Best way to send Large Files when in home office
Human resources department in the home office: How to send confidential data securely by e-mail.
23. March 2020
Home Office – E-Signature for mobile working
30. March 2020Today we will have a closer look into a problem that we all had in our office in the past. Simple sending some files to a collegue via email. Often the files are too large to send via email. Or just slightly too large, like 30 MB for example. So we need a different exchange method than email. When everybody works in the same office this should not be any problem – simply put the files on the internal network. But when working from home or you work on cross-company projects this will not be possible.
We present you some typical questions that will help you when selecting a tool for exchaning large files.
Certain large file sending and sharing tools have evolved that specialize in sharing large business or personal files – the leading tools address needs beyond basic “file sharing”. The following questions should provide enough grounds for debates around current file sharing practices:
- Can you still “attach-and-send” from your email program? Most users enjoy the “attach-and-send” convenience of email; convenience that increases productivity.
- Are transferred files stored “forever” until manually deleted? Many become concerned with how to ensure that large files transferred with online cloud storage tools are not left online, forgotten after the urgent need for delivery has been met. Will you remember to clean up online storage?
- If files are stored in online file sharing systems, who else has access to these files? Who is the “administrator” of a user’s account or system – can other staff or your consultants go online and view all the documents ever shared?
- How can you send large files with one-time transmissions --- and guarantee that links sent to external recipients are not bringing recipients back to your “master” online cloud file storage repository, potentially exposing your information? What if the link brings the user back to a higher level folder where they can see more than the documents intended for sharing?
- If a link is sent to the recipient by the email, they may forever have a “pending” status… how can you track successful delivery of the “invitation to download” email? You may want to know if, when the delivery status is “pending”, the recipient received the email invitation and simply did not download, or if he just did not get your email invitation to download.
Considering these and other potential issues, we will decipher the features that are today becoming essential to those sharing important files; features that you might want to look for in a large file sharing tool.
So let's take a look at the comparison table
As of 2017 (Quelle: https://www.rpost.com)
What are the most important features for users, businesses and those who work in home office to consider in a large file transfer service?
- One-Time-Send for Large File Sharing: Will you remember to clean up online storage? This feature is best suited for sending a large file, or a set of documents (many in number and/or large in aggregate size) where you would like to create a one-time online repository that the recipient or a group of recipients can access over a pre-set period of time (automatically deleting after the time period).
- Auto-Purge for Deletion of Online Storage after Sharing Period: This feature automatically purges the files after a set time period so that the sender does not have to worry about sensitive files remaining in various online storage locations.
- Auto-Detect Optimized Sending Method: Simply attach files to Microsoft Outlook regardless of size, and the add-on tool determines if the aggregate size of the files is above a set size threshold, and if so, sends using the file transfer service versus normal email.
- Send from Outlook: Send extra-large files from within the familiar Microsoft Outlook email compose interface, removing the need to visit and access third party websites to manage uploads, downloads, and logins.
- Tracking Visibility of successful delivery of invitation to download email: Without tracking visibility, you will see the “pending” status whether the invitation to download email goes missing (and they do!) or the recipient simply does not download. Which is it?
- Certified Proof of files transmitted: Many need a record to irrefutably prove the timestamp of when they sent the files, regardless of recipient actions, with an audit trail.
- Secure Transmission for downloads: One may have a requirement to ensure that files downloaded are done so through a secure Internet connection.
- Encryption: One may need a higher level of protection – to ensure only the intended recipient can access the files, and/or access the links to download the files.
- Co-work on Same Document: Some may view these services as not only large file sending and sharing tools, but also as collaboration tools. One should be aware, however, that some of these services may analyze and categorize document content and use key words in documents for further marketing to users.
- Long-term Storage: Some may view these services as long term archive storage. One should consider if these are good places to store one’s sensitive documents, or client related documents, as again, some of these services may analyze documents for key words and use this information to generate profiles on users. Further, these same services might not be great for sharing one-time files for a variety of reasons. In particular, one might not want to provide a recipient access or awareness of the online file repository.
A comparison in real use – WeTransfer vs. LargeMail by Frama RMail
WeTransfer is one of the well-known file transfer networks and is being used by a large number of companies all over the world.
WeTransfer offers two services, a free service and a payable service called WeTransfer Pro. We transfer Plus is available for 120 € / year or 12 € / month.
Frama RMail is a service for email encryption, tracking and large mail sending. There are pay licences along a all-time-free licence available.
Let’s compare RMail LargeMail with WeTransfer Pro:
| Feature | Frama RMail | We Transfer | We Transfer Pro |
|---|---|---|---|
| Built for one-Time Sending | ✔️ | ❌ | ✔️ |
| Auto Purge Protection | ✔️ | ❌ | ✔️ |
| Auto-Detect Sending Method | ✔️ | ❌ | ❌ |
| Simple to send from Outlook | ✔️ | ❌ | ❌ |
| Tracking Visibility | ✔️ | ❌ | ✔️ |
| Certified delivery Proof | ✔️ | ❌ | ❌ |
| Secure Transmission | ✔️ | ✔️ | ✔️ |
| Encryption | ✔️ | ❌ | ❌ |
| Co-Work on same document | ❌ | ❌ | ❌ |
| Long term cloud storage | ❌ | ❌ | ✔️ |
| Address verification | ✔️ | ❌ | ❌ |
The issue here is that you can enter any sending address you like. Therefore, it is impossible for the recipient to verify who tried to transmit the files to them. File sizes are up to 2 GB on any free use and up to 20 GB per send with a pro account.
With Frama RMail on the other hand you can easily verify the sender. Also, all files are deleted automatically after a certain time frame. Combined with the easiness of sending via outlook, you have all your data in one place and under full control. File size is limited to 1 GB per LargeMail message. LargeMail is one of the leading file transfer services worldwide. When compared with other vendors, the following benefits stand out:
- LargeMail is integrated in user’s workflow. There is no need to open the browser and to enter passwords. Right send from Outlook or Gmail.
- With LargeMail, there is no special account required – compare with WeTransfer Plus: If the account owner is leaving the company who maintains the 100 GB storage space with thousands of files? Will these files stay there forever?
- LargeMail sends from a verified email address. The recipient can trust that address. No spam or advertisement.
- With LargeMail, you receive a Registered Receipt presenting facts of the delivery including tracking information, time stamps and download notices.
- With LargeMail, you can encrypt your whole communication and file exchange – even with added benefits for the recipient: Secure Reply
Conclusion: What is the best way for you to send large files
So in summary, there is no reason that companies exchanging important and confidential files, contracts, pictures, X-Rays and drawings should use anything else than RMail LargeMail with Registered Receipt E-Mail, download notification, encryption, sender’s email address verification. Public files however can be distributed through open and less secure services available without big concerns. Whenever you send large files via the internet be aware of possible security vulnerabilities for your company data. If you have any questions or remarks on this article, please contact us.
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