Sharing large files is essential for most companies, but how do you ensure that the files are suitable for the right people and not everyone else? When considering factors such as security, batch transfer, and tracking, companies need more than just one-off solutions, they also need to share files with employees, customers, and trading partners. Fortunately, whether you are sending large files to recipients or allowing users to access them in the cloud, there are many options for sharing large files. Depending on your use case, some solutions may be more appropriate than others. Simple access using file sharing tools Many cloud-based file sharing tools make it easy to share large files. Upload the files you want to share with the platform of your choice and provide users with access to individual documents or entire folders. Most file sharing tools limit your storage space based on subscription plans, but still, make it easy to share large files. Using cloud-based tools to share documents with people outside the organization brings some risks, and following basic guidelines can keep you in control of data security: 1. Set specific user access permissions for files and folders Avoid allowing external users to access your internal file structure. Choose a solution that allows you to implement a password on the document. An alternative to cloud-based storage with similar functions is GoDrive, a file storage tool that helps employees and partners synchronize and share documents locally or in the cloud. Easily track file versions, comment, and track conversations in the tool. Although cloud-based storage is relatively secure, on-premises deployment options such as GoDrive give your organization complete control. 2. Use a secure email solution to send large files In some cases, you can send large files via email, but you will encounter two obstacles: file size restrictions and security standards. Most email clients limit the size of file attachments, which can be a blessing for the sender. This ensures that they will not send emails that the recipient will never receive due to large attachments, and prevents them from using oversized files to occupy space in the email client. Besides, sending files via email may expose companies to unnecessary security risks or violations. Using a simple, secure tool like Secure Mail that plugs directly into Outlook, you can easily send files from an email client or browser-based interface. Each recipient will receive a unique link to the file, making it easy to track who viewed and downloaded the file. Tips for transferring large files Other features of secure email solutions usually include sharing multiple files, setting access expiration dates, and the ability to call back files so that recipients can no longer use them. Secure email solutions are great for temporarily sharing large files, and many secure email solutions do not limit file size or file type. However, sharing files manually can be time-consuming, especially when you share large files frequently or in batches. Use more than file transfer protocols File Transfer Protocol is a popular but very old transfer method. Most organizations have evolved from FTP and often choose more secure alternatives: FTP over SFTP or SSH uses a secure channel to prevent unauthorized access when files are moved. Thanks to security features including user ID, password, and key authentication, SFTP allows only the correct user to access your files. FTPS or FTP over SSL allows you to share files with trading partners, employees, and customers after verifying the authenticity of the system. AS2 or AS4 is a common method to share EDI data safely and reliably and can be used to share any file type. The messages sent with AS2 and AS4 can be compressed, signed, and encrypted to achieve secure sharing. Share files securely with an all-in-one solution If you share files in batches regularly, a dedicated Managed File Transfer tool may be your solution. MFT enables you to easily share files of any size and know whether they have reached their destination with the help of notifications and detailed audit logs. Moreover, if you or your recipient's network connection is not normal, MFT will be suspended while sending and resume when everything resumes normal operation so that there is no "transfer failure" message in the inbox. As an added benefit, some MFT solutions include a secure email option this way, your organization can share large files with temporary emails or via MFT. MFT also allows you to track all file sharing through these two options, making the audit work quick and easy. With the help of the MFT solution, the collaboration between people is very simple; effectively share files and collaborate from any authorized computer or mobile device. MFT provides more advantages than any other tool for sharing large files. With MFT, the file size is not limited and the variability is greater，whether you have a large file or multiple files, you can ensure that the recipient will receive all the information without losing data. Besides, your documents are safe during transportation and at rest.
