Best File Sharing Software

File sharing is a basic requirement in collaborative workspaces. It is also pervasive for maintaining business relationships and providing various services to customers. Businesses even share files with suppliers, vendors, regulatory bodies, stakeholders, etc. The use of high-end technologies and sophisticated applications has led to an increase in the number and size of files created every day. Therefore, organizations need optimal solutions and rightsize applications to share and receive multimedia files, large presentations, multiple files, or sensitive documents. This is where file sharing software can help organizations streamline their file sharing workflows. 

File sharing software systems provide a spectrum of features that standardize, centralize, optimize, and expedite the organization's file sharing process. Deploying the right file sharing tool is critical to realizing your objectives. Amidst the vast pool of file sharing software applications, finding the most suitable one for your organization requires consideration of a lot of parameters. This buyer's guide intends to reduce your evaluation time and provide you with the most vital information required to make a prudent purchasing decision. Read the guide to know about the features, costs, criticalities, and major elements of the best file sharing software systems. 

File Sync: File sync is a process of updating two or more files at various locations/systems in real-time. When changes are made to one file, the same are automatically updated in all the sync files. File Sync feature helps in keeping data uniform and safe across various locations and systems. As data is stored at various locations, the same can be retrieved from the other in case of data loss due to any mishap or error. Secondly, real-time synchronized updates ensure the most recent version of files is accessible by businesses for sharing.

File Hosting: File hosting refers to the service where the host (a service provider) stores the user's data and makes it available on the internet whenever needed.  Users can use technologies such as FTP/HTTPS to access their files. 

File Transfer: File transfer is the process of sending files via various protocols from one computer system to another. FTP, HTTPS, SSH file transfer, instant messaging apps, and P2P applications are some examples of file transfer technology. 

P2P File Sharing: It is a type of internet-based technology to transfer files from one peer computer to another via a peer-to-peer file sharing application. 

Double Post: It is an error that leads to transferring the same file twice due to any technical glitch or human mistake. It causes unnecessary load on the servers and creates confusion for the file receivers.

Zip File: It is a file that contains the data of multiple files in a compressed folder.  The Zip File process lowers the file size by applying lossless compression algorithms.

An increase in the remote work practice has also increased the need to share more files and collaborate in real-time. However, file sharing over unsolicited networks and traditional platforms come with a  lot of challenges. The most critical issues in file sharing are file size limitation when sending via email, the security of files, and the speed of sending files. Check the details below:

• Sending large files: A major challenge that businesses face is related to sending large-sized files. While there are various methods of sending files below 2 GB, when it comes to large files that range from 10GB to up to 500 GB, businesses are caught in a fix.
• Protecting data: Businesses have to protect their customer's data, sensitive files, important documents, and critical media files from hackers and people with malicious intentions. It is, however, not easy to deploy stringent security measures to protect every file. 
• Speed of File Transmissions: Traditional and outdated file sharing methods may hamper the high-speed transfer of files and can cause work delays. Ensuring high-speed file transfers is a bit challenging. 

Other challenges: 

• Sending a large number of files: When you need to send thousands of files over internet networks, keeping the sanctity of files, and protecting them from malicious cyber attacks, is a challenging job. 
• Keeping track of sent files: When thousands of files are sent on an everyday basis, organizations find it hard to track their usage metrics. 

Companies can speed up, secure, and scale up their file sharing and reporting process with file sharing software. The software comes with various modules that level up your file transfer process. It is the part of the new work nucleus that contains tools for personal productivity, communication, and collaboration. It has features such as high-speed file transmissions, mobility, compression, compliance adherence, encryption, file tracking, file storage, and backup.

The success of any modern enterprise depends upon its ability to collaborate, innovate and expedite the time-to-market. The use of public file hosting and transfer services by employees can put enterprise content security at risk. The traditional methods of file sharing are therefore outlawed by file sharing and synchronization solutions. 

A file sharing program works by allowing the users to share files by email or by a link. It removes all bottlenecks that prevent secure file sharing. It allows you to retain your organization's existing folder structure to eliminate the need for learning the new file locations. 

The advanced activity log tools of the software record who accessed, modified, deleted, or copied files. It also lets you determine how long you want to store your files before they get deleted automatically.

Methods and Technologies of sharing files:

1. Over FTP: File Transfer Protocol (FTP) is a client-server protocol that allows users to request servers for downloading, moving, editing, deleting, or renaming files. Secure FTP protocols use SSL/TCS encryption to protect your data during transmission. 
2. Over Cloud Storage: In cloud-based file sharing protocol, files are first sent to cloud servers, and thereafter, anyone who needs them can request a download from the cloud servers. 
3. P2P sharing: Files are either shared between two computer systems or between a computer and a server. When files are shared between two computers, it is known as Peer-to-peer or P2P file sharing. 
4. Over Messaging Platforms: Messaging or communication platforms such as Slack, Skype, Gmail, Messengers, etc., can be used to send and receive files. 
5. Remote Access Program: A remote access application can be installed on both the source and destination computers. This application can access the file on connected computers. 
6. File Sharing Software: Platforms specifically designed for file sharing and collaboration let users share files most conveniently. 

