Migrating to SharePoint 2010 Asaf Matyas

1. Migrating to SharePoint 2010 Asaf Matyas

2. Making the Leap Options & Strategies for Upgrading or Migrating to SharePoint 2010

3. AvePoint: Who We Are Data Protection, Storage Optimization, Management, Integration, Reporting, Compliance, Migration • Founded in 2001 • Headquartered in Jersey City, NJ • Global offices on five continents • Inc. 500’s Fastest Growing Private Companies (2010) • Added 150 new AvePoint customers each quarter • 714% growth over last 3 years • Deloitte Fast 500, 14th in Tri-State area (2009/2010) • KMWorld 100 Companies that matter in Knowledge Management • A Depth Managed Microsoft Gold Certified ISV Partner • “Clearly AvePoint is making the most of both Microsoft technology and the Microsoft Partner Network in its quest to create a profitable business.” – Jon Roskill, Microsoft Corporate Vice President, Worldwide Partner Group Global Leader in Microsoft® SharePointInfrastructure Management™

4. First things first… Why Move to 2010? • New features include… • Enhanced Scalability • Improved Records Management • Enterprise Metadata, Content Type Hubs • Content Organizer • Simplified Application Development • Enhanced Social Capabilities

5. Agenda Options for Moving to 2010 SharePoint 2010 Requirements Considerations and Best Practices Summary & Conclusions

6. Options for Moving to SharePoint 2010 Available methods for moving to SharePoint 2010 Applicable to previous versions of SharePoint Applicable to other legacy data systems • Upgrade • Migrate • Connect??

7. SharePoint 2010 Requirements • Operating System • Windows Server 2008 or Windows Server 2008 R2, 64-bit • Databases • 64-bit SQL Server 2005 SP3 or SQL Server 2008 SP1 • Pre-Upgrade/Migration Requirements • Upgrade 2007 to SP2 • Pre-upgrade checker • STSADM.exe – pre upgrade check • Discuss Office 2010 with Desktop team http://technet.microsoft.com/en-us/library/ee617150(office.14).aspx#section1 http://www.eweek.com/c/a/Enterprise-Applications/How-to-Prepare-for-a-Microsoft-SharePoint-2010-Upgrade/

8. Realizing Value With SharePoint 2010 What Businesses Want • Business continuity – no interruption to end-user tasks involved • Single point of access for all content • No longer want to maintain multiple repositories • Provide the right content to the appropriate audience • No duplication of documents/data • Filter outdated, irrelevant content • Improved collaboration and productivity for knowledge workers • Increase return on existing assets • Lower total cost of ownership

9. Challenges exist when moving to 2010 Obstacles SharePoint Administrators Face Deployment of SharePoint is a high-profile project which requires proper implementation to build enterprise-strength environments Other systems may be in place for content management, the Intranet, the Extranet, and collaboration Controlling the deployment of sites throughout your enterprise Keeping content relevant across SharePoint environments, only transferring relevant contents from legacy systems into SharePoint Identify the resources responsible for performing various migration and site management tasks Lack of high-level capabilities within native tools to perform migration of content and users from older SharePoint version or other systems

10. How much content needs to be migrated? How long will this take? How much downtime can you tolerate? How much customization do you have? Is this a “big bang” migration or can you migrate in a scaled/phased approach? Can you accept loss of metadata and securities? Can you engage other members to assist in the process and arrange for proper training? What minimal requirements do you have for this migration? Can you properly map non-SharePoint related assets into SharePoint? Questions to ask yourselves… etc… Planning Considerations

11. How Long Will It Take? Estimate the time required for data processing TIP The best way to estimate overall time is to perform a test migration of a limited section of data, and then review the log files. However, this data processing will not include all of the steps you have to perform before and after Upgrade and Migration times vary widely between environments. Determining factors include: • The hardware being used • The complexity and characteristics of the source • Database Size • Document library size • The approach

12. Considering the Before and After “Before” Activities “After” Activities • Creating custom elements • Backing up the databases • Creating new Domain Name System (DNS) names Verifying sites and making changes or reverting to template   Creating service applications, Running people and search crawls

