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The beginning of Messaging
In 1996, we decided to go for an email setup to enhance their
internal communications by implementing MS-Mail. In 1999, we took a strategic
decision to move away from MS-Mail and migrated their email system from MS-Mail
to Linux based on Sendmail. One of the main reasons for this conversion was that
MS-Mail was not Y2K compliant.
Linux and Sendmail were implemented by Ashtech Infotech Ltd.,
which was also providing facilities management and hardware services to us then.
The solution worked well, took care of the basic needs. Though the system was
robust from basic messaging point of view, over time, with increase in scope and
usage, the drawbacks of the system became evident.
The Need
We looked for something beyond Messaging and we evaluated various solutions.
Having run a Linux based mailing solution for sometime, we knew exactly what we
wanted in the new mailing system.
The expectations and deliverables were clearly evaluated and the requirements
were crystallized. An RFP was floated and the solution provided by various
vendors were evaluated on various criteria. Main being fitment to the
requirement, scalability, support, cost. The same was communicated to all
interested parties and the solution given by Netcore was the closest match to
the requirements.
Some customization was also required for additional features and the same was
done after setting joint plans of action between the our team and Netcore.
The solution is based on Linux and Open Source software. If it wouldn't be
for Open Source, Netcore wouldn't have been able to implement all the Wishlist.
Open Source enabled Netcore to do a high degree of customization as required by
the company.
Some of the issues faced by we faced were as follows:
Administration Difficulties:
-
User management- Adding and deleting of new users was a
tedious process. A number of files had to be manually edited since there was
no front end for doing so. Being a manual process the possibility of errors
was quite high. It also did not have an easy interface for basic functions
like: Auto responder, Disclaimer...etc. New scripts where developed using
the latest versions of Perl but they were not compatible with the old
version of Linux.
- Obsolete version of base Linux Operating System: The system was built on
Red Hat Linux 5.0, which used fetchmail, which brought its inherent problems
and obsolesce.
- Remote access was provided via dialup, but it was limited to only one
person being able to access mail at any given time. This was because there
was only one modem with a telephone line on the server.
- Single point of failure: The mailing architecture was such that one of the
locations in Bombay acted as a hub. So if the server in that Location went
down, the entire organization's email would be affected.
- Security was an issue of concern: The system was a basic messaging and
there were no firewalls. The only security that was available was the basic
security provided for by the routers.
- Monitoring of Internet Access was not possible: The server had basic proxy
services enabled which allowed people to browse but there was no way to
monitor which used browsed which sit and when.
The Architecture
While going for the new solution, we also decided to re-look
at the way the offices were connected. Finally deciding on VPN via Internet.
Other than VPN, the company studied alternative
options like leased lines private VPN etc.
Considering the locations, leased lines turned out to be a
costly solution (taking hardware requirement into account). Plus managing a
leased line in various locations was also an issue.
Along with implementing VPN, we decided to have 2 different
ISP in each of the 3 major locations thereby providing for a backup in the event
of one ISP failing.
The implementation.
Messaging & Security solution was implemented in seven
locations across six cities in India.
The basic functionalities implemented are
Messaging
- Standard compliant Mail Server providing IMAP, POP, SMTP, LDAP services.
- Webmail is available for users to access their email while they are away
from the desktop or when they are traveling. - Web based systems administration is provide which also provides multiple
levels of security
Security
- Site to site VPN
- Firewall
- Advance Proxy
- Spam control
- DMZ
WAN management
- Load Balancing
- Bandwidth management
- Bandwidth monitoring
Benefits of this solution
Performance:
The Mail is now handled from a server based on the Internet.
This server is managed 24/7 by Netcore. This provides better reliability and
there has been a significant increase in performance.
Remote users:
Unlike the previous system, which had a limit of one use,
this can be accessed by any number of users and works over the Internet.
Spam Control
FCB-Ulka users now have a near Spam free mailbox. Unwanted
emails are block mails directly at ISP level, server level and individual level.
Security:
We have installed the firewall and DMZ...
Easy Administration:
System Administration has become easy with the web-based
administration and all the commonly used services are automated thereby reducing
chances of errors
Advance Proxy
The System Administrator can now monitor complete details of,
which user has browsed which site when. It allows the system administration to
block sites based on various criteria such as domain name, content, etc. The
authentication-based proxy controls the browsing. Administrator can also control
browsing schedule — which use is allowed to browse when.
Directory Services:
The ldap based directory services is implemented across the organization.
This makes it easy to look up email addresses of other employees. The solution
also allows special email addresses to be invisible to the users when they do a
directory search.
Cost Savings:
FCB Ulka was able to provide a host of other services other than mail to the
users in the same communication cost. Better load balancing and bandwidth
management.
Other features.
Features like Disclaimer, Vacation Responses, allowing sharing of email
folders have also been implemented.
Unique features:
End to end linux based communication solution for interoffice connectivity
via multiple ISP.
About the Company
The FCB-Ulka Group in India is part of the FCB Group and
Interpublic Group of Companies, which is the world's largest marketing
communications and marketing services organization. The Group in India comprises
of FCB-Ulka Advertising and Interface Communications.
The FCB group in India offers a full service marketing communications
consultancy: Brand consultancy, Media buying and planning, Interactive and
Direct Marketing, Public Relations, Design, Film production and specialized
services such as Healthcare communication. The group has one of the largest
network of offices in India, with 7 offices across 6 principal cities in India.