If you just recorded a home video or created the final hybrid tape , then you will undoubtedly be eager to share it with your friends and family. Depending on the size and number of files you need to send, this may be a problem. For example, Gmail only allows you to attach files up to 25MB to emails. Not to mention the fact that large files lurking in the "Sent" folder will quickly take up your storage space quota! If you need to send large files online, there are many good ways to avoid trouble. We highlight the 12 best files transfer methods, most of which are free . Use a VPN What is the relationship between VPN and sharing large files? Some Internet service providers use broadband traffic management to regulate upload bandwidth . Using a VPN as our first choice ExpressVPN means that your ISP cannot determine the type of file you are uploading, so in theory, traffic shaping cannot be applied to your account. Use specialized services The new generation of file transfer service is browser-based and has built-in proprietary technology to accelerate the upload of large files. Raysync is one of them and specializes in transferring large files via the cloud. But the advantages are clear: Raysync is faster, more secure and more efficient than other transfer methods. In addition, Raysync offers a free trial opportunity. Use file compression One of the easiest ways to solve the problem of sending large files is to use file compression software, such as the cross-platform program 7-Zip. This is especially convenient if you have multiple files because you can put them in a folder and then compress them all at once. 7-Zip is suitable for Windows, Mac, and Linux, and can compress files into regular ZIP format, and it's slightly more efficient than 7ZIP. Most major operating systems can extract ZIP files without any other software. 7-Zip also allows you to set a password to protect the files, so you can share them safely. Please keep in mind that although uploading very large files may time out. Express 20TB external hard drive The fastest way to transfer massive large files is not via the Internet, but to use disk drives and messengers. All large cloud providers can use hard drives to transfer large amounts of data. Microsoft Azure charges a nominal fixed fee, which means that it costs approximately US$75 per storage device, but you must be prepared to provide your drives. This is similar to Amazon Web Services' import/export disk, while Google uses a third party. The WD My Book Duo external hard drive is priced at $749.99 and has a capacity of 20TB , making it the largest and most cost-effective device in its class. On a consumer-grade broadband line, it will take more than 500 hours to transmit the contents of a 20TB external hard drive on a 100Mb dedicated line, and it is expected to last more than a month and is only used for uploading. Remember to keep a copy of the file and encrypt the hard drive to be sent. 5. Google Drive Although Gmail messages can only contain attachments up to 25MB, when the file is too large, Google can give you the option to place it in Google Drive and send a link for sharing. Gmail users can share files and folders up to 10GB. Considering that Google's free tier can provide you with 15GB of storage space, so you can share large files repeatedly for absolutely free . Google allows you to choose to create a link that can be shared with anyone or just to create a link to the person who sent you an email with the link. 6. FTP Although FTP may be outdated compared to cloud services such as Dropbox and Google Drive, it is still one of the most reliable methods for uploading and downloading files. All operating systems support FTP, and many websites and add-ons support uploading and downloading from your browser, such as FireFTP. Windows and Mac users can also use the free desktop FTP client Cyber duck. The only disadvantage is that you need to have access to remote servers . Many companies like DriveHQ provide some free storage space , and the price is comparable to cloud storage providers. 7. Mediafire True to its name, MediaFire is a pioneer. Sign up for a free account and you will get 10GB of storage space. Connect your Facebook and Twitter accounts, install mobile apps, and refer friends to get up to 40GB of bonus space. You can upload files directly from your computer or the web and generate a link that will allow others to download the file from the MediaFire website. The paid subscription costs US$3.75 per month and includes 1TB of storage space, a 20GB file size limit, and the elimination of annoying verification codes and advertisements. Another convenient advanced feature is a one-time link, which ensures that once the recipient downloads the files, they can no longer be accessed. 8. Hightail Hightail has considered the needs of business users. After registration, you can create special "spaces" for various files and projects, which can then be shared with others. The convenient "PipPoints" function can even be used to take notes on documents while you and others are working on them. The free Lite version of Hightail only allows files up to 100MB to be shared. The Pro subscription is priced at US$12 per month, which includes unlimited workspace and supports files up to 25GB. There is also no limit to the number of people who can access a file at any given time. 9. WeTransfer WeTransfer is one of the simplest services for sharing large files. With just a few clicks, the website will automatically send you the files, which can be downloaded for 7 days. Everything is also very user-friendly, with a step-by-step wizard to guide you through the upload process. You can transfer up to 2GB on a free account, but for US$12 per month or US$120 per year , you can upgrade to WeTransfer Plus, which can transfer up to 20GB of files at a time, and 1TB Storage. Besides, you can choose to set a password to download the file-in addition, and customize the background and email as needed. 