SharePoint 2010 Large List Scenarios Best Practices

Plenty of large list scenarios exist and it all depends on the types of design decisions that are made. With a collaboration effort users will be adding content all the time and updating what is already there. This means you don’t want the list size to get too large per item. Otherwise it becomes extremely difficult to be able to filter content.

When you work with unstructured document libraries you need to be aware that there are limits and throttles in place. The offer protection for SQL Server brokering performance. As a result there can be times when you want to change the throttle to support a scenario with a smaller list in mind. As your list increases in size you need to be able to understand how information architecture and data access will affect it. Such information helps you to make decisions for the design of the list and to support various scenarios.

Let’s consider a few different scenarios:

Unstructured document library This can be offered with hundreds of items in the list. There isn’t any manager. With high reads and balanced adds and updates it is very versatile. You have to manually upload the new content. There can be tens of users at a time.

Collaborative large list Thousands of items can be in the list. There are information subject owners. High reads are possible and you will have more updates than adds. New content is manually uploaded. You can have hundreds of users at one time.

Structured large repository Tens of thousands of items can be in the list. There is a dedicated contend steward for the information to be managed. You will have very high reads, few additions, and you will have only a handful of updates. New contents can be both submitted and uploaded. There can be tens of thousands of users.

Large scale archive There can be millions of items in the list, with a team of stewards to manage them. There are low reads, low updates, and high adds. New content can be submitted. There are tens of thousands of users.

There are times when an unstructured document library should be used. Typically it is a good idea when you have a team that is working on something. It can hold thousands of documents and allow librarians to run through lists without any planning of operations in place such as the specifics of adding columns. There can be some problems though such as a user that gets a list view result that has more than 5,000 items in it.

That is why it is important for the monitoring libraries to approach the list view limit. Then they can keep a good idea on when any given document in a particular library is getting close to that limit. There can be hundreds of users for such a set up but few that will be using it all at the same time. With that in mind there isn’t too much trouble with loading a single library at any given point in time.

Yet there can be many of these types of libraries in place. Instead of planning to support specific scenarios though it should be set up to support a large number of such libraries.

When you leverage a collaboration library you offer large lists that can have hundreds or thousands of items stored in it. These types of large lists are very common when you are trying to offer solutions, for engineering purposes, and even for marketing or sales strategies. Users are able to continue adding and updating information. The structure and the management can be organized but there are many elements that are controlled by the users.

As a result of this lists often grow extremely quickly, and often beyond what was anticipated. This can also have many more types of changes on an administrative level than with a structured archive. That can include adding more folders or even deleting some that already exist. Such actions can be implemented as a method of preventing the list view limit from being exceeding as the size of the list continues to increase.

When a large repository is structured there can be thousands of items in place. The content is usually only submitted to users or the system once they have been finalized. They are often used for different types of record keeping. This can include archives, documents of great value that need to be stored, and many of the final documents that are displayed on the internet.

Such content is typically structured and easier to manage. As a result this makes it easier to control how quickly the list grows. There can be thousands of users that access it all at the same time. There are many more people actually reading the materials though than writing it. While updates do occur they are only occasional.

With a large scale archive you can have millions of items if you need to. They can be on one large list or broken down into several smaller lists. There can also be many site collections if you like. The idea is that you will have very few amounts of reads going on or updates. This is a general type of storage facility for documents. You may not use them often but you do need to retain them for long periods of time. This includes those that may be audited for a period of up to certain amount of years. Search is used to retrieve such documents when you need them.

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Department Of Defense SharePoint Architecture Guide (DSAG) Part 9 Net Centric Computing Infrastructures

The net centric computing infrastructure has to be customer oriented. This is in regards to how it is shared and how information is allotted. There system should be monitored and configured. There are several things that must be enabled within this type of infrastructure:

Independent storage The services and applications have to be stored in a way that the data can be shared. It should be available all across the GIG so that it can be consolidated in areas. That data should be stored in the most efficient way possible. There are users that will access the information from many locations too along the GIG.

Automated storage There will be patterns of use that develop with the data. Automated storage can be developed this way. The system will learn the best way to better serve the users due to that type of storage.

Virtualization of application environments The applications will be hosted and shared in the same environment. This offers many changes to be able to be processed in regards to the various storage abilities. The usage patterns will affect this too. The hosting environment allows for a seamless method of accessing the applications and services regardless of where they are physically located.

Automated reporting All of the resources for the GIG will have a way to continually report the status. This allows the NetOps to have a view of the status of the available resources. As a result there is awareness and control through monitoring. This includes when there is a transition to the net centric computer infrastructure. There are quite a few benefits of this including:

Reduces complexity The department has many abilities that belong to various components. Yet they don’t take the overall architecture into consideration. They best practice for them will become easier. At the same time though they will become more consistent with the overall infrastructure.

Response The GIG infrastructure will be in place across all of the applications and user groups. This means it will be able to respond faster to the data that is being processed. It will load faster and it will also be less expensive to add new resources as changing demands and needs of the department are identified.

Shared resources The shared resources allow for the applications and user groups to be prioritized. There is a pool of these resources that are available within the infrastructure. The needs of users identify what the hierarchy of priorities will be.

Opportunities for consolidation The ability to share what is being processed and stored is important. There is a need for more capacity to be there within the hardware. That allows for changes to be made when more demands or new demands are made by the users. This is a huge benefit to have when you want to be able to control the overall cost of the operations.

Support The focus is going to be on offering a high level of availability of the information resources. The demands of the users will be met and supported continually throughout the operation. As a result of this the abilities of the users will be structured for the overall mission of the operations environment.

Next >> Department Of Defense SharePoint Architecture Guide (DSAG) Part 10 Standardization of the GIG Computing Infrastructure

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