E-mail solutions

Almost every business use e-mails, it is definitely the case that no business in the modern day can exist without e-mail infrastructure existing somewhere in the supply change.

The question follows then: how does it work?

Much easier to ask than to explain! Electronic-mail (or E-mail) works broadly in the same way that a post office would. There is a sender, a recipient, an exchange which handles the mail, and where appropriate ‘proofing’ to make sure nothing suspicious gets in the post.

We’ll start with the foundation, the exchange itself.

We at Hayachi Services are particularly fond of enterprise-ready solutions such as: Sendmail, Dovecot, Apache or Kolab. Our emails are actually hosted by Kolab Now who use Kolab for their setup.

We then need to think about how we send and receive e-mails, most people will either use a webmail interface, or applications such as Evolution or Thunderbird.

From these, you authenticate [that is, ‘log-in’] to your e-mail server from something like Evolution. When you send an e-mail the application asks the Sendmail, Kolab, Dovecot etc. infrastructure to fulfil the request and your recipient will receive their friendly hello.

Setting up an e-mail server is not easy by any means, and is usually best left to the specialists who live, breathe and develop such email systems. We would advise you let a specialist handle the hard bits and give you the security and service required of any professional services firm.

N.B. An overview is never as much fun as digging into a system, for those more technically minded or who are otherwise just curious we would suggest looking at the project hyperlinks as above for more information.

Password Security

We all have passwords. Secret, hidden things that only we and everyone we tell the password to are meant to know.

Sadly, it is often the case that gleaning a little knowledge of the life of a particular person allows us to guess passwords with a degree of ease (and software).

Passwords are muscle memory more than anything else: patterns arise and so even if your current password is secure, it is possible that it is not dissimilar to one of your previous passwords.

A solution: Passbolt is a Cloud-Ready, Open Source password manager. We highly recommend it, and use it ourselves. Password managers are important because there is the risk that 1. someone can see you typing your password and 2. there is something called a ‘Keylogger’ that records what your type, most anti-virus do not detect these and so typing a password repeatedly can become a big risk.

And to keep an eye on data breaches out in the wild, the famed Cyber Security expert Troy Hunt has a website especially for you. HaveIBeenPwned is an excellent tool to ensure that users of your domain are aware of other firms’ data-breaches which would necessarily also jeopardize your firms’ footing. You simply put in your domain or email address and this tool scours the usual suspects to see if your these details have been compromised at say, an online shop you buy chocolates from that suffered a databreach.

Alongside stronger alpha-numeric passwords (e.g. H@Yach!S3rvic3s) the NCSC recommend the use of two-factor authentication, which means even though your password is right there is a secret ‘handshake’ that only you and the system can recognise. It proves you are indeed physically, and digitally, you.

Want to go a step further? Drop us a note or a call us and we will be happy to talk tech and discuss making your firm more cyber-secure.

Network Storage with FreeNAS

One of the major concerns of any firm is simply put: where do we put stuff?

Many of our clients have a complex suite of tools which allow them to administer working documents, submit complete documents or drafts into a Document Management System (DMS) or otherwise have a large set of folders on a network drive instead.

So, for those of you who have the latter, welcome to the world of FreeNAS!

IXSystems have been providing this solution to firms large and small for many years, including the hardware necessary to set up a File-System cleanly, quickly and efficiently.

They use the much loved FreeBSD Operating System as a base (see our blog on Linux) used by companies such as Netflix and others for their storage (and even a certain games-system by Sony).

With FreeNAS you don’t have to spend large sums of money for a proprietary system, it is an enterprise-ready solution with the backing of global expertise.

Curious? Contact us and we can schedule a call to explore your requirements in greater detail.


Linux and Unix-like [collectively, *nix] Operating Systems are incredibly common. Almost every mobile phone, gaming system, internet streaming service, telephony service, and enterprise-level application uses the Linux-subsystem, or depends on *nix for business-critical work.

*nix is necessarily a very broad term though, so we’ve collected some of our favourite distributions for you look at to help give a flavour of what is on offer.

There are a multitude of Operating Systems, namely because *nix is based on open, collaborative and international work.

For example, FreeBSD and Red Hat are used by many businesses and government institutions globally, partly because they are licensed in a way which allows them to be open and customise-able.

They both have a range of certifications to demonstrate knowledge of best-practice, and Red Hat in particular has an award winning support arm as well as unparalleled ten year life-cycle to their solutions.

Enjoy! And if you have questions or queries, send us an email and we will be happy to answer them.