SharePoint Search Planning

SharePoint Search Planning

The following are some core search planning items to consider and plan for:

·         Where is the information located to be crawled (file share, SharePoint, other location)?

·         What content sources need to be set-up?

·         If full or incremental crawls are utilized what are the schedules?

·         Will continuous crawl be utilized?

·         What words will be utilized in a best bet

·         Who will monitor search to ensure that crawls are running successfully?

·         When and where will reports on search usage be run and placed?

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SharePoint Planning Personalization’s

SharePoint Planning Personalization’s

The following are useful when planning personalization’s:

·         Decide what Active Directory attributes should be utilized and imported for profiles

·         Decide what profile attributes to display on user’s profile

·         Decide and implement on a profile import schedule

·         Decide what audiences to create

·         Decide when audiences should compile (after the profile import)

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SharePoint Root Directory Quick List

SharePoint Root Directory Quick List

The following are some core SharePoint root directories – these are common directories on a web front end and typically what type of files they contain in them:

C:\Programs Files\Common Files\Microsoft Shared\Web Server Extensions\

Then the last directory will be as follows – depending on the SharePoint version utilized:

14 = SharePoint 2010

15 = SharePoint 2013

16 = SharePoint 2016

 

The following are the common directories then the types of files in them:

/ISAPI – Web Services (*.svc, *.ashx and *.asmx)

/Resources  – Resource files (*.resx)

/TEMPLATE/ADMIN – Application pages used in central administration

/TEMPLATE/FEATURES – Feature definition files (*.xml)

/TEMPLATE/IMAGES – Images (*.gif, *.jpg and *.png)

/TEMPLATE/LAYOUTS – Application pages (*.aspx)

/TEMPLATE/LAYOUTS/1033/STYLES – CSS files (*.css)

/TEMPLATE/LAYOUTS\ClientBin – Silverlight components (.xap)

/TEMPLATES/Site Templates – Site definition files (onet.xml)

/TEMPLATE/XML – Custom field type definition files (fdltype.*xml)

 

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SharePoint Governing Information Architecture

SharePoint Governing Information Architecture:

Governing the information architecture is a key to the successful use of SharePoint Server and requires the participation of business managers, content managers, information workers, site designers, and IT professionals.

Defining information-governance plans requires an understanding of the site topology, the purpose of each offering (example Intranet, Extranet, OneDrive etc.), and preferably a knowledge of future planned offerings, such as business intelligence.

Information policies need to be defined for each site within the SharePoint deployment. A policy needs to be defined per topic area for each site offering.

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Document Library Planning:

Document Library Planning:
The following are some items to follow in regard to document library planning:

1)      Enable the require checkout option for editing

2)      Keep the number of documents in a view below 2000 items if possible

3)      Limit the number of major versions typically recommend set to 25-50

4)      Educate users on proper naming conventions example:

IT Contacts Doc = BAD

IT_Contacts_Doc = GOOD

IT Contacts 7142017 = BAD

IT_Contacts_7_2017 = GOOD

5)      Think about if turning on metadata navigation or using document sets makes sense based on the data that will be housed in a said library.

Metadata navigation can be used when it make sense to have the ability to dynamically filter and find content in lists and libraries by using a navigation hierarchy tree control to apply different metadata-based filters to the view.

Document Sets can be used if one has a group of related documents that can be created in one step and then managed as a single entity.

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SharePoint Governance Policies - Taxonomy

Each type of site can and should have its own set of policies:

Common sites that fit this realm are:

·         Mysites

·         Teamsites

·         Project Sites

·         Blogs

·         Wikis

Information Governance Policies

·         Users want and need to find information fast

·         They want the applicable content and data via a useful navigation taxonomy

·         Use of metadata can make it easy to search for and compare related items of information

Site Structure

·         Think how users need to work

·         What do they need to find first and fast

Examples ->

Human Resource information

General Search

People Search

Organization Chart

Organization Knowledge Base

Organization News

Information Technology Help (Guides and Videos)

Private / Team Collaboration / Ad-Hoc Collaboration

·         Sites are for departmental and/or divisional teams such as Finance, IT, HR etc.

·         They are permissioned as such so only the proper individuals have access

Project Collaboration

·         Sites are used mainly by PMO to manage Projects during the project lifespan

·         Temporary content

·         Controlled and moderately governed

 

Client Team Sites (Restricted)

These sites are used to store documentation related to clients with a site for each client

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SharePoint Back-up Strategy Planning

 The following are some items to consider when planning an on-premise backup strategy:

See the table columns below for items to be aware of and in this example some data was entered to see what could be needed:

Intranet – On-Premise
	Current database sizes per site collection:	Site Specs	Growth in last year	Estimated additional needed disk space for SharePoint	Estimated growth per year
	93 gigs	875 sites, 21757 lists, 257477 items.	45 gigs	300 gigs   (this is to perform farm back-up and site collection back-up)	50 gigs

Possibly Back-up policy:

Onsite available - > 7 dailies, 4 weekly, one monthly

Off-site available -> 3 monthly, 6 weekly, 14 dailies

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