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Governance Resources for SharePoint 2010

Governance relates to decisions that define expectations, manage access, and validate performance and investment performance defined by established processes and procedures.  The information here contains references to governance resources as related to SharePoint 2010, for additional information see also Governance Overview (SharePoint Server 2010).

Resources

Resource Center (Governance in SharePoint Server 2010)

The Governance Resource Center provides documentation, references, and solutions to help IT Professionals plan and prepare to govern SharePoint 2010 environments.  The Governance Resource Center aligns to three (3) specific areas:

  1. IT Governance
  2. Information Management
  3. Application Management

Resource Center (ALM Resource Center | SharePoint 2010)

The ALM Resource Center provides documentation, resources, references, and solutions to help Developers with the coordination of all aspects of software engineering.

Whitepaper (SharePoint 2010 Governance Planning)

The SharePoint 2010 Governance Planning whitepaper targets the business value of governance and provides guidance for the necessary governance planning and implementation of SharePoint Server 2010.

Whitepaper (Implementing Governance in SharePoint 2010)

This document focuses on the product and technology aspects of SharePoint governance – the technical implementation. It provides high-level guidance on the many configuration options SharePoint provides to enable you to manage the environment for the benefit of all.

Publication (Essential SharePoint 2010: Overview, Governance, and Planning (Addison-Wesley Microsoft Technology Series)

Essential SharePoint 2010 provides information derived from a business value perspective that documents and illustrates how to plan and implement SharePoint 2010-based solutions to maximize business results.

Tools and Utilities

Tool (SharePoint Site Recycle Bin)

Track, report, and protect deleted sites and site collections with the SharePoint Site Recycle Bin.

The SharePoint Site Recycle Bin is a Microsoft SharePoint Foundation 2010 solution package that when deployed to a Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 server farm enables administrators to create a snapshot of subscriptions, site collections and Webs as they are deleted through the SharePoint user interface, the SharePoint Administration Tool, the SharePoint 2010 Management Shell, SharePoint 2010 Central Administration, or SharePoint Designer.

Solutions

Active Directory Domain Services Markers

Active Directory Domain Services Markers can be used to prevent and report on SharePoint installations in your organization.

Quotas

Quotas are used to specify limits to the amount of storage that can be used by a site collection and establish resource limits on sandboxed solutions.

Locks

Locks are used to prevent users from from adding content to or accessing site collections.

Self-Service Site Creation

Self-Service Site Creation is used to allow or prevent  users from creating site collections on demand.

For a comprehensive list of governance features see also http://technet.microsoft.com/en-us/library/cc262287.aspx.

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The Office Web Applications Cache

The Office Web Applications cache is used by Word and PowerPoint Web Applications to create a version of a document requested for viewing through the browser improving performance and reducing resource consumption on server machines by making cached versions of a document or presentation available in cases where there are multiple requests for the same document.  An important step in information architecture planning should include aligning the appropriate resources for the Office Web Applications cache through understand the frequency of browser requests and dynamics of the data requested.

The Office Web Applications cache occurs in two (2) distinct tiers, on the server file system and within a “specialized” site collection hosted on a per Web application basis.  Document or presentation requests made through the Office Web Applications are served through both caches as the images are rendered for client consumption.  Both cache locations are used by all site collections within a Web application where the Office Web Applications features activated.

For example, when a client requests a document, the document is rendered through an AppServerHost.exe process and the document subsequently is cached to the server file system cache located on each server from which the content is propagated to the site collection cache which exists on a per Web application basis.  Subsequent requests for the document are rendered from the site collection cache.

Documents existing in the site collection cache are organized into subfolders within a document library (cache) representing the date on which the request was initiated.  For example, if a user requests a Word document on September 1st, 2010, a new subfolder is created within the cache document library labeled date_09-01-2010.

Cache Creation

The Office Web Applications cache is created when the Office Web Apps Cache Creation Timer Job definition (see illustration) executes ensuring a cache exists for each Web application.  The Office Web Apps Cache Creation Timer Job definition runs by default every 5 minutes.

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The location of the site collection is based on the round robin load balancing logic associated with the creation of site collections in available content databases.  In scenarios where high utilization of the Office Web Applications is anticipated, isolation of this cache should be considered. 

Isolation of the Office Web Applications cache will require the creation of a new content database to receive the cache and moving the existing cache to the new content database.  See example Windows PowerShell script below:

$WebApp = http://<webapplication> $CacheDb = New-SPContentDatabase -Name Contoso_OfficeWebApps_Cache -WebApplication $WebApp -DatabaseServer <serverinstance> Get-SPOfficeWebAppsCache -WebApplication $WebApp | Move-SPSite -DestinationDatabase $CacheDb

Cache Locations

Server File System Location

The server file system cache is located at C:WindowsTemppowerpointcache and C:WindowsTempwaccache and is not configurable.  Proper planning should include understanding both disk space and performance requirements to sustain Office Web Applications usage patterns in your organization.