A file sharing software immensely benefits organizations by easing the overall file sharing process. Various benefits of file sharing software are underlined below: 

• Makes sharing of large files a hassle-free process with file sharing capacities of as high as 500GB and more
• Expedites the file sharing process with comprehensive schedulers, workflow automation, and quick scanning of files for viruses, spam elements, malware, etc.
• Automatic end-to-end encryption keeps your data secure and private and sends files via a secure link, App, or Email
• Two-way sharing that also allows your clients to share files with you
• Complete protection and access controls with passwords and 2FA authentication
• Easy tracking of your transfers at all times with highly advanced log tracking metrics
• Enables collaboration on shared files from anywhere and also on mobile devices
• Automated high-end compressions that increase the file transfer speeds
• Share files of all types, sizes, and formats with ease
• Data loss prevention and backup mechanism keeps your files intact

File sharing software can be used by all types of industry verticals such as: 

• Financial Services: For sharing documents online, loan papers, uploading and exchanging financial information. 
• Government Agencies: For sharing contracts, manuals, guidelines, blueprints, sensitive documents, policy documents in real-time and to a large number of officers and employees.
• Healthcare: For sharing patient records, medical history, EMRs, insurance documents, consent forms, research findings, large files containing genome sequencing, and more. 
• Education: Single platform to share study material, research projects, curriculum files, presentations, etc.
• Professionals: Sharing documents such as proposals, contracts, presentations, etc.
• Manufacturing Industry: For sharing documentation, technical notes, processes, industry guidelines, monthly reports, production reports, etc. 
• Media: For sharing videos, graphics, presentations, images, briefs, and other documents with ease. 
• Construction: Sharing RFIs, blueprints, maintenance reports, work orders, bid documents, change orders, purchase orders, job cost reports, site images, and videos. 
• Consulting: Share client presentations, agreements, planning reports, proposals, contracts, templates, reports, analyses, etc. 
• Retail: Sharing marketing material across the retail chain, employee records, product launch documents, inventory reports, vendor files, etc.
• Marketing: Sharing marketing material, brochures, flyers, marketing collaterals, marketing proposals, plans, content calendars, and more. 
• Design Industry: Sharing design files, graphic files, multimedia files, flowcharts, and more.

Manually sharing files over the internet involves risks that may jeopardize the security of your files. Cloud storage applications and file sharing systems have brought a lot of convenience, agility, and scalability to enterprise-level file sharing. However, poorly implemented systems, low-quality applications, and unmanaged file sharing can cause file security risks while sharing files. The major risks associated with file sharing are:

• Transmission of malicious files: Over unsafe networks, hackers can install malicious codes in your files, introduce trojans, malware, ransomware, spy files, worms, etc., into your system. When downloaded such files can cause exposure of data to unauthorized sources. 
• Legal risks: Sometimes even unknowingly downloading infected files that contain pirated material, explicit videos, or copyrighted material can put you at legal risks. 
• Loss of sensitive data: Cybercriminals conduct phishing attacks more often when files are transmitted over poorly structured applications. Corporate houses that use low-quality P2P file-sharing software are highly prone to cyberattacks. 

Without proper evaluation of file sharing systems, corporations and businesses may deploy a low-quality and susceptible software application that is not able to secure their sensitive files. Therefore businesses must evaluate the file sharing and storage solutions carefully to protect their files during and after the sharing process.

Buyers should meticulously consider and analyze the following elements of the file sharing software tools before making an actual purchase: 

Maximum file Sharing Size

Depending upon the nature of your organization's work, your file sharing requirements may vary from other industries. For instance, the design industry, video production houses, photographers, gaming industry, etc., comparatively requires more heavy files to be shared than other industries. A file sharing software vendor who puts a limit on the file size that can be shared is not appropriate for the above-mentioned industries. Also, without high-speed transfers, files that amount to a couple of Gigabytes will get bloated. 

File Availability Days

Most file sharing systems have a file expiration policy in place. The shared links of files may get expired after a few days rendering the files unavailable for downloads. Mostly the basic plans come with a shorter expiration date. With professional plans, you can extend the file expiry date. With enterprise plans, you might also get an option to set your custom expiry date or set it to never expire. 

Storage Capacity

Certain industries such as IT, financial services, graphic design companies, research firms, etc., create a huge amount of data files daily. With large workforces, the file sharing needs are amplified, and therefore, more storage space is required to save the files. Check with your vendor about the storage capacity of each plan that he/she offers. Generally, unlimited storage options should be preferred for worry-free file sharing across your organization. 

Customization: You may require to customize your settings to suit your unique and business-specific file sharing needs. It is important to ask your vendor if he/she allows custom controls and branding-related customizations etc. 

