Why Creative Agencies Need Managed IT for Large File Sharing

Creative agencies deal with huge files every day – from high-resolution graphics and multi-gigabyte video projects to large InDesign and Photoshop files. Sharing these assets quickly and securely with team members and clients is critical.

However, transferring such large files can strain standard IT setups, causing slow uploads, failed transfers, or security risks. This is where managed IT services come in.

A managed IT provider can optimise file sharing through better infrastructure, cloud solutions, and support processes tailored for large data volumes. In this article, we explore why creative agencies like marketing, design and PR firms, benefit from managed IT when handling large file sharing, and how it improves productivity and collaboration.

Challenges of Large File Sharing in Creative Agencies

Why are large files a problem?

Agencies today produce a massive amount of data – global data creation jumped from 9 zettabytes in 2013 to an estimated 150 zettabytes in 2024. While a single agency won’t handle zettabytes, even a 1–2 GB video file or a 500 MB design file can be troublesome to share using ordinary methods.

Here are some key challenges some of our customers have faces:

Slow Transfer Speeds: Uploading or downloading huge files over standard broadband or Wi-Fi can be painfully slow. Large file transfers consume significant bandwidth, potentially slowing down other office internet activities. Creative teams on tight deadlines can’t afford to wait hours for files to send or sync.

File Size Limits & Errors: Many consumer-grade tools (email attachments, free Dropbox or Google Drive accounts) have file size limits. Huge files may time out or fail mid-transfer, especially if using outdated FTP or unstable connections.

Network Strain and Downtime: Pushing big files through a network not designed for heavy loads can cause network congestion – everyone’s internet lags when one person is sending a giant video. In worst cases, transfers crash and the team loses time troubleshooting IT instead of working on their projects.

Security Concerns: Transferring large client files (e.g. raw video footage or confidential design assets) via unsecured methods (public links or unmanaged servers) risks data leaks. Creative agencies handle sensitive client content, so a secure file sharing environment is essential to protect intellectual property!

Storage and Version Control: When files are large, storing multiple versions or sharing copies via email leads to huge storage usage and version confusion. Without a central managed repository, teams might ask “Which is the latest file?” or waste storage space duplicating large media files.

These challenges can disrupt workflows in a creative agency. For example, an editor trying to send a 4K video to a client might find the upload fails overnight, delaying a campaign. Or designers collaborating remotely might struggle if their network drives are too slow for massive Photoshop files. The consequence is lost productivity, missed deadlines, and frustrated staff and clients.

How Managed IT Services Improve Large File Sharing

What can managed IT do differently?

A managed IT provider brings expertise and tools to tackle these challenges head-on. Here are ways managed IT services help creative agencies with large file transfers:

Optimised Network Infrastructure: Managed IT support will assess and upgrade the agency’s network for high-bandwidth needs. This could mean installing faster internet connectivity (like fibre leased lines or dedicated bandwidth) so large uploads/downloads don’t bottleneck. They can also segment network traffic or use smart routers to prioritise file transfer traffic, reducing congestion. The result is that sending a multi-gigabyte file becomes much quicker and doesn’t disrupt the entire office’s internet.

Secure Cloud Storage & Sharing Platforms: Rather than relying on ad-hoc solutions, a managed IT provider will set up enterprise-grade file sharing tools. For instance, they might implement Microsoft SharePoint or OneDrive as part of Microsoft 365, or configure Dropbox Business for the agency’s needs. These platforms allow large files to be uploaded to the cloud and shared via links, with proper permissions and version control. An IT partner can customise these tools (setting appropriate storage limits, user access rights, and integration with your workflow) to make large file collaboration seamless. For example, SharePoint enables teams to work on the same large PowerPoint or video script simultaneously without emailing big files around.

File Transfer Acceleration and Reliability: Managed IT services can deploy specialised file transfer solutions if needed. In some cases, they might use accelerated transfer protocols or cloud services that handle large files more efficiently than standard FTP or HTTP. This reduces the chance of timeouts and errors. They also monitor transfers; if something fails, IT support can troubleshoot and resume transfers without data loss.

Robust File Servers and NAS Devices: For agencies that prefer on-premise storage (like a Network Attached Storage for big assets), a managed IT team ensures those servers are properly set up with high-speed local network access. They can configure Gigabit or 10 Gigabit Ethernet networks and RAID storage so multiple designers can pull large files from the server quickly. Managed IT will also handle maintenance to ensure servers have enough space, are backed up, and run on up-to-date hardware. This all contributes to smoother large file handling.

Remote Access Solutions: If teams or freelancers need to access large files remotely (common in agencies with remote work or international clients), managed IT can set up secure remote access. This might be through VPNs or remote desktop services that are optimised for transferring files. Rather than creative staff resorting to unsafe public file transfer sites, they can log in to a secure company system to get what they need.

Enhanced Security Measures: This one is important! An IT partner implements security specifically for file sharing. They will enforce encryption for file transfers, ensure shared links are password-protected or expire, and integrate the file sharing system with the agency’s authentication (so only authorised people access the files). For example, if using SharePoint or a file server, they’ll configure user permissions so that clients only see their project folders and nothing else. Managed IT also means antivirus and malware scanning can be applied to files being uploaded or downloaded, catching any threats before they spread.

