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Blog Entry
The case for SharePoint Archiving: it’s never too soon to deal with old information

Behold, archiving! In a classic archiving model, we search across repositories of content (in this case SharePoint farms) for the old content we want archived based on specific rules and policies we’ve defined. Then we make a copy of that content and place it into the archive and validate its existence

Dave Martin's profile image

Blog Entry
Wanted: Information Management Policies

OR Perhaps your steering committee prefers Choice B: All retention periods are posted to content on the active sites but content is manually moved only if it’s a Permanent retention assigned to one of the Records Center libraries Therefore designating the Records Center a true electronic archive. The use of the term, “archive” will resonate with folks who think of records and information management in simple terms (that’s what they call offsite storage, right?)

Mimi Dionne's profile image

Blog Entry
The Digital Company – How to move from analog to digital processes?

Companies “going digital” is more than just using digital communication technologies (msn, ocs, facebook); it includes digitizing work processes and information processing such as document distribution, archiving and sharing and collaboration

Constanze Daamen's profile image

Blog Entry
Understanding Operating in the Hybrid Cloud - Office 365 & SharePoint 2013 - An EPC Group Case Study

Automated notification/expiration based on business rules Site Removal Up to owner IT manually removes/archives Automated deletion/archival based on business rules / workflow What to Enforce – What is the Balance (EPC Group Framework Example) Governance Feature Enforce Nothing Enforce Something Enforce Everything Site Templates Let users pick from laundry list Limit list of templates Automatically pick site template based on business rules Metadata / Document Classification Users pick metadata columns & manually enter metadata Document Library templates and managed metadata Automated metadata population ; automated business rule enforcement Site Classification Governance Document Site Label (i.e. HBI/MBI/LBI) Automated site placement based on user input & verification Mission Critical Classification Governance Document IT manually creates site in “special” environment Automated site placement bin redundant data-center based on user input & verification Enforcement Scope – How to Enforce (EPC Group Example) Governance Provisioning Tools (EPC Group Example) Object in SharePoint 2013 and/or Office 365 Automatable Create Site Collections Create Sub Webs Create Hierarchy Available on Office 365 People | My Sites | Social ✓ ✓ ✓ ✓ Web Parts | Apps ✓ ✓ List Templates (STP and XML) ✓ ✓ Web Templates (WSP and XML) ✓ ✓ ✓ Site Quotas ✓ ✓ Web Event Receivers ✓ ✓ ✓ SPD Workflows and Actions ✓ ✓ ✓ * ✓ Feature Stapling ✓ ✓ ✓ ✓ * Workflows ✓ ✓ ✓ ✓ Site Definitions ✓ ✓ ✓ ✓ Timer Jobs ✓ ✓ ✓ ✓ Custom Site Provisioning Handlers ✓ ✓ ✓ ✓ Matching the Policy to the Office 365 and/or SharePoint 2013 Scope (EPC Group Example) Policy Type Scope Possible Options Security\ Identity Management Farm Web Application Provisioning workflows Timer Jobs Web application polices DNS/Infrastructure Reactive reporting Farm Web Application Sites/Webs Timer Jobs External Database Event Receivers Proactive Sites/Webs Custom Forms Event Receivers Feature Receivers Custom Field Controls Auditing Farm Web Application Timer Jobs External Database Changes Sites/Web Features Control Delegates Considerations in Complex Environments • Multi-tenancy ( Office 365 Issues when a user goes outside of I.T. to create a new “environment”) • Multiple farms • Hybrid on-premise and off-premise • Security (FBA, SAML claims, Extranets) • Global Clients with PHI, PII, Safe Harbor, Intellectual Property , EU Pushback, NSA Concerns in recent news Frequently Asked Questions of EPC Group • Terms of Service • Common user interface and navigation • Site directory and Office 365 and/or SharePoint 2013 ’s new Layout • Common header and footer content (standardize and creation of governed branding guide) • Structured provisioning with workflow • Site Mapping | Mapping the Owner to Content • BYOD \ "Bring Your Own Device" Strategies (Mobility) • Custom Branding | Responsive Design in Office 365 \ SharePoint 2013 • Site Backup and Restore (DR) and Archival EPC Group’s Nationally Recognized Practice Areas EPC Group leading SharePoint , Office 365 , Infrastructure Design and Business Intelligence Practice areas continue to lead the way in providing our clients with the most up-to-date and relevant information that is tailored to their individual business and functional needs

