The number of emails people receive each day has grown exponentially over the past several years. Included within these emails can be vast amounts of important and private information. Both the amount of email and the private information included within attachments raise concerns. There is a much better way to handle and manage this, rather than attaching files to email.

Email servers are configured so that they will only accept attachments up to a certain size. The reason there is a size limitation is so that an attachment won’t bring the email server to a grinding halt. Many users do not realize that when they attach a file that when it is received by the recipients email server, that email server has software that will scan the email, along with the attachment for any viruses or properties of a virus. When there is a large attachment, the process takes longer and can cause email servers to delay sending/receiving email or even halt. This is one reason why secure file transfer devices and websites are becoming popular. Also, many emails contain attached files that you and your client would not want others to read. This is why secure file transfers are safer.

A Secure File Transfer is a method used to transfer files between two parties. A computer is setup in your office and connected to the internet. The computer would have a Secure File Transfer Software program installed on it (about $800). You would give each of your clients a login and a password. When you need to send a file to your client, you upload the file to the Secure File Transfer computer in the client’s private folder. An email is sent to the client letting them know that something has been uploaded for them. They can then download the file for their review. When your client needs to send you files, they can upload files for you and you can easily download them to your PC or network. The client does not have access to your internal files on your network, only the files in their client folder on the secure File Transfer PC.

This is a safe and secure way to transfer files between you and your clients.

Read more about secure file transfer here.

Published in the Plummer Slade Solutions Newsletter: Second Quarter 2012.