Web Application Cache Location

The site collection cache is used in conjunction with the server file system cache and is configurable by a Farm administrator.  The following settings can be configured:

  • Cache Size
  • Expiration Period
  • Location

Cache Size

The Office Web Applications site collection cache size specifies the amount of space in bytes allocated to render documents.  A larger cache size is recommend to reduce resource consumption and optimize overall performance to support concurrent requests for the same document or presentation.

See the example Windows PowerShell script below:

$SizeinBytes = 1024 * 1024 * 1024 * 100 Get-SPWebApplication | Set-SPOfficeWebAppsCache -ExpirationPeriodInDays 15 -MaxSizeInBytes $SizeinBytes

The Windows PowerShell script in this example will configure the cache size to 100GB (the default cache size is 100GB) with a 15 day expiration period.  The cache size and expiration period should be configured to support your organizations utilization of the Office Web Applications.  Increasing the cache size and expiration period can help reduce server resource consumption and optimize overall performance.  When configuring a larger cache size you should consider isolating the site collection cache to its own unique content database for the Web application where the Office Web Applications Features have been activated.

Expiration Period

The expiration period specifies the amount of time in days content should remain in the cache before the contents are removed.  The default retention period is 30 days.  A longer expiration period is suitable to support frequent requests over a long period for the same documents or presentations; however, depending on your organizations usage patterns a longer expiration period can result in a larger overall cache size.  Proper profiling and planning should be considered to ensure the cache has proper capacity.

Location

The location of the Office Web Applications cache can be configured on a per Web application basis.

NOTE

When configuring cache size and expiration period the general rules to follow are:

  • Where documents and presentations are accessed frequently and subject to change infrequently, a larger cache size and expiration period can help to improve performance.
  • Where documents and presentations are subject to change frequently, a smaller cache size and shorter expiration period can help to improve performance.

Clearing the Cache

To clear the Office Web Applications cache you will need to clear the server file system cache and the Site Collection cache for the Web application.

  1. Delete the cache files from the server file system cache
  2. Delete the cache files from the site collection cache

To clear the site collection cache (step 2)

Open the SharePoint 2010 Management Shell and enter Get-SPOfficeWebAppsCache at the prompt.  This will return the Office Web Applications site collection cache Url for each Web application in the farm.

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Enter the desired Office Web Applications site collection cache Url in the browser.

From the Office Web Applications site collection cache navigate to All Content | cache.  (see illustration).

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Select and delete all folders within the cache.

NOTE

The Office Web Apps Expiration Timer Job definition is installed once per Web application and is responsible for expiring old documents and presentations to ensure the site collection cache utilization remains within the configured storage limits.  The Office Web Apps Expiration Timer Job definition runs by default nightly.

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IT Professional Training for SharePoint 2010

If you are new to SharePoint 2010 or are upgrading from 2007, there are a variety of courses and formats to help you gain the skills and knowledge you need to ensure a successful deployment, upgrade, or migration.

Exams

Exam 70-667 TS: Microsoft SharePoint 2010, Configuring

This exam is intended to validate the configuration skills needed to administer a SharePoint 2010 installation.

Exam 70-668 TS: Microsoft SharePoint 2010, Administrator

This exam validates the skills needed to administer SharePoint 2010.

Instructor Led Courses

10174A: Configuring and Administering Microsoft SharePoint 2010

The course teaches students how to install, configure and administer SharePoint, and also manage and monitor sites and users by using SharePoint 2010.

Certifications

70-667 MCTS: Microsoft SharePoint 2010, Configuring

This exam is intended to validate the configuration skills needed to administer a SharePoint 2010 installation.  Certification received Microsoft Certified Technology Specialist.

70-668 MCITP: Microsoft SharePoint Administrator 2010

This exam validates the skills needed to administer SharePoint 2010. Certification received Microsoft Certified IT Professional.

eLearning

Clinic 10279: What’s New in Microsoft SharePoint 2010 for IT Professionals

This two-hour clinic describes the various benefits that Microsoft SharePoint 2010 offers IT Pros. It describes improvements to the user interface, including the ribbon and enhanced Central Administration console. It also describes features that help you monitor your SharePoint site, such as large list resource throttling, Unattached Content Database Recovery, and the SharePoint Health Analyzer.

MCM

For additional information on MCM for SharePoint 2010 certification see also http://www.microsoft.com/learning/en/us/certification/master.aspx#tab2.

For additional information on upcoming courses, exams, and eLearning opportunities, see also http://www.microsoft.com/learning/en/us/training/sharepoint.aspx.

