GEAR FTP - FAQ
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’ve
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 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.
Do I need special software?
No, special software is not required. Generally speaking, you can
use a standard web browser (Internet Explorer, Netscape, etc.)
or a dedicated FTP software program, sometimes called an FTP
Client. In the dictation and transcription industry, security is the
number one concern. The FTP Client you decide to use should support
128-bit encryption for HIPAA readiness, like TranscriptionGear.Com’s
GearXport software.
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’re 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’s absolutely
necessary to investigate each FTP provider you consider and ask
them questions like, “How many years have you been in business?” and “What’s
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.
Introducing Gear FTP
From the company that brought you idigital and GearPlayer, TranscriptionGear.Com
is proud to introduce Gear FTP. TranscriptionGear.Com’s FTP service
has been designed from the ground up specifically for the dictation
and transcription industry. Also, you can enjoy peace of mind knowing
that Gear FTP is 100% compatible with all Gear products and the idigital
toll-free call-in dictation service.
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