GearFTP File Transfer Service


Transfer all your work quickly and safely with GearFTP. Compatible with all Gear products and many others, GearFTP makes HIPAA Ready file transfer a snap and the free SFTP file transfer option is included on every plan.

SKU: gearftp Categories: , Brand: Due to Microsoft’s decision to discontinue support for past operating systems, we can only offer technical support for products running on Windows 10 and newer.


GearFTP is a safe, secure and easy to use file transfer “vault” for your dictation or other file types. Our user friendly interface will allow you to manage and move your dictation files to transcription whether those two operations are in the same building or around the world.

FTP services are offered in plans much like cellular phone service or our own idigital Call-In dictation service. Each of our plans was carefully designed to give you just the right amount of storage, throughput and access you need. Each plan offers support by our dedicated technical support team. Differing levels of support are included with each plan.

Our FTP servers are located in a state-of-the-art data center with connections to multiple Internet backbones to insure maximum availability. Our servers are cutting-edge and fully redundant multi-processor systems designed to handle any amount of load. We own and manage all of our servers in the data center, which is minutes from our offices, while many others lease space in large, out-of-state, server farms.

Optional FTPS is available on all plans at no additional charge. This creates a secure path for your dictations to move between yourself and the site. Following HIPAA and HITECH recommendations has never been easier or more affordable.


  • 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, 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
STORAGE 100 MB 200 MB 1 GB 2 GB
PERFECT FOR: Individuals Small Companies Small-Medium Sized Companies Large Companies
USER LOGINS: 3 10 30 50
SUPPORT Email* Email + Toll-free* Email + Toll-free* Email + Toll-free*

Note: *Support available during normal business hours of 8 AM to 5 PM EST. Support available after hours for $120.00 per incident unless our system is at fault.


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.


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!


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.


GearFTP provides multiple safeguards to our HIPAA sensitive customers that include:

  • Servers are all located in highly secure data centers, 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.

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.


  • GearFTP 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.

TranscriptionGear FTP Terms of Use


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.

Do I need special software?

Yes, you will need to use a 3rd party FTP client like Filezilla. Note: 3rd party software is not directly supported.

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