13. Upgrading to SharePoint 2010Strategies and Considerations

14. Options for Moving to SharePoint 2010 Upgrade Methods: What are my options? http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx http://technet.microsoft.com/en-us/library/cc262483(office.14).aspx In-place upgrade Database attach upgrade (parallel upgrade) Hybrid approach 1: Read-only databases Hybrid approach 2: Detach databases Combination of any of the above

15. Options for Moving to SharePoint 2010 Upgrade Process- In-place upgrade Pros Cons Install SharePoint Server 2010 on the same hardware Upgrade the content and settings in the server farm as part of a single process, and in a fixed order. • Farm-wide settings are preserved and upgraded. • Customizations are available in the environment after the upgrade, although manual steps may be required to upgrade or rework them. • Servers and farms are offline while the upgrade is in progress. • The upgrade proceeds continuously (content upgraded sequentially = LONG time). http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx

16. Options for Moving to SharePoint 2010 Upgrade Process- Database attach upgrade Pros Cons Upgrade the content for the environment on a separate farm. Upgrade the databases in any order, even simultaneously. While each database is being upgraded, the content in that database is not available to users. • Can upgrade multiple content databases at the same time, which results in faster upgrade times overall than an in-place upgrade. • Can be used to combine multiple farms into one farm. • Server and farm settings, customizations are not upgraded, must be manually transferred. • Missing customizations -> losses of functionality or user experience issues. • Plan for time and network bandwidth to copy dbs. • Requires direct access to db servers. http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx

17. Options for Moving to SharePoint 2010 Upgrade Process- Hybrid approach 1: Read-only databases Pros Cons Continue to provide read-only access to content during the upgrade process. Set the databases to read-only while the upgrade is in progress on another farm. • Minimal downtime for users (content still accessible in read-only mode). • Faster than in-place upgrade (upgrade multiple dbs at one time) • Upgrade hardware in addition to software. • Server and farm settings, customizations are not upgraded, must be manually transferred • Missing customizations -> losses of functionality or user experience issues • Must allocate sufficient time and network resources to copy dbs • Requires direct access to db servers. http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx

18. Options for Moving to SharePoint 2010 Upgrade Process- Hybrid approach 2: In-place with detached databases Pros Cons Use an in-place upgrade to upgrade the farm and settings, and detach and upgrade multiple databases in parallel (on the same farm or a separate farm) • Preserve and upgrade farmwide settings • Customizations available after upgrade (upgrade or rework requires manual steps). • Faster than in-place upgrade (upgrade multiple dbs at one time) • Allocate enough time/bandwidth to copy dbs over network • Requires direct access to db servers. http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx

19. Options for Moving to SharePoint 2010 Additional (Hybrid) Upgrade Options http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx • Alternate Access Mapping URL Redirection with a database attach approach • Temporarily redirects users to an existing farm while upgrading content on a new farm

20. Upgrade Considerations Additional steps are required if… http://technet.microsoft.com/en-us/library/cc263447(office.14).aspx Upgrading from a 32-bit to a 64-bit edition of SQL Server Upgrading from a 32-bit OS to a 64-bit OS Upgrading an environment that uses forms-based authentication Upgrading very large databases Upgrading from SharePoint 2003 (requires upgrade to 2007 first via database attach, then to 2010)

21. Additional Considerations Space requirements http://technet.microsoft.com/en-us/library/cc262891(office.14).aspx • Allow for Database space plus: • Temporary databases + data restructuring (in-place/attach) • Upgrade log files • Transaction log files for the databases

22. Migrating to SharePoint 2010Strategies and Planning Considerations

23. Migrating to SharePoint 2010 What are my options? • User-powered manual upload/download • 3rd Party tool

24. SharePoint Migration Strategies Cons Pros • Environments retaining ample amounts of outdated information • Moving to new hardware or new architecture • Puts Power Users in charge to recreate and manage sites • Migrate relevant content to avoid import of old data • Completely retains old environment • Virtually no downtime – requires user switch to new environment • Manual process, very resource intensive • Requires willing participants and intensive training • Requires additional steps to retain original URLs • Requires new server farm and additional SQL Server storage space for new content Best For User-Powered Manual Migration SharePoint Administrator installs the new version on separate hardware or a separate farm and allows Power Users to manually recreate content

