint Administration Who is a farm administrator? Who gets to be site collection administrator? Managing Custom Development (Solutions/Features) Database Growth Site Creation and Growth Leveraging Active Directory (groups profile) Governance Plan (Define roles across entire solution) SharePoint Update Path and Process External vs. Internal User Access Backups – catastrophic vs. item level

20 Questions Q & A

21 Contact Information To learn more about West Monroe Partners and our SharePoint experience please contact us at: Evan Callender Doug Armstrong Mary Jummati

22 References AvePoint: Quest: MS Administrator Toolkit: Virtual Identity Server:

23 Thank You.


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