10. Resilio synchronization This handy tool used to be BitTorrent Sync, which uses the BitTorrent protocol and can directly synchronize files between devices. This peer-to-peer connection can be used for two or more devices, such as phones and desktop PCs. Resilio Sync also supports generating secure links to allow your contacts to download files from your folder. This naturally means that your device must be online at the time to be accessible. The software itself is provided for free, and there is no limit to how much data you can transfer or store. Note: Only "Personal Sync" is free. Sync Home adds more features and is priced at US$60 , while Sync for Family can accommodate up to 5 family members and retails for US$100 . 11. Send Anywhere Send Anywhere is suitable for almost every platform you can think of and can transfer files up to 10GB completely free. Which is suitable for Windows, macOS, Linux and Amazon Kindle, as well as plugins for WordPress and Outlook. The browser widget allows you to share files up to 10GB, but the paid service allows you to share files without restrictions. 12. Dropbox Sign up for this cloud storage service and you can share all files moved into the Dropbox folder using a web link. Some operating systems allow you to do this by right-clicking, while other operating systems may require you to log in to the site and click the "share" link. Most importantly, the person you send the link to does not have to be a Dropbox user-they just need to download the file from the site. Dropbox has a free tier that gives you 2GB of storage space, but you can earn more by referring friends to use the service-or by signing up for Dropbox Plus for $9.99 a month to increase the limit to 2TB. The latter also allows you to better control files, including version control and remote device wipe and can set download passwords. Conclusion To find a flexible solution with security and speed, cloud storage is the only way to go. Cloud solutions such as Raysync, Google Drive, Dropbox, and the like provide amazingly flexible pricing and even free storage.
The speed of business development today requires the organization to manage, control and manage every temporary data flow between the system, the team, and the ecosystem partners. However, the file size, data format, and the huge amount of data flowing through the enterprise require the enterprise to have the appropriate technology to ensure that enterprise data can flow freely and remain safe when it is moving and stationary. However, if the IT department does not provide the secure file transfer service functions required by the employees, they will only download the required functions. Such "shadow IT" solutions bring various security, governance, and control challenges, which may cause your business to suffer losses. It is important to fully understand why it is important to have secure file sharing tools for the enterprise, so it is important to realize that if you don't have one. What is file sharing? File sharing is a practice of sharing or enabling access to digital media (including documents, video files, graphics, etc. When you move one or more files from your local computer to another computer or remote location, you have used the following file: sharing process. File sharing method: - Removable storage device - USB-Universal Serial Bus - The centralized server on the computer network - All users are connected to a single server - Web-based hyperlink document - Google Docs, Microsoft Online, etc. - Distributed peer-to-peer network What is secure file sharing? Secure file sharing is the process of sharing files securely or privately. Secure file sharing allows files to be shared between different users or organizations in a protected mode, which prevents intruders and unauthorized users from using it. Secure file sharing is usually done by encrypting files at a destination at rest or in flight. Most secure file sharing services or software providers ensure the security of file sharing by restricting access to files, allowing only authorized personnel to access, view, or download files. File sharing security risks Why do you need a secure file sharing solution? In modern enterprises, there must be a secure file exchange platform that can be relied upon. As always, security is paramount, and companies must also find an easy-to-use and adaptable file-sharing platform. When the company does not provide appropriate options, end-users will find their consumer-level solutions to use. Loading in the file sharing market is guaranteed that their tools are the best and most reliable suppliers of choice. However, there are some important differences between enterprise-level file sharing solutions and cloud-based, consumer-level file sharing options designed to share large files with friends and family. What are the risks of sharing files? 