• 24/7 access to your files
• Share dictation jobs in a workgroup
• Available worldwide
• Transfer transcribed work back to Author's offices or anywhere
• Works with GearDictate, GearXport, GearPlayer and many others.
• Managed maintenance of hardware and software - frees up time for you to concentrate on your business
• Save on UPS/FEDEX Charges
• Reduce your costs by 20-50%
• Private FTP Account Folders allows you to be HIPAA Compliant
• Optional FTPS free on all plans allows you to follow the HITECH Acts' recommendations
• 99.98% Uptime Guarantee
• NO Anonymous FTP Connections
• 256-bit AES transport encryption over SSL and SSH

Here are some of the most frequently asked questions with their answers. If you do not find the answer you are looking for here just give us a call (888) 834-2392.

What is FTP?

FTP (File Transfer Protocol) is one of the easiest, fastest, and most secure ways to exchange documents, sound files, and more over the internet. You may not know it, but more than likely, you have used an FTP site on the internet before. In the dictation and transcription industry, the most common use for FTP is exchanging audio files and transcribed documents back and forth between a transcriptionist, or transcription service providers and their clients.

What is FTPS?

FTPS (also know as FTP Secure and FTP-SSL) is an extension of the commonly used File Transfer Protocol (FTP) that adds support for the Transport Layer Security (TLS) and the Secure Sockets Layer (SSL) cryptographic protocols. This ensures that information is securely transferred using a private and safe data stream. This protects the data stream from being intercepted by unauthorized individuals.

The main purpose behind FTPS is to transfer data, but is is also used to obtain general access to the FTP server's file system. The FTPS protocol runs on a secure channel – no clear text passwords or file data are transferred.

FTPS is an option that the GearFTP Administrator can turn on and off. It is available on all plans at no additional charge.

What is an FTP Site?

An FTP site is like a large filing cabinet for your digital files. With a traditional filing cabinet, the person who does the filing has the option to label and organize the files how ever they see fit. They decide which files to keep locked and which remain public. The same is true with an FTP site. The key to an FTP site is the user name and password. This allows you and your list of authorized users the ability to place documents and audio files in folders, both when sending and receiving.

If I use FTPS, do I still need encryption?

FTPS is designed to allow you to transfer files over the Internet in a secure way. However, once the file gets where they are going, they are simply placed on the server in a folder. Those files can still be accessed by all parties with a user name and password. This does not sufficiently protect sensitive data such as PHI. If you're working with PHI, encryption is still recommended for the most secure file transfer as mandated by the HITECH Act of 2009.

For 128–bit encryption, peace of mind and automating the transfer of files, we recommend considering GearXport.

Do I need special software?

No, special software is not required. Upon completion your account sign up, you'll receive a link to a browser–based file management system. This interface can be used to manage and transfer files and folders on your FTP and also turn on and off account specific features.

Advantages over Email

FTP offers a long list of advantages over email. Emailing someone is just like mailing a letter. Do you really ever know if the recipient ever receives the letter? Under most circumstances you can assume they did, but when we are speaking of medical dictation and transcription work, do you really want to assume?

FTP is inherently more reliable then email because your PC makes a direct connection with the FTP server, then begins to transfer the files. After the file transfer is complete, you actually see the files sitting on the server. This confirms that they are there and whoever needs to pick them up, can. A single email however can be routed through several servers before it finally gets to its designation and then you have to consider spam filters picking them up.

Most email providers impose a limited file attachment size. If the limit is exceeded when you send or your client sends an audio file, the file will not transfer and will not be received. FTP eliminates the issue completely and you can rest assured you will not encounter a job to large to transfer.

Workflow Automation

In the dictation and transcription industry, most things are time-sensitive. Utilizing powerful dictation software with FTP interfacing built-in such as the GearTools Suite can save a great deal of time and it makes sending and receiving files easier than ever. Files can simply be exchanged using predefined rules. As you type, new jobs are being transferred to you. When you finish a job, save it to a specified location and what the GearTools Suite sends it back to the FTP site so the client side can automatically download it and even print it if necessary!

What should I look for in an FTP Provider?

Your FTP site will play a big part in your business. It is absolutely necessary to investigate each FTP provider you consider and ask them questions like, “How many years have you been in business?” and “What is your uptime like?”. When your FTP service goes down, so does your ability to transfer file. Price is always a factor, but also consider the technical support options, the company's reputation, and the overall value of the plan.

GEAR FTP and your HIPAA Compliance

GEAR FTP provides multiple safeguards to our HIPAA sensitive customers that include :

• Servers are all located in a highly secure data center, thereby making it impossible for equipment such as a hard drive containing medical data to be stolen.
• Servers do not accept Anonymous-FTP connections, the most common hacker method of seeking out an FTP site for possible attack.
• FTP username and password is required.

Important Note - Password creation is your responsibility. We recommend that you make all passwords difficult to crack and follow reasonable standards for password security.

Optional 128-bit transfer encryption for your account via GearXport.

Important Note - It is suggested that your users always connect to our servers via a method that supports encryption.

