Designing Governance: How Information Management and Security Must Drive Your Design (MIT02) – my notes

SharePoint Connections 2010, Den Haag, 28 September 2010

Session: Designing Governance: How Information Management and Security Must Drive Your Design (MIT02)

Speaker: DAN HOLME

  • Always keep in mind the scope and the goal: what you try to achieve with the solution
  • Understand the business
  • Understand SharePoint and especially its limitations
  • Identify Information Management (IM) requirements:
    • Ownership of information
    • How long the content is online and who consumes it?
    • What kind of content do you have
  • Identify SharePoint management controls and scopes
    • Requirements on authentication imply a certain choice of the Web APP.
    • Authentication providers: In SharePoint 2007 if you have two authentication providers you had to extend the web app and thou have two links for access to the same web app (disadvantage is that users could not send links between them as they were not similar) – in SharePoint 2010 you can have two authentication providers for the same web app
    • Only one-way to manage ownership and quotas: site collection. Site collections is thou directly linked to the ownership of information (who needs to have full access to content)
    • Storage, quotas, locks influence also the site collection planning (on or more content databases in regard of backup and restore time and efficiency)
    • Navigation and content types are also influencing the topology at the site collection level
    • Users are also ‘scoped’ at the Site Collection level: you might have to plan it at this level if you need to give access to users who do not have to see each other: a possible solution: create a site collection for each client?
  • Align controls and scopes with requirement
    • Recommendation: have a web app for the Intranet, another one for collaboration where people can be empowered to have self-site provisioning (http://intranet vs http://team ) and another one or more for clients (http://clients )
    • Content Promotion
      • Is extremely important: e.g. take the content from the collaboration site and publish it to the intranet once it’s finished.
      • Consider document life-time and expiration policies in order not to find yourself with another garbage place like on the old file shares;
      • Consider also exposing content from one site to another site especially using RSS or third party tools for roll-ups or content query web parts (Avepoint has a tool to share a file share as it was a document library)
    • Farm level scope:
      • GEO performance: Farm geographical location is important – it should be as close as possible to the users – performance for collaboration might be an issue
      • Isolation – dedication for a specific service might be interesting (Application services specific servers)
    • Consider Premium farms(s) for custom applications vs out of the box SharePoint farms for standard features use. Standard Farms will be a lot easier to upgrade and maintain = mitigate risks & costs
  • Overlay information architecture and administration
    • Lay Navigation (usage of top link bars and custom link lists are security trimmed), content roll/up & search on top of a manageable structure end not vice-versa!
    • Use administration tools (third parties)
  • SharePoint 2010 has now built in Resource Throttling (max 5000 items returned in a list for example) and it is scoped at the web application level
  • What users can or can not modify in their sites using SharePoint Designer it is scoped at the web app level
  • Use Powershell to create a site collection and specify a specific database (which is not possible through the UI) – for SharePoint 2007 there is a similar stsadm command.
  • TIP: in SharePoint 2010 there is a Content Organizer (allows pulling documents from a drop-off library and dispatching elsewhere) and it can be activated as a site feature.

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