How to Share Large Files Safely in 2025

Sharing large files has always been a challenge for businesses, startups, and creative teams. In 2025, with data-heavy formats like HD video, 3D models, and high-resolution product designs becoming the norm, the need for safe and reliable large file sharing is more urgent than ever.

Large file transfers create unique security vulnerabilities—email attachment limits force insecure workarounds, consumer file-sharing tools lack enterprise security, and transfer failures corrupt critical files. According to security research, 43% of data breaches involve file sharing systems, with large files particularly vulnerable due to their value and the inefficient processes teams use to share them.

The challenge isn't just moving large files—it's doing so securely without compromising quality, maintaining audit trails for compliance, providing professional recipient experiences, and ensuring files arrive intact. Modern businesses need platforms that handle multi-GB transfers while providing encryption, access controls, engagement tracking, and professional branding.

Peony solves large file sharing comprehensively: upload unlimited file sizes with secure sharing, track recipient engagement to know files were accessed, apply dynamic watermarks for leak prevention, and provide branded experiences that look professional—transforming large file transfers from risky, generic downloads into secure, trackable business processes.

Here's a guide to sharing large files securely, efficiently, and professionally in today's digital landscape.

Common Risks in Large File Sharing

• Data Breaches: Transferring files without encryption risks exposure of sensitive information.
• Unauthorized Access: Shared links without proper permissions can be forwarded or misused.
• File Corruption: Inconsistent transfers can result in incomplete or damaged files.
• Compliance Issues: Sharing without secure protocols may violate data protection laws.

Best Practices for Safe Large File Sharing

1. Use Encrypted Platforms

Always ensure the service uses end-to-end encryption to protect files during transfer.

2. Set Permission Controls

Use platforms that allow granular access levels—restricting downloads, setting view-only permissions, or assigning passwords.

3. Track Engagement

Analytics provide insight into whether recipients have accessed or downloaded files, adding accountability to the process.

4. Leverage AI-Powered Tools

AI-driven platforms can automatically structure and monitor file activity, ensuring safer and more efficient sharing.

5. Integrate eSignatures for Deals

When sharing contracts or agreements, built-in eSignature workflows reduce risks from switching between multiple apps.

Best Tools for Sharing Large Files in 2025

Peony

Website: https://peony.ink

Peony is the best solution for large file sharing in 2025, combining security, intelligence, and professionalism. It offers:

• AI-powered organization for structured file handling.
• Branded sharing rooms that give recipients a polished experience.
• Engagement analytics to monitor document interaction.
• AI-powered eSignature capabilities for secure deal completion.
• Advanced permission controls for maximum safety. Peony turns large file sharing into a secure, insight-driven process that builds trust with investors, clients, and partners.

Other Secure Options

• Box – Compliance-ready and secure file transfer for enterprises.
• Dropbox Business – Reliable syncing with upgraded admin controls.
• Google Drive (Workspace) – Easy collaboration with enhanced security.
• Microsoft OneDrive – Integrated sharing with enterprise-grade protections.
• Tresorit – End-to-end encrypted file sharing for privacy-focused teams.

Large File Sharing Methods Compared

Email attachments:

• Max size: 25MB (Gmail/Outlook)
• Pros: Familiar, simple
• Cons: Tiny limits, insecure, no tracking
• Verdict: Inadequate for large files

Consumer cloud storage (Dropbox, Google Drive):

• Max size: Typically 2-50GB free, unlimited paid
• Pros: Easy to use, familiar
• Cons: Generic links, no analytics, basic security
• Verdict: Acceptable for internal, not client-facing

File transfer services (WeTransfer, etc.):

• Max size: 2-200GB depending on plan
• Pros: Simple, fast transfers
• Cons: No organization, temporary links, no tracking
• Verdict: Quick transfers only, not professional

Professional platforms (Peony, TitanFile):

• Max size: Unlimited
• Pros: Security, tracking, branding, organization
• Cons: Paid (though affordable)
• Verdict: Best for client-facing and sensitive files

FTP/SFTP:

• Max size: Unlimited
• Pros: Fast, reliable for tech teams
• Cons: Complex setup, no user-friendly interface
• Verdict: Technical teams only

Industry-Specific Large File Challenges

Video production and creative agencies:

• Files: 50-500GB raw footage, 5-50GB final deliverables
• Challenge: Client review and approval workflows
• Solution: Peony (branded delivery + engagement tracking)
• Benefit: Know which stakeholders viewed, professional presentation

Architecture and engineering:

• Files: 1-20GB CAD files, 3D models, renderings
• Challenge: Version control and client collaboration
• Solution: TitanFile or Peony (security + organization)
• Benefit: Audit trails and access controls for compliance

Healthcare and medical imaging:

• Files: 500MB-10GB medical imaging (MRI, CT scans)
• Challenge: HIPAA compliance and patient privacy
• Solution: HIPAA-compliant platforms (Peony Enterprise, Box Healthcare)
• Benefit: Compliance assurance and patient data protection

Legal and professional services:

• Files: 1-50GB discovery materials, case files
• Challenge: Attorney-client privilege and confidentiality
• Solution: Encrypted platforms with audit trails
• Benefit: Legal protection and compliance documentation

Software development:

• Files: 5-100GB build artifacts, repositories, binary assets
• Challenge: Team collaboration and version control
• Solution: Git LFS, cloud storage, or professional platforms
• Benefit: Version tracking and team coordination

Security Best Practices

Before sharing large files:

Assess sensitivity:

• Confidential business information?
• Client or customer data?
• Intellectual property?
• Regulatory requirements?

