Use file transfer to deliver a defined set of files, shared cloud storage to work on files over time, and backup to recover data after loss or damage. One project may need all three. A temporary delivery link should not be your only copy of important work.
The distinction is the job each tool performs. A service that is convenient for sending a finished video may be unsuitable for a team editing documents every day or for recovering deleted work months later.
Compare the three jobs
| Need | Typical approach | Check before relying on it |
|---|---|---|
| Deliver a finished package | File-transfer link | File limits, access controls, expiry |
| Maintain shared working files | Cloud storage or collaboration workspace | Permissions, version history, ownership |
| Recover lost or damaged work | Backup system | Retention, isolation, restore testing |
Use transfer links for a clear handoff
A transfer is useful when the recipient needs a particular delivery version: approved artwork, source footage, or a project archive. Name the package, communicate its deadline, and ask for receipt confirmation. Keep your own retained copy.
Temporary links reduce the period during which a delivery remains accessible, but expiry also means a recipient can miss the window. Agree on a realistic download period and avoid using the link as a permanent reference in documentation.
Use shared storage for ongoing work
Shared storage can provide a stable place for a team to access current files. Define who owns the folder, who can edit, and how departures or completed projects affect access. A public link and a named-user permission are different access models.
Synchronization keeps locations aligned, which can include propagating mistakes. Before treating sync as protection, check how deletion, overwriting, version history, and account recovery actually work. Do not assume every provider retains old versions indefinitely.
Use backup for recovery
A backup plan should answer: what can be restored, from which date, and how long restoration takes. CISA describes the 3-2-1 approach as three copies, on two media types, with one copy offsite. See its data backup guidance.
Choose recovery arrangements appropriate to your work and test them. Restoring a sample project into a separate location can reveal missing assets or permissions before a real loss occurs. Record what was restored and whether it opened correctly.
Combine them in a practical workflow
A designer might keep active files in a shared workspace, back up important versions separately, and send a final delivery through a transfer link. The client downloads the approved package; the working files remain organized; the backup supports recovery.
When the project ends, review access and retention rather than assuming the delivery service handles the whole lifecycle. The client delivery checklist helps make the handoff explicit.
Common questions
Can cloud storage also provide backup?
Some services include recovery features, but evaluate their retention and restore behavior. The product label alone does not tell you whether your recovery requirements are covered.
Should I delete my originals after sending a link?
Wait until receipt is confirmed and you have the copies required by your retention plan. A successful upload is not evidence that the recipient has a usable copy.
For a one-off delivery, our guide to WeTransfer alternatives compares services for different file-sharing needs.
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