Self-Paced

Getting Started Screencast Series

A series of entry-level screencasts by Microsoft SharePoint MVPs that lets you take advantage of an 11-module e-learning course at no cost! The course covers everything you should know as a new SharePoint IT Pro, from basic features and terminology to how to build and maintain a server farm and manage performance.

SharePoint 2010 Advanced IT Professional Training

Training to help experienced SharePoint IT Pros improve their skills and gain a deeper understanding of the product.

Learning Snack, Monitoring and Troubleshooting SharePoint 2010

Learning Snack that shows you just how easy it is to manage your SharePoint environment.

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Windows Server 2008 R2 Enterprise Edition and SharePoint Server 2010 Better Together Whitepaper

A recently published whitepaper is now available on TechNet that describes the benefits of deploying Microsoft SharePoint Server 2010 on Microsoft Windows Server 2008 R2 Enterprise Edition and scenarios in which its features can be applied.

Excerpt

Microsoft® SharePoint® Server 2010 is the business collaboration platform for the enterprise and the Internet. SharePoint Server 2010 has become a business-critical application and an integral part of business processes. To help IT infrastructures to remain flexible and scalable to help support, manage, and secure expanded functionality, an influx of additional users and locations, and increasingly robust applications such as SharePoint Server 2010, we recommend that you choose the Windows Server® 2008 R2 Enterprise operating system during initial deployment.

Download the whitepaper today…

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SharePoint Site Recycle Bin for SharePoint 2010

The SharePoint Site Recycle Bin for SharePoint 2010 is available for download at http://governance.codeplex.com.

The SharePoint Site Recycle Bin is a SharePoint Foundation 2010 solution package that when deployed to a Microsoft SharePoint Foundation 2010 or Microsoft SharePoint Server 2010 server farm enables administrators to create a snapshot of subscriptions, site collections and Webs as they are deleted through the SharePoint user interface, the SharePoint Administration Tool, the SharePoint 2010 Management Shell, SharePoint 2010 Central Administration, or SharePoint Designer.

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Gradual Site Delete in SharePoint 2010

Overlooked often in SharePoint 2010 is the new Gradual Site Delete capability which was designed to mitigate unplanned site collection outages that occurred as the result of lock escalation in Windows SharePoint Server 3.0 and Office SharePoint Server 2007 when a large site collection was requested for deletion.  Before we describe Gradual Site Delete, we should understand the problem space from previous versions of the product.

In Windows SharePoint Services 3.0 and Office SharePoint Server 2007 two (2) independent stored procedures were called as a result of a request for site collection deletion, proc.DropSite which removed the dbo.SiteMap entry for the site collection from the configuration database, and proc.DeleteSite which removed the site collection and its content from its respective content database.

In Windows SharePoint Services 3.0 and Office SharePoint Server 2007 proc.DeleteSite stepped through all the of the tables in the content database corresponding to the Id of the site collection to be deleted, as a result there were roughly 35 tables touched as a part of the operation which occurred as a single homogenous operation.

Delete operations in SQL Server implement a lock on the deleted rows and if the number of rows that are to be deleted is more than a threshold (by default 5000), SQL Server in many cases may assume it is more efficient to escalate these row locks to table locks. Lock-escalation in this scenario freezes the whole table from other legitimate user requests and has the potential to result in performance degradation to the extent of server unresponsiveness.

In SharePoint 2010, mitigation occurs through a tiered process, Gradual Site Delete.  When a site collection is deleted, the site collection entry (pointer) in dbo.SiteMap is removed from the configuration database and from dbo.Sites in the corresponding content database. For all purposes of user access to the site collection Url or its content the site collection no longer exists and is inaccessible, or otherwise, the Url is no longer reserved.

The site collection deletion is then queued into a new table (dbo.SiteDeletion) in the hosting content database where it is marked to be gradually deleted.

At this point in the operation, a new Timer Job Definition [Gradual Site Delete] executes on a daily schedule [configurable], and will continuously attempt to delete all the data for all the site collections in its queue (dbo.SiteDeletion). It will delete the data in small enough batches of a maximum of 1000 rows through multiple transactions to avoid lock escalation, and can be resumed in the event any failure occurs so that it can attempt the delete process again if needed.  Once the site collection is fully deleted the dbo.SiteDeletion entry is removed.

Gradual Site Delete is a selectable operation when working with Windows PowerShell and/or the Object Model in which it can be implemented or bypassed.  See the resources below for additional information on how to access Gradual Delete through the the Object Model or Windows PowerShell.

Resources

SPSite.Delete Method (http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.spsite.delete.aspx)

Remove-SPSite (http://technet.microsoft.com/en-us/library/ee836144.aspx#section2)

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