1. Lack of control over data One disadvantage of most consumer-level file sharing options is that companies simply cannot exercise the necessary control over their data. When employees download these consumer tools and use them to share with external entities, they will take business information outside of the company’s IT scope, which means that for security and integration purposes, IT departments cannot control this information. In addition, many companies have encountered security vulnerabilities because employees use these personal file sharing tools on their work-posted devices and open up another vulnerability point in the business network. 2. Lack of visibility into data flow Cloud-based user file sharing tools used outside of the IT department hinder full visibility into company-wide information exchange. If the business data flow cannot be viewed, IT staff will not be able to adequately track the files entering and leaving the company. This lack of transparency can hinder your organization’s ability to ensure compliance with internal policies or external authorizations and agreements and can bring fines, fines, and risks to the company’s reputation. 3. Lose BYOD policy Many organizations have established a Bring Your Device policy, which essentially allows employees to bring their devices to use and access on a secure company network. However, improper implementation of many BYOD strategies will stimulate many security issues in IT when users mix business and personal data sharing. In addition, although BYOD strategies tend to save organizations money and additional costs for purchasing new devices, they can also pose security risks when devices are stolen, lost, or misused and expose potentially sensitive data. The outdated method of file sharing Compared with previous methods, today's file sharing options have become more agile, flexible, and safest. Some of yesterday’s file sharing solutions now seem outdated and cannot meet the strict security requirements of modern enterprises. 1. Traditional mail/paper documents Who has time to sit down and wait for something to be sent via snail mail? Timeliness is the name of today's game, and everyone in an enterprise, from top managers to IT administrators, needs to deliver its information as quickly as possible. In addition, because there is too much information, manual archiving of important data may cause problems, so it is not only easy to lose the trace of these files but also rely on individuals to remember the file name and its storage location. Traditionally archived documents can easily fall into chaos within the enterprise. It's easy to mislabel something or put it in the wrong folder, and how should the company access that information when it needs it? Manual archiving of documents also does not allow cross-file data integration and data sharing, which is a must in today's enterprises. Moreover, if the file is not integrated with the database, the enterprise is at risk of data duplication. 2. Fax Surprisingly, there are still many companies that still rely on fax machines to transmit or receive important documents, especially in the healthcare, education, and government sectors. People think that fax machines are more secure than e-mail, but unless encryption and decryption are set on both ends of the phone line, this is not the case. Compared with the widely used electronic document transmission solutions, old fax machines also waste paper, take longer to send or receive documents, and are generally inefficient. As an alternative, computer-based electronic fax solutions allow companies and organizations to send and receive faxes electronically and integrate digital faxes with back-end systems such as EHR or ERP. 3. USB Drive Cloud services have evolved, but in today's modern enterprises, many companies and individuals still rely on USB drives. Although it is understandable why it is difficult to let go of the small device in the pocket, this is understandable, but there are some drawbacks to using a USB drive. The first disadvantage is that because they are small, they can be easily misplaced or even lost altogether. For those who keep very sensitive information on a USB drive, if the drive is not properly backed up and the device is lost, the sensitive or proprietary information will also be lost. Another disadvantage of using USB drives is that most people will not perform any level of encryption on their devices, which increases the risk of piracy and/or theft. Finally, because USB is a physical device, it is inconvenient for most users to store the USB device in a different location from the host computer that uses it. Therefore, it is not even possible for a USB device to back up, so in the event of a disaster or theft, both copies of the data will be destroyed and it is unlikely to be restored. 