Overview
Client Region
Midlands
Client Industry
Local Government
Client Profile
Local Council
The Business Problem
Email Archiving for 400+ users required, in a short time-scale, to meet Government Code of Connection Compliance.
Our Solution
GFI Mail Archiver, deployed to archive all email to SQL databases and inject and collect all archive .PST files on the local councils network.
Key Benefits
- Easy IT management of mail archiving.
- Seemless end user integration.
- No end user training requirements.
- CoCo Compliant
- No more .PST files on local PCs!
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A local council, with 400+ mail boxes, needed a solution to manage the archving of all users email to achieve Government Code of Connection Compliance in a very short timescale. PhillipsTaylorBrown were able to consult, install and configure the ideal solution within a matter of days.
The Problem
Due for completion this year, the Government Connect is a pan-government programme providing an accredited and secure network between central government and every local authority in England and Wales. The network is known as GCSX (Government Connect Secure Extranet).
As part of the Code of Connection (CoCo) Compliance, local council's need to keep records of electronic communications and be able to monitor, report and store records about their networks usage and security.
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GFI produce a number of products which help local councils achieve CoCo compliance.
In this instance the problem was the age old issue of storing the ever increasing number of emails within a users mailbox. As any system administrator knows, the problem of localised .PST mail archives being stored upon an end users PC is virtual impossible to manage efficiently. With recent legislation requiring the storage and recovery of these emails, a solution was required to provide centralised, manageable storage of the 400+ users Inboxes.
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Our Solution
After a consultation period including on-site demonstration of the GFI MailArchive product by PhillipsTaylorBrown, to both the IT Director, IT admin staff, a team of end-users and the CoCo compliance Officer for the site, the Council were delighted with the GFI MailArchive product and chose to have the software installed across the entire network with immediate effect.
PhillipsTaylorBrown designed the GFI MailArchiver solution to integrate with the Multi-Server Microsoft Exchange 2007 environment using an existing SQL Server and SQL Server instance, with the addition of a dedicated storage area on the network.
The GFI MailArchiver software was then configure to archive all email via the journalling system, making a copy of ALL email in to the MailArchive. Therefore even a deleted email, from the end users email box, could be retrieved from the archive. This was applied to ALL mailboxes in the Active Directory.
Existing .PST files were collected from around the LAN and pushed in to the archive using the tool provided within the GFI MailArchive software. A feature which saved the Councils' IT administration team untold days of time and hassle.
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Finally the SQL databases that the MailArchive created were limited to a given size and automatically set to create new databased at a threshold limit, keeping the whole system working in optimal fashion.
As an additional feature to the GFI MailArchive system, PhillipsTaylorBrown integrated the GFI MailArchiver web interface into the Outlook Web Access (OWA) system. This neat feature allows remote and home users to access their regular inbox and their archived email through a single login to their existing OWA system, meaning little or no extra training required for these users.
The system now runs automatically, with very little administration and the end users are able to keep all their email, without being told to "delete email from your inbox". IT management are happy as they no longer have to worry about losing .PST files on local PCs and the CoCo compliant officer has a tick in his mail archiving compliance box.
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