• We actively monitor and react to intrusion attempts into our systems through the use of a sophisticated Intrusion Detection System (IDS) and multiple operating system level security tools.
• No copies of your files reside on any offsite or long-term storage media. We backup your data nightly for disaster recovery purposes only. No removable media is used and this data never leaves our secure data center. In addition, backups are overwritten with each successive backup.

Disclaimers:

• GEAR FTP considers its services "HIPAA Ready," and proper use of the tools provided should meet your needs of HIPAA compliance and recommendations by the HITECH Act. However you should consult your own attorney in that regard.

NOTE: This HIPAA Statement is effective of September 1, 2009.

Download a printable copy in Adobe Acrobat format or MS Word 97 - 2004 format or MS Word .docx format.

The Platinum plan is our premium plan. It provides enough storage space and user logins to meet the needs of most large transcription firms, large law offices, large medical facilities or other offices with a large volume of files to transfer each day.

The plan provides your master user login and 49 additional user logins and 2 Gigabytes of data storage space. Support for the Platinum Plan is Email plus telephone support during regular business hours (8:00am to 5:00pm Mon - Fri except established US holidays). After hours support available at $99.00 per incident

The Platinum Plan is available on a month-to-month basis at a cost of $99.99 per month with no time limits or restrictions. The one time set-up fee is $29.99 waived for this plan. Payments are billed to your credit card at the beginning of each billing cycle (the month anniversary day) and will continue each month.

The Platinum Plan is also available as an annual subscription at a cost of $958.99 and is billed on the sign-up anniversary

The Gold Plan is designed to meet the needs of a larger organization. It provides enough storage space and user logins to meet the needs of many mid-sized transcription services, law, medical or other offices with a substantial number of files to transfer each day. This plan will meet the needs of all but the largest of users transferring large numbers of documents and large files.

The plan provides your master user login and 29 additional user logins and 1 Gigabyte of data storage space. Support for the Gold Plan is provided by Email plus telephone support during regular business hours (8:00am to 5:00pm EST Mon - Fri (except established US holidays) After hours support available at $99.00 per incident.

The Gold plan is available on a month to month basis at a cost of $49.99 per month with no time limits or restrictions. The initial set-up fee is 29.99 and is billed with the first months billing. Payments are billed to your credit card at the beginning of each billing cycle (the month anniversary day) and will continue each month.

The Gold Plan is also available as an annual subscription at a cost of $478.99 and is billed on the sign-up anniversary date. The initial set-up fee of $29.99 is waived for the annual subscription.

The Silver Plan is our economical small business plan. It provides enough storage space and user logins to meet the needs of many small transcription companies, law firms, medical groups or other offices with a moderate volume of files to transfer each day.

The plan provides your master user login and 9 additional user logins and 200 Megabytes of data storage space. Support for the Silver Plan is provided by Email plus telephone support during regular business hours (8:00am to 5:00pm Eastern US Mon - Fri (except established US holidays) After hours telephone is support available at $99.00 per incident.

The Silver Plan is available on a month to month basis at a cost of $29.99 per month with no time limits or restrictions. The initial set-up fee is $29.99 and is billed with the first months billing. Payments are billed to your credit card at the beginning of each billing cycle (the month anniversary day) and will continue each month.

The Silver Plan is also available as an annual subscription at a cost of $286.99 and is billed on the sign-up anniversary. The initial set-up fee of $29.99 is waived for the annual subscription.

The Bronze Plan is our entry level plan. It provides enough storage space and user logins to meet the needs of many independent transcribers, small law firms, medical practices and other offices with a smaller volume of files to transfer each day.

The plan provides your master user login and 2 additional user logins and 100 Megabytes of Data Storage Space. Included support for the Bronze plan is provided by Email with our technical support team and is available during regular business hours 8:00am to 5:00pm Eastern US Mon - Fri (except established US holidays). Telephone support is available at $29.00 per incident during business hours and $99.00 for after hours each incident.

The Bronze plan is available on a month-to-month basis at a cost of $19.99 per month with no time limits or restrictions. The one time setup fee is $29.99 and is billed with your first month. Payments are then billed to your credit card on the anniversary date of your account setup and will continue each month.

The Bronze plan is also available as a convenient annual subscription. The setup fee of $29.99 is waived. This brings the annual cost to $190.99 which is billed to your credit card on the anniversary date of your account setup and will continue each year.

Choose your plan link below to begin the Sign Up process. You will be guided through each step along the way.

• Platinum Plan - Our premium plan. It provides enough storage space and user logins to meet the needs of many large transcription firms, large law offices, large medical facilities or other offices with a large volume of files to transfer each day. This plan will provide resources to any large organization that requires a safe, secure and easy to manage file transfer solution.


• Gold Plan - Designed to meet the needs of a larger organization. It provides enough storage space and user logins to meet the needs of many mid-sized transcription services, law, medical or other offices with a substantial number of files to transfer each day. This plan will meet the needs of all but the largest of users transferring large numbers of documents and large files.


• Silver Plan - An economical plan for small businesses. It provides enough storage space and user logins to meet the needs of many small transcription companies small law firms, small medical groups or other offices with a moderate volume to transfer each day.


• Bronze Plan - Our basic entry level plan. It provides enough storage space and user logins to meet the needs of many independent transcribers, small law firms, medical practices and other offices with a smaller volume of files to transfer each day.