4. Cloud file sharing service No, the cloud is not out of date. Never. However, if an enterprise chooses a cloud-based secure file transfer solution, it must pay attention to data security issues. First, cloud destruction does happen. Increasing consideration must be given to the occurrence of unimaginable destruction or malicious attacks. Therefore, companies need to make plans instead of making plans under unimaginable circumstances. Next, consider whether public cloud solutions provide sufficient security to meet the requirements of emerging and evolving enterprises. Finally, due to the universality of file sharing use cases and the expectation of ease of use, many business users will find a way to share files regardless of security considerations. This usually leads to shadow IT. Although cloud-based secure file transfer and sharing are easy, please consider the following potential data incidents: 1) The employee circumvents the file size limitation of the email by sending a file sharing a link, accidentally exposing the patient's PHI. 2) A popular file sharing application grants itself system administrator permissions and can control the ability of Apple computers without first seeking user permission. Kaiser Permanente was forced to notify 600 members of the violation after the patient's name, the medical record number, and medical procedures were disclosed via a Dropbox link shared via email. And in 2016, it was reported that Dropbox would automatically override OS X user preferences and gain system accessibility, and the security issue was ultimately resolved by Apple instead of Dropbox. Although the cloud will continue to become more popular and its security improved, companies must understand all the risks involved in using cloud-based solutions, including issues related to data ownership and how to protect data, which is indispensable. Why you need the best file sharing option When you understand the inherent risks posed by insecure equipment and tools, tasks will become the best choice for finding safe sharing of data. Enterprises need a secure file transfer tool that not only has a leading position in security but also organizes and moves data at the speed of business. It also provides a secure file sharing application that supports the collaboration of employees, customers, and trading partners that are critical to today's businesses. Enterprise-level file sharing solutions have several major advantages, including: ►Data security, eliminate security vulnerabilities and governance challenges through structured access control ►Collaboration, connecting internal and external file sharing and collaborative workflow ►Auditability, tracking all documents received or sent by the organization ►Scalability can develop and expand with your business With the right tools, your business will get a modern way to control file sharing, messaging, and file transfer, all of which can be done from one platform. This is why your secure file exchange system should have the following characteristics: ► Advanced encryption for moving and static data ► Structured user authentication ► Advanced logging, reporting, and dashboard tools ► Process automation function ► Virus scanning and data loss prevention functions The best secure file sharing platform A secure, reliable and scalable managed file transfer solution can quickly connect to internal systems and your business ecosystem, while quickly moving data and maintaining compliance in all data interactions. Some of the business-friendly file sharing features built into leading MFT solutions include: ►Powerful data movement: The MFT solution has unprecedented protocol and data connector depth, expands simple file sharing functions, and enables organizations to promote seamless internal and multi-enterprise data flow. ►Integration: Enterprises can integrate all ecosystems, applications to applications, multi-cloud, and other business-based file-based integration processes into one platform for centralized control and management. ►Dashboard: Easy-to-use dashboard and visibility tools to track all data flows and visits, and provide business intelligence for various people. Such features can also simplify the review process for more regulated industries such as healthcare and financial services. ►Process automation: The use of APIs to easily build, convert and automate integration and programmatic file flow MFT solutions is vital for enabling file-based integration processes between applications in large-scale hybrid integration and multi-enterprise B2B models. The days of "unmanaged" file sharing processes should have been long. The MFT platform with built-in file sharing functions reduces the risk of data leakage and potential violations of customer SLA. Enterprise file sharing tool with Raysync Raysync has a centralized platform that manages and protects all managed file transfer and ecosystem messaging needs. With the help of a pre-built connector, you can start transferring files within a few hours, secure file transfer protocol support for all trading partners, and secure file sharing applications for enterprises, the Raysync platform can provide you with complete And you need to manage full control of all important business data flows. Companies can gain true end-to-end visibility and audibility on all mission-critical data streams and know that their data are protected and meet industry requirements and partner SLAs can relax with confidence. The risk is there; don't hesitate to put the company's data and reputation at risk. Schedule a presentation with Raysync now and learn how enterprise-level secure file sharing has become the key to a modern business integration strategy.
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