Choose appropriate security level:

Public/low sensitivity:

• WeTransfer or similar (simple transfers)
• Basic password protection
• Short expiration (7 days)

Business confidential:

• Professional platform (Peony, Box)
• Email verification required
• Dynamic watermarks
• 30-day expiration

Highly sensitive:

• Encrypted platform (Tresorit, Peony)
• Two-factor authentication
• Screenshot protection
• View-only mode (no downloads)
• Audit trails
• Short expiration (1-7 days)

During transfer:

• Use HTTPS/TLS (encrypted connections)
• Verify recipient email addresses
• Send separate notification
• Confirm successful receipt

After sharing:

• Monitor access logs
• Revoke access when no longer needed
• Delete old files
• Maintain audit trails for compliance

Cost Comparison for Large File Sharing

Email (Gmail/Outlook):

• Cost: Free
• Limit: 25MB
• Verdict: Insufficient for large files

WeTransfer:

• Free: 2GB transfers
• Paid: $12/month for 200GB
• Use case: Occasional large file sending

MASV:

• Cost: $0.25/GB ($25 per 100GB)
• Use case: Video production, pay-as-you-go
• Annual cost (100GB/month): $3,000

Dropbox Business:

• Cost: $15-24/user/month
• Storage: Unlimited
• Use case: Team file storage and sharing

Peony:

• Cost: Free-$40/month (unlimited files)
• Storage: Unlimited
• Use case: Professional client/investor sharing with analytics
• Annual cost: $0-$480

Cost savings: For teams regularly sharing large files, Peony saves $2,000-5,000/year vs. pay-per-transfer services while adding analytics and professional features.

Large File Sharing Workflow

Using Peony (recommended for business use):

Setup (5 minutes):

1. Create Peony account
2. Configure custom branding
3. Set up default security settings

Share large files (2 minutes):

1. Upload file (any size)
2. AI organizes automatically
3. Configure recipient access
4. Generate sharing link
5. Send to recipient

Monitor (ongoing):

• Receive notification when viewed
• Track engagement analytics
• Follow up at optimal timing
• Revoke access when done

Result: Professional large file sharing with complete visibility and control.

Common Large File Sharing Mistakes

Mistake 1: Using email for large files

• Hits size limits immediately (25MB)
• Forces compression (quality loss)
• Creates delivery failures
• No tracking or confirmation

Solution: Use proper file sharing platform designed for large files

Mistake 2: No encryption

• Files vulnerable during transfer
• Interception possible
• Compliance violations
• Data breach risk

Solution: Always use encrypted platforms (HTTPS/TLS minimum, end-to-end preferred)

Mistake 3: No access expiration

• Files accessible indefinitely
• Security risk accumulates
• Can't revoke after project ends

Solution: Set automatic expiration (7-30 days typical)

Mistake 4: No recipient confirmation

• Don't know if file received
• Can't confirm successful download
• No engagement visibility

Solution: Use platforms with delivery and viewing confirmation

Mistake 5: No watermarks on sensitive files

• Can't trace leaks
• No deterrent effect
• No accountability

Solution: Dynamic watermarks identifying recipients

File Size and Method Recommendations

Under 25MB:

• Email attachments acceptable
• Quick and simple
• Recipient convenience

25MB - 2GB:

• WeTransfer free tier
• Google Drive/Dropbox links
• Simple file transfer services

2GB - 50GB:

• Professional platforms (Peony, Dropbox Business)
• Paid transfer services
• Consider security needs

50GB - 500GB:

• Peony (unlimited)
• MASV (pay-per-GB)
• Resilio Connect (multi-location)
• Specialized transfer services

500GB+:

• Peony (if organized as multiple files)
• Dedicated transfer services
• Physical shipping (hard drives)
• Direct fiber connections for recurring needs

Why Peony for Large File Sharing

Peony provides complete large file sharing solution:

Unlimited file sizes:

• No artificial size limits
• Upload multi-GB files easily
• Fast, reliable transfers
• No quality compression

Professional delivery:

• Custom branded domains
• Modern, clean interface
• Mobile-optimized viewing
• Fast previews and downloads

Security and control:

• Bank-grade encryption
• Dynamic watermarks
• Email verification
• Access expiration
• Granular permissions
• Complete audit trails

Engagement intelligence:

• Track when files accessed
• See which files viewed
• Time spent metrics
• Perfect follow-up timing

Cost-effective:

• Unlimited files and storage
• Flat monthly pricing
• No per-GB charges
• Predictable costs

Result: Professional large file sharing with complete security, visibility, and control at affordable pricing.

Related Resources

• Best File Sharing Tools for Creative Agencies
• Most Secure Ways to Share Files with Clients
• Top MASV Alternatives
• Secure File Sharing Best Practices
• File Sharing and Compliance