Sending those big files: Big problem, or no big deal?

What do you do when you need to send a really big file to a coworker or client?

You could attach the file to an email—although that can be problematic, as you may have learned from experience. Many email services (especially corporate ones) can be restrictive. And they should be—everyone relies on email for instant communication, and if someone were to attach and try to send a 20MB file via email it could bog down the entire system. And if you are able to send it, there is no telling whether your recipient’s email system is able to receive it.
Or, you could transfer the file to a CD or flash drive and send it via FedEx. That takes time and money.

You could try FTP (known as the “black hole” in some companies). FTP transfer is old technology, and may not meet the current expectations of your clients. It’s clunky. Finicky. Sometimes slow.

So what are you options?

More and more companies today are adopting new technology for electronic file management that offers accessibility (i.e., files are easy to find on the system) and easy transfers (i.e., the ability to quickly and easily move any size and any type file.) Several services on the web provide these services – some of the basic ones are even free. So how do you determine which service is best for you?

To evaluate your needs, consider these key questions:

> Am I sending the same file over and over again?
> Do I want to control what the recipient can do with the file once I send it?
> How do I ensure the recipient can actually open the file?
> Do I need to collaborate with the recipient once they receive the file?
> Am I sending a file that requires approval?
> Will the recipient be making changes to the file?
> How will the recipient communicate changes back to me?
> How important is version control?
> What about security?

If any – or all -- of these considerations are important to you, then you need a digital asset management (DAM) system. A DAM system would allow you to easily send large digital files, visually manage your files, and simultaneously allow you to keep control of the usage of the file.

Many companies are using HubCentrix’s virtual desktop as their DAM system. This web-based software allows you to see the content of your digital files at a glance. You can send clients and coworkers large files, and they can upload large documents to you. Because the system is web-based, no special software is needed to view files. And you retain complete control. As the owner of the files, you set all the access parameters.

The users of HubCentrix credit the system with huge savings in time and money by keeping their digital assets at the fingertips. You can see how HubCentrix works by visiting http://www.hubcentrix.com/