Sending Files

It is very common for people to send files to one another, but file size sometimes presents a problem because the most common method - emailing as an attachment - runs up against attachment file size limits.

There are a few general methods to get a file from one machine to another:

1. Copy the information to a CD or jump drive and physically transport the information. Not ideal for the vast majority of file sharing needs.
2. Email is the most commonly used method. Not only are there file size limitations, some networks and programs allow only certain file types. Even worse, it is a one-way street and most sent emails do not have delivery receipt notification so the sender assumes delivery when in fact the recipient may have never received the file. For businesses, where employees turnover often, personal email accounts present a problem if used for file transfer if addresses are not maintained or files were left on the email account rather than moved to a shared area.
3. Instant messenger programs allow file transfers. It is a live feed made available by the fact the technology requires an open channel between the two computers. This method has the advantage of a real time confirmation from receiver to sender. These programs should have a file type and file size limitation. However, by definition, the file transfer requires communication coordinated in advance and before the file can transmit.
4. Personal websites can be used to house files by simply uploading a file and directing the receiver it. Usually password-protections are not used, but even if they were, users typically fear Internet hackers culling data online and private information is not often made available in this manner. However, this method can provide access to as large a file as the sender can post. Free personal websites may have a file type limitation, but paid hosting typically does not.It is possible for the sender to track a log of file access, but most do not and confirmation again requires communication.
5. Users who have online directories through an online host can share access to these files by password-sharing. This requires a great deal of trust since the password allows for full control of file upload/download and could create numerous security issues. It is the equivalent of giving someone your wallet and turning your back and asking them to be nice to your wallet. Anyone you would not trust with your wallet you should not trust with your passwords. Maybe even less than that, a wallet cannot be deleted by mistake!
6. File sharing websites offer users the ability to post a file that another user can download.If files are publicly available it serves as a music-swapping domain and targeted by lawyers so the preferred method is to have files active for a limited amount of time and not in a searchable directory, just a link you can share with the intended file recipient. Since it is a third party there is no ability for sender and receiver to know the transfer completed properly without some kind of communication. Users do not stare at file transfer websites so no matter how well-placed the ads they will not be viewed very much. If there is a file size limitation the sites will not have an advantage over other options and if there is no file size limitation the sites require massive bandwidth for very minimal user action. File sharing websites come and go, probably because they cannot maintain a working revenue stream.
7. Peer to peer networking was made famous by Napster and requires no special computer programming skills or technology other than a simple software download. Current technology uses BitTorrent , which shares bits of files rather than entire files so download occurs through multiple channels and completes quicker. This requires file sharing across computers and a public directory to take advantage of the technology, so it is suited for music files and not private files. It is effective, but there is a real loss of control over the files.
8. File Transfer Protocol (ftp) is the standard developed years ago for sending files from one server to either another server or a computer. Files can be posted either way or access limited to download only, depending on how the connections is established. ftp allows for automation of file sharing and logging (since it is run through a server) so it is possible for user and sender to coordinate the transfer.This is a very successful means for transmitting files because there is not a limitation on what or how much data can be sent. However, it requires a server. Computers can be set-up to act like a server, or individuals can purchase servers, but really a server should be monitored by an IT department with experience handling the risks associated.

What should you do? Depends on what you are working with. Businesses should always opt for the ftp option. Even small businesses without a devoted IT staff should explore ways to have a protected area of their website to share files. Individual people should stick with email whenever possible since it is so easy (and popular) - typically the workaround for email is to simply reduce the number of files (pictures) attached and send multiple emails. There is a reason email has a certain limitations on file size, it coincides with the rough needs of the majority of users to pass pictures back and forth. Anything larger is often music, video, or programs that are mostly copyright-protected but if I want my friend to help me edit my home videos I should be able to send it to him without an Act of Congress. Most video content can be delivered via YouTube (which can limit access to certain email address accounts) but the large raw data files for the video are not so easily transferred. The file sharing websites may provide a quick fix for a temporary need, but should not be depended upon to remain active for long. However replacements will pop up later. I'd prefer to host my files on my own websites rather than rely on a third party, but that is not always possible.