Why Email is Inefficient for File Sharing in Law Firms

Email is quick and easy-to-use which is what makes it the most widely-adopted communication platform for professionals worldwide. However, it’s not always the most efficient, especially when it comes to file sharing.

In many cases, email can actually turn collaboration with clients, staff, paralegals, and co-counsel into a painful experience.

Here are a few reasons why email is inefficient for file sharing in law firms:

1. It’s difficult to navigate through emails to find files

You’re busy and you probably receive hundreds of emails every week. With all these emails creeping into your inbox and the numbers accumulating over time, how do you even begin to search for files that were previously sent weeks, months, or even years ago?

When you try, it ends up being a frustrating experience because you consume a lot more time than you have to, searching through several email threads.

Time management is critical for lawyers and a more organized file structure would surely save you time and headaches.

2. There are no audit logs

As a legal professional, you’re constantly sending important legal documents but there’s no guaranteed way of knowing if your contacts have received or accessed the files unless they tell you.

Off the top of my head, this can lead to a few issues: How do you know if you should follow up? How do you know if the files were delivered successfully? What do you do when your recipients claim they haven’t received anything?

With audit logs, you can see the status of the files you send.

3. You can’t send large files

If you need to send large files to your recipients, you can forget about it! The most popular email service providers such as Outlook or Gmail only allow a maximum file size of around 25Mb which means they’ll restrict you from uploading if you try to upload files bigger than that limit. Even if you figure out a method to increase the attachment size limit to send large files, there’s no guarantee that your recipients will receive it because email servers on the receiving end might reject the oversized attachment. The recipients’ mailboxes might even be too full to store the file.

As a result, you need to resort to other methods such as sending DMS links or sharing files through FTP — both of which are multi-step processes that are inconvenient and reduce productivity. You might even need IT to help.

The Efficient Alternative to Email

While there are many alternatives for file sharing out there, TitanFile is a secure file sharing solution that’s specifically designed to work around these inefficiencies and make collaboration in law firms much easier. Here’s how TitanFile addresses the issues above:

Organized File Sharing

TitanFile uses “Channels” which are two-way communication streams that allow you to sort your files and messages by client, case or subject matter. This helps you stay organized and removes the need to search longer than you should have to for files.

All contacts within the channel can choose to upload individual files or even entire folder structures — something email doesn’t allow. With one click, you can access all the files shared within a channel.

Advanced Audit Logs

TitanFile provides you with access to audit trails that show information regarding the messages and files you share through the platform. You can use this to check if emails and files were delivered successfully and also receive email notifications when the files you send are accessed by the receivers.

Large File Sharing

TitanFile allows you to send files of virtually any size (depending on your subscription plan) at blazing fast upload speeds. All uploaded files are stored in TitanFile’s secure cloud servers which don’t eat up any inbox space.

“The transition to TitanFile made large file transfers seamless and simple.”
– Jason Mervyn, Director of IT Business Solutions at Gowling WLG (Canada)

Interested in giving TitanFile a try? Get a free trial.

Stephen Chen

Stephen is the marketing specialist at TitanFile. He has an extensive background in IT and makes it his mission to empower professionals into taking the necessary steps towards a more secure and compliant workplace.