25. SharePoint Migration Strategies Engage Power Users In Content Migration TIP A Power User should be very familiar with SharePoint and have either Full Control or Design permissions (or their equivalent) for the site they will manage. (Restrict Site Deletion Permission) Create a dedicated Power Users group - have a Power Users SharePoint Site so that all the power users can share best practices and lessons learned with one another Provide extensive training on SharePoint to all Power Users Request Power Users to Migrate Content – they should be empowered and proactive about content migration and administration Request Power Users to train new SharePoint users to properly use their specific sites – provide training materials, videos, etc. to new users to lower TCO for IT training

26. Options for Migrating to SharePoint 2010 Migration Process with a 3rd Party Build Vanilla 2010 Farm Install 3rd Party tool (e.g. DocAve) Map all permissions, configurations, etc from 2003 or 2007 SharePoint farm Perform the migration (Full or Incremental) Ensure proper transfer of data, configurations, and permissions Roll out farm to end-users

27. SharePoint Migration Strategies Cons Pros • Any size environment, from single server farms to large, distributed farms • Restructuring content? • Preservation of any metadata or security? • Granular migration • Retains all metadata? • Virtually no downtime • Applicable to non-SharePoint repositories ? • Options for 24 x 7 Support? • Costs associated with purchasing of additional software • Requires new server farm Best For Migration via Third Party Tool SharePoint Administrator installs the new version on separate hardware or a separate farm, and migrates content and users using 3rd Party Tool

28. Options for Moving to SharePoint 2010 Migrating to SharePoint 2010 with DocAve Pros Cons • Migrate granularly according to business need • Minimal interruption to end-user productivity with platform co-existence • Complete preservation of metadata, content, and configurations • Mapping to ensure proper representation of legacy elements • Migrate from multiple sources via single, highly scalable install • 24X7 Support • Requires 3rd Party Tool ($$) • Requires additional disk/RAM space on SharePoint servers • Requires new server farm

29. Options for Moving to SharePoint 2010 What about data in other legacy systems? (File Shares, Notes, Exchange Public Folders, eRoomDocumentum, LiveLink… etc?) • Connect via 3rd Party Tool • Most major ECM Vendors • AvePoint’s DocAve Connector • Migrate • Manually download/upload, losing metadata • 3rd Party Tool

30. Should you migrate data from legacy systems to SharePoint? • Connecting vs. Migrating • Value add of legacy system • Maintenance costs • Hardware • Licensing and support • Knowledge • Migration costs • Migration process • Tools • Training

31. Migrating vs. Connecting Migrator Connector • Data is available in SharePoint • Data is moved into SharePoint • SharePoint replaced legacy system • Burden of storage is on SharePoint • Changes saved in SharePoint • Migrate and decommission • Data is available through SharePoint • Data is left in source (legacy) system • Give legacy system second life by increasing its value • Burden of storage is on legacy system • Changes propagate to source • Connect and forget

32. In Summary… Know why you want to move to 2010 Knowing ahead of time which 2010 features you’ll want to leverage, and what the business objective of the platform will be, is critical to proper planning. Fulfill SharePoint 2010 requirements Ensure hardware and operating systems meet the requirements for running a SharePoint 2010 farm To Upgrade or to migrate? Evaluate available processes based on allowable downtime, manual steps involved, business objective, and upgrade requirements Consider powerful 3rd Party tools like DocAve to help DocAve SharePoint Migrators provide complete and efficient migration to SharePoint 2010, offering minimal interruption to end-user productivity

33. Questions? Visit us: http://www.AvePoint.com Email us:saleseu@avepoint.com asaf.matyas@avepoint.com Follow us: @AvePoint_Inc Download a FREE, fully-enabled 30 Day trial of DocAve at www.avepoint.com/download