# Title: Email Project Status

### Author(s): Jack Schmidt, Al Lilianstrom, Kevin Hill

### Date and number of report: 

### Task Number: 50.02.08

### Project Description Link: http://wwwserver2.fnal.gov/cfdocs/projectsdb/projdetail.cfm?ProjectID=206

### Listed Projects: http://wwwserver2.fnal.gov/cfdocs/projectsdb/projcategory.cfm?Category=Mail

## Project manager's summary

This report covers a period from fiscal 2004 through now. During that
time the IMAP servers, Email gateways and List server have been replaced
with new software and hardware. In addition a site anti-spam system has
been put in place. The email anti-virus service was updated with new
software and all email is scanned using two different products (in the
past only email bound for the IMAP servers was scanned with two
different products).

## Resources used (budget, effort) 

The Fiscal 2005 Budget proposal requested \$36,528 in software and
hardware maintenance. No monies were requested for new hardware, Travel
or Consultants. The budget estimate neglected to include SSL certificate
renewals for the IMAP servers, LISTSERV, and SMTP. We have been renewing
the certificates at a cost of \$299 for two years, with an estimated
total of approximately \$1500 above what we requested for maintenance.

The Fiscal 2005 Budget proposal estimated 2 FTEs. This estimate does not
take in account Helpdesk responses from oncall duties. The present email
development and management team consists of Al Lilianstrom, Kevin Hill
and Ray Pasetes.

## Schedule/Milestones 

### IMAP Server Upgrades (50.02.08.01.01)

Project Completed on: September 2004

Completion Estimated Date: June 2004

Estimated FTE: 2.0

All three IMAP servers were replaced with new systems: hardware,
operating system, and application software. As part of this process the
servers were relocated to FCC2. The IMAP service was unavailable for
several hours on the day of the migration as data was moved from the old
server to the new server.

### Mail Gateway Upgrades (50.02.08.01.03)

Project Completed on: March 2004

Completion Estimated Date: March 2004

Estimated FTE: 1.5

Both mail gateways were upgraded with new hardware and relocated to
FCC2. This was accomplished with no service outage.

### Mail Antivirus (50.02.08.01.04)

An additional level of AV checking was added to the gateway systems.

This was implemented using Symantec AntiVirus for Gateways. All mail
that is processed by the gateways is scanned by two AV scanners.

Effective March 9th, 2004 all messages that were determined to be
infected were deleted rather than the infected attachment being removed
and the message delivered.

### Anti-SPAM (50.02.08.01.05)

Project Completed on: March 2004

Completion Estimated Date: March 2004

Estimated FTE: 2.0

A SPAM tagging system, based on the open source application Spam
Assassin was implemented. All incoming mail is checked against the Spam
Assassin rule set and headers are added to the message based on that
check.

The anti-spam machines have been upgraded to the latest version of Spam
Assassin, v3.0.2. This version features the latest test suite for
identifying spam.

The IMAP servers have a default sieve filter rule that moves mail that
Spam Assassin has marked as SPAM to a Tagged_Spam folder in each IMAP
user's account. As it is received

**Future Improvements:**

We are currently testing a process to have all spam messages that are in
a users \"Tagged Spam\" folder automatically deleted after 30 days.

Future enhancements include activating Spam Assassins Bayesian
filtering, which is a machine learning approach to detecting spam. The
spam filter machines will be set to \"auto learn\" based on the
currently in use Spam Assassin score. Users will be able to submit
mislabeled spam or non-spam emails via a web form to retrain the spam
filters.

### Email Operations (50.02.08.01.06)

Listserv upgrade:

Project Completed on: February 2005

Completion Estimated Date: June 2004

Estimated FTE 1.5

The Listserv system was upgraded with new hardware, operating system,
and the latest release of the listserv code as well as being relocated
to FCC2.

## Changes to the plans presented in the previous report:

Two projects exceeded their estimated completion date: the IMAP server
upgrades and the LISTSERV upgrade.

The IMAP upgrade was delayed due to a late release of the Sun Messaging
software.

The LISTSERV upgrade was delayed due to a variety of reasons: IMAP
upgrade delay, migration of supported systems into the FERMI domain by
December 2004, migration of systems from Wilson Hall computer room to
FCC2 computer room.

## Presentations/reports/documentations

Web Pages:

<http://computing.fnal.gov/email/servers/imap/webmail/>

<http://computing.fnal.gov/email/servers/imap/imapserver-upgrade.html>

<http://computing.fnal.gov/email/smtp-server/infected-email-deletion.html>

<http://computing.fnal.gov/email/smtp-server/spam-tagging.html>

<http://computing.fnal.gov/email/policies/email-backup.html>

http://computing.fnal.gov/email/statistics/

DOcDB:

[CD-doc-717-v1](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=717&version=1)
[FNAL Central Email
Systems](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=717&version=1)
[Kevin
Hill](http://computing.fnal.gov/cgi-bin/docdb/private/ListByAuthor?authorid=183)
et. al. 17 Mar 2005

[CD-doc-454-v1](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=454&version=1)
[Designing A Useful Email
System](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=454&version=1)
[Kevin
Hill](http://computing.fnal.gov/cgi-bin/docdb/private/ListByAuthor?authorid=183)
et. al. 31 Jan 2005

[CD-doc-174-v2](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=174&version=2)
[Email
Operations](http://computing.fnal.gov/cgi-bin/docdb/private/ShowDocument?docid=174&version=2)
[Jack
Schmidt](http://computing.fnal.gov/cgi-bin/docdb/private/ListByAuthor?authorid=199)
13 Jul 2004

Timelines

IMAP - <http://www-css.fnal.gov/csi/imap/timeline.html>

Gateway - <http://www-css.fnal.gov/csi/mailgw/mgw-timeline.html>

V0.1 2/15/05