In short, managed IT services create a fast lane for large files – combining better bandwidth, smarter software, and constant support. Instead of big files being an occasional IT nightmare, they become a routine part of the workflow.

Benefits: Faster, Safer Collaboration (Why It Matters)

Why should a creative agency invest in these managed solutions for file sharing?

The benefits directly impact the agency’s efficiency and reputation:

Speed and Productivity: With proper IT infrastructure, transfers that used to take hours might finish in minutes. Designers and editors spend less time waiting and more time doing billable creative work. Fast file sharing also means you can turn around client feedback quicker (for example, uploading a revised video cut promptly), which can set your agency apart in responsiveness.

Reliability and Reduced Downtime: No more failed uploads or “the WeTransfer link expired” issues. Managed solutions are reliable – if a transfer is interrupted, it can resume where it left off, and cloud storage is available 24/7. The team isn’t burning midnight oil repeatedly sending files. Consistent access to assets means projects stay on track.

Improved Client Service: Many agencies need to share large deliverables with clients (high-res visuals, video ads, etc.). A managed file sharing system offers professional delivery. For example, hosting files on a branded client portal or SharePoint site looks more polished than asking a client to download four separate email attachments. It also assures clients that their data is handled securely and professionally, boosting trust. Clients appreciate when they can quickly receive what they need without technical hurdles.

Security and Compliance: Creative agencies often handle client data that must remain confidential (e.g. a product launch campaign assets, press releases under embargo, or personal data in marketing research). Managed IT ensures compliance with data protection regulations and client IT policies by securing file transfers. Encryption, access control, and audit logs (tracking who accessed or downloaded files) are implemented so the agency can demonstrate strong data governance. This can even help in winning clients who ask about IT security measures.

Scalability for Growth: As the agency takes on bigger projects (4K video today, 8K tomorrow) or more clients, managed IT scales the file sharing capabilities. Need an extra 10 TB of storage or burst bandwidth for a huge campaign? An IT partner can arrange that through cloud services or provider coordination without the agency scrambling last-minute. The agency’s tools grow with them, instead of becoming a bottleneck.

Peace of Mind & Support: Finally, having managed IT support means if any issue arises with file sharing, experts are on hand to fix it. Creative staff won’t lose a day trying to diagnose a network issue or recover a corrupted file – the IT team will handle it. For instance, Cubit Technology’s cloud support services include setup and maintenance of platforms like Dropbox, SharePoint, and high-speed internet connectivity. With that safety net, the agency team can focus on creative output, confident that large files will move smoothly behind the scenes.

Related Questions about Large File Transfers in Agencies

Q: Can’t we just use free tools like WeTransfer or Google Drive for large files?

A: Free tools have limits. WeTransfer’s free tier caps file size and downloads, and Google Drive may throttle speeds or run out of space. They also don’t offer the enterprise-level security or guaranteed speed that managed solutions do. For occasional small transfers, they’re fine, but an agency reliant on them will hit roadblocks. Managed IT can implement business-grade solutions that have no or high limits and are optimised for heavy use, ensuring you’re not scrambling when a 20 GB file needs sending urgently.

Q: What about physically shipping hard drives for huge projects?

A: Posting an external hard drive with footage can sometimes be an option for extremely large data sets (many tens of terabytes). However, it’s slow (couriers take at least a day), risky (drives can be lost or damaged), and not secure unless encrypted. Managed IT strategies focus on robust digital transfer so you rarely need to resort to shipping drives. With modern connectivity, even very large files can be sent over networks with the right setup. For example, some agencies use dedicated transfer services or direct cloud-to-cloud transfers for big data. The bottom line: shipping drives is a last resort; a well-supported IT environment makes online transfer the norm.

Q: How do managed IT services maintain security for file sharing?

A: They use multiple layers of protection. Any file server or cloud platform is configured with user authentication, access permissions, and encryption. This means only intended users can access a file, and even if intercepted, the file is encrypted. Managed IT also keeps systems patched and uses firewalls to prevent intrusions during transfers. In the UK, many firms adopt standards like Cyber Essentials to ensure basic cyber security hygiene – a managed IT provider can help an agency achieve these, which directly improves file sharing security (e.g., by enforcing strong passwords and up-to-date antivirus on all devices involved in file access).

Q: We work with freelancers – how can they access large files securely?

A: A common scenario in creative fields: external freelancers or partners need to download or upload large assets. Instead of using personal Dropbox links or risky public URLs, managed IT can set up a secure external collaboration method. This might be a part of your SharePoint or Teams environment where external users get limited access, or a secure file portal. These solutions let you control access (turn it off when the project ends) and often provide activity logs. So, your freelancers can get the materials they need from anywhere in the world, but you maintain security and oversight.

Summary

For London-based creative, design, and marketing agencies, large file sharing is critical. It’s also an area where the right IT support makes all the difference.

Managed IT services turn file transfer from a headache into a competitive advantage. By investing in optimised networks, cloud file platforms, and professional IT support, agencies ensure their big ideas (and big files) reach the finish line faster and safer.

Instead of asking your team to “bear with the slow upload,” you’ll be confidently sending that 4GB video to the client in minutes.

With managed IT, your agency can focus on creativity, knowing the technical heavy lifting of large file sharing is fully handled.

Contact us today to discuss large file transfers or visit our Mini IT Security Audit page to assess your entire IT infrastructure in just 3 minutes.