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Best Practices Document LibraryUse SHIFT+ENTER to open the menu (new window).
12/30/2009 6:20 PM0
When you plan crawl schedules, consider the following Use SHIFT+ENTER to open the menu (new window).
1/3/2010 7:40 PM0
When you plan crawl schedules, consider the following

When you plan crawl schedules, consider the following Best Practices:

·         Group start addresses in content sources based on similar availability and with acceptable overall resource usage for the servers that host the content.

·         Schedule incremental crawls for each content source during times when the servers that host the content are available and when there is low demand on the resources of the server.

·         Stagger crawl schedules so that the load on the servers in your farm is distributed over time.

·         Schedule full crawls only when necessary for the reasons listed in the next section. We recommend that you do full crawls less frequently than incremental crawls.

·         Schedule administration changes that require a full crawl to occur shortly before the planned schedule for full crawls. For example, we recommend that you attempt to schedule the creation of the crawl rule before the next scheduled full crawl so that an additional full crawl is not necessary.

·         Base simultaneous crawls on the capacity of the index server to crawl them. We recommend that you typically stagger your crawl schedules so that the index server does not crawl using multiple content sources at the same time. For best performance, we suggest that you stagger the crawling schedules of content sources. The performance of the index server and the servers hosting the content determines the extent to which crawls can be overlapped. A strategy for crawl scheduling can be developed over time as you can become familiar with the typical crawl durations for each content source.

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Best Practices Document Library

1.     Establish version retention setting sooner rather than later – it’s because having versioning turned on not only provides a safety net in the event that a corrupted version gets saved but also because you’re able to track changes (and see who made them) from version to version at a glance.  set the number of versions such that you Optionally limit the number of versions to retain to three - it's because turning major versioning on for your library means that you can eat up server space quickly (copies of entire documents are saved), and three seems to be a reasonable number, unless otherwise special requirement.

2.     Keep the number of items in a library under 2000. Throughput performance degrades as the number of documents increases when flat library storage is used. SharePoint can't store more than 2000 documents per folder.

3.     Use folders over filtered views because folders are twice as fast at bringing up a list of documents as opposed to filtered views of a larger list.

4.     Larger lists are broken down into multiple document libraries. In many instances, large lists of documents can be divided into logical groupings that can be placed in individual document libraries. This would improve performance

5.     Pervasive use of folders in a document library is not either helpful or desirable. While an occasional use of folders might help categorize documents, folders are really just a way to apply metadata to a document without having to create a column in the library.

6.     If large libraries cannot be avoided then try to use folders.  Use the search functionality to display these items.  This will avoid queries and will utilize SharePoint’s search which is indexed.

7.     In libraries that have versioning enabled, the storage used for previous versions counts towards the site quota. Be aware of this fact and plan accordingly.

8.     Do not keep archive libraries or lists.

9.     If there is a collection of large files that end-users often access, and if these files are updated infrequently, you should store them outside Office SharePoint Server. Instead, consider using an offline collaboration client.

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