Protection

You should read and inquire about your vendor’s security protocols and if there are any past occurrences of data breaches with the vendor. 

Compliance

File sharing can have legal ramifications. Ensure that your vendor is compliant with major data security standards and protocols such as HIPAA, GDPR, SOX, SOC 2, ICFR, FISMA, etc. 

Number of Users

The number of users allowed is a crucial factor to keep in mind before making a purchase. Your organization may require everyone to share and receive files. Any capping on the number of users allowed may be detrimental to your business. Also, check if the pricing gets affected due to an increase or decrease in the number of users or not? 

Other crucial factors to check are: 

• Can file sharing software integrate with other technologies such as CRM, Google Workspace, Cloud storage, digital signature software, etc.?
• How many files and folders can it process simultaneously or in a day/week/month/year?
• Is the software user-friendly, sophisticated, and easy to navigate?
• Can it process and share all types of file formats?
• Is it accessible on all devices such as desktops, laptops, tablets, and mobile phones? 
• Can it work with low bandwidth internet connectivity, and what transfer acceleration protocols does it have?
• Are there any hidden costs, installation, and training charges? 
• Does it provide 24/7  call, email, or live chat support? 
• Whether it provides free software upgrades?
• Does it provide a Free Trial or a Free demo of its services? 
• Is it easy to train employees?
• Does it provide custom reporting and metrics?

Basic Features:

Easily send, receive, and store documents files, audio files, video files, and more in the cloud. 

Transfer Acceleration

It refers to the customized settings, protocols, and high-speed servers that accelerate the file transfer process and provide blazing file transfer speeds. 

Secure Transfers

Users get an easy, secure way to share files and folders. Users can share files via custom links or emails. All links, emails, and files are scanned for viruses before sending and downloading. Users can also set up 2-factor authentication and access controls for enhanced security. 

Multiple Options to Download

The receivers of the files have multiple options to download them, such as FTP downloads, web browser downloads, torrents, or the file sharing app itself.

Audit Trail: Full-audit trail functionality tracks uploads, downloads, logins, logouts, etc., to help businesses keep a record of sensitive files that were shared and received in and out of the organization. 

Two Factor Authentication: Two-Factor Authentication is a procedure that lays another layer of advanced security measures where after entering a password and login ID, users have to clear one more step to access the system or files. The added layer is in the form of a PIN, an OTP, a secret question, fingerprint, facial scan, iris scan, etc. The added layer of security makes it difficult for anyone to gain illegal access to important documents. 

Preview Files: Users can preview files of all formats before downloading them. 

Version Control: It saves all versions of files and retains the originally shared version. 

Compliance

The file sharing software solutions come in compliance with data security measures and regulations in your local region. When sharing files internationally, GDPR, HIPAA, SOC II, etc., compliance is required. 

Storage

File sharing software systems come with a fixed or unlimited storage capacity that allows users to store the shared files for easy retrieval. 

Automated Notifications 

Device Compatibility: The file sharing app works on all devices such as desktops, laptops, mobiles, and tablets

Delivery Tracking Metrics: 

• The feature tracks and notifies:
• The time when the files were shared
• The time when it reached, 
• Whether it got delivered or not 
• Whether it was opened or not
• How many times the files were downloaded

The costs of  the best file sharing app depend on a large number of factors such as:

• The number of files and file size it can process
• Features it offers
• User-friendliness and interface
• Automations it offers
• Storage capacity
• File security features it offers
• Deployment required: Cloud-based, Web-based, on-premise software, or open-source.
• Type of automation it offers
• Quality of service and customer support offered 
• Uptime guarantee it offers

These variations cause the pricing structures of vendors to vary significantly. Box comes with a free plan for individuals with 10 GB of storage space and a maximum file upload size of 250 MB. Its paid plans start at $5 per month per user. Its enterprise plan allows you unlimited storage and advanced content management, data protection, and unlimited collaborations. Hightail offers a free file sharing software plan with 2GB storage and 100 MB maximum file size. With its business plan that costs $36 per user/month, you can send files of sizes up to 500 GB. Filemail file sharing application offers a pro plan at $5 per month per user with a maximum file size of 25GB. For unlimited transfer size, you can move to its business plan or Enterprise plan, which are priced at $10 and $25 per month, respectively. If you need free file sharing software, then go for We Transfer, or ProjectSend.

If you need free and open source file-sharing software, check out Pydio Cells, HFS, FileZilla, and Arbore. For other file sharing software solutions, you need to contact the vendor. Get the updated list and complete information from the GoodFirms file sharing software page.

GoodFirms is a premier IT software listing and research platform that provides reliable insights, software lists, and reviews of the leading software companies and products. GoodFirms currently hosts a listing of 60k software products and services with more than 30k reviews. Selecting a file sharing software product from GoodFirms' list means you are choosing software solutions that adhere to various quality standards and protocols and therefore are reliable for your purpose. Businesses seeking to invest in the top file transfer software solutions are advised to go through the product list on this page and analyze various applications before making a final investment.