How to clean up #SharePoint to prepare for #SharePoint 2013 #migration Part 2

 

We referenced a Microsoft article which listed a number of items that need to be cleaned prior to a SharePoint 2013 an upgrade, here is the list again:

  • Delete unused or underused site collections and subwebs
  • Address large lists (lists with lots of data)
  • Address wide lists (lists with too many columns)
  • Address many site collections in a content database
  • Remove extraneous document versions
  • Remove unused templates, features, and Web Parts
  • Remove PowerPoint Broadcast sites
  • Finish Visual Upgrades in SharePoint 2010 Products
  • Repair data issues

 

Today we will complete the topic and discuss how Site Administrator for SharePoint can help address other items on the list including large lists, many site collections in a content database, and can help identify and remove extraneous document versions.

 

Address large lists (lists with lots of data)

 

By default, large list query throttling is turned on in SharePoint 2010 Products. This behavior has not changed in SharePoint 2013 Preview. If a list is very large, and users use a view or perform a query that exceeds the limit or throttling threshold, the view or query will not be permitted.

 

Quest Site Administrator for SharePoint helps identify large lists in your SharePoint environment through the Lists Report which can be run at the site collection or site level.

The Lists Report illustrated above shows all SharePoint lists within a site or a site collection, including the following data:

  • List name and type
  • Creation and last modification dates
  • Accounts that created and last modified the list
  • Number of items and attachments
  • Total size
  • Number of all item versions in the list

 

Address many site collections in a content database

 

If you have 5,000 or more site collections in a database, consider breaking them out into multiple databases. In SharePoint 2010 Products, there was a default warning at 9,000 site collections and a hard limit at 15,000 site collections. In SharePoint 2013 Preview, these values change to 2,000 site collections for the warning and 5,000 site collections for the limit. To avoid errors during upgrade or broken sites after upgrade, Microsoft recommend that you move some site collections into separate databases. If you have multiple content databases, you can also speed up an upgrade process by upgrading multiple databases in parallel.

 

Quest Site Administrator for SharePoint can help identify how many site collections are there in each of your content databases through the Content Database Report

The Content Database Report illustrated above shows all content databases within the enterprise or farm scope, including the following information:

  • Database and SQL server name
  • Web application to which databases belong
  • Last content modification date
  • Database limits (max number of site collections)
  • Total number of sites and site collections
  • Content size (as reported by SharePoint)
  • Physical database size on disk

 

Once you’ve identified which site collection need to be moved to separate content databases, the following video post by SharePoint Quester can help guide you through the process of moving site collections between content databases to avoid errors during the upgrade.

 

Remove extraneous document versions

 

Large numbers of document versions can slow down an upgrade significantly. If you do not have to keep multiple versions, you can have users delete them manually or use the object model to find and remove them. For more information about how to programmatically remove extraneous versions, see Versions Web Service on MSDN.

 

Quest Site Administrator for SharePoint can help identify total count of document versions at the site, site collection, farm, or enterprise (multiple farms) levels through its Document and Pages Report.

The Documents and Pages Report illustrated above shows all document and pages within the scope, including the following data:

  • Document name and type
  • Creation and last modification dates
  • Accounts that created and last modified the document or page
  • Document or page size
  • Number of document versions and the size of most recent version
  • Last access date and number of views in the past 30 days

 

Ready for the upgrade!

Whether your organization is a fast adapter to newer SharePoint technologies or not, upgrade is inevitable and the need to clean up your current environment from the unused and unwanted content will only help smooth and expedite the upgrade process.

In this article we looked at Quest Site Administrator for SharePoint as a pre-upgrade solution. In addition to being a pre-upgrade solution, Site Administrator for SharePoint helps SharePoint Farm Admins, Site Collection Admins, and Site Owners manage their SharePoint environment on daily basis through its centralized reporting and permissions management capabilities. For more information on Site administrator for SharePoint here are a few helpful links:

  • Site Administrator for SharePoint Page
  • Site Administrator for SharePoint short videos
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