Errin O'Connor's profile image

Blog Entry
Differences between Enterprise Content Management & Records Management in SharePoint 2013 & Office 365

A SharePoint file plan consists of information such as: Analyze Record Types Designate Record Owners Determine the organization’s Record Coding Schema Review possible events that can occur for the record Formulate the Retention Period Decide on the Archival or Disposition Determine Version Management Policy It is key to continue to balance your business and functional requirements with the continued planning of the underlying infrastructure requirements of SharePoint during your records management or enterprise content management initiative

Errin O'Connor's profile image

Blog Entry
Migrating to SharePoint 2010? Know what you’re dealing with first!

The inactive stuff can be kept in SharePoint as well, but again if you have a lot (and industry averages seem to suggest something between 25-30 percent of SharePoint content is inactive) I would recommend you look into an archival solution that allows you to take advantage of the cost savings attributed to tiered storage

Dave Martin's profile image

Blog Entry
Implementing SharePoint within Federal Government Agencies – Best Practices “From the Consulting Trenches” \ Tips for Government IT Executives & Appointees

Some peoples, joking and under their breath stereotypes (about all the red tape) didn’t come from thin air and why can’t we cut out that red tape and implement a government solution for SharePoint 2010, including the NARA (The National Archives), as this information is eventually going to become part of the Freedom of Information Act. I know personally (public information) that some of the original Space Shuttle data, now in the process of being or already archived, was originally stored in a SharePoint 2003 environment. How the National Archives (NARA) going to take that data in and make it searchable?

Errin O'Connor's profile image

Blog Entry
SharePoint Fest... The name says it all

In terms of information growth and the remediation of it, there were a few vendors discussing the benefits of storage management or externalization of SharePoint content, as well as archival for operational benefits, neither of which are new ideas

Dave Martin's profile image

Blog Entry
5 Reasons Logistics Companies Should Integrate SharePoint

SharePoint is a great tool to manage document workflow, archive those documents and then use its search capacities to find the documents

Nissim Ashkenazi's profile image

Blog Entry
SharePoint 2010 Upgrade Options, Considerations & Best Practices

You will want to consider the following with regard to any customizations your organization has made to SharePoint: Modifications to out-of-the-box files will not be upgraded - you will want to inventory these prior to upgrading in order to determine the effort involved in redevelopment or workarounds Code performing large queries will fail due to SP2010 throttling features which are designed to ensure performance by controlling their execution Custom Site Definitions & SP2007 Themes are deprecated - you’ll want to revisit your use of these when moving to SP2010 Don’t forget to check 3rd party vendors for updates to installed packages Some assemblies will need re-compilation You may want to consider doing a “ Visual Upgrade ” which allows you to decouple the user interface upgrade from the system upgrade buying you time to work thru any customization issues Best Practices The following best practices will help you prepare for a successful upgrade: Evaluate doing an upgrade versus doing a migration - i.e. in some cases it may be advantageous to build your new SharePoint 2010 farm from scratch and then migrate over only the content that is actually being used Freeze your Farm during the upgrade – you want to have a clean backup in case something goes wrong and you do not want changes made during the upgrade Identify all customizations (features, solutions & assemblies) before you choose an upgrade path so that you can determine the level of effort required to get everything working again Use the pre-upgrade checker to determine/identify: If all servers and components in the farm meet upgrade requirements Alternate access mappings that are being used in the farm Site definitions, templates, features, and language packs that are installed in the farm Unsupported customizations Orphaned content such as list items, lists, documents, Web sites, and site collections Invalid configuration settings such as a missing web.config file, invalid host names, or invalid service accounts that exist in the farm If the databases meet the requirements for upgrade Don’t upgrade a broken farm Perform a trial upgrade on a test farm Archive old site collections prior to upgrade Update desktops to Office 2010 for enhanced features Plan for additional capacity Review upgrade status and logs Provide user training Backup, Backup , Backup!!!

David Kruglov's profile image