Posting Files: FAQs

Is there a size limit for posted files?

The portal system can handle the upload and download of very large files. The following are key points to keep in mind when posting files:

The size limit per file is 3 GB.
The larger the file, the longer it will take to upload or download. Consider zipping or compressing large files before posting them to a portal.
The content of certain file types is indexed for the portal search engine. Indexing takes time as well, so extremely large text-based files (PDF, Word, or Excel) may be better zipped or compressed to by-pass indexing.

If you experience trouble while uploading very large files, contact IMS for assistance.

Can I post secure content on the portals?

Communications

Portal communications use HTTPS protocols and are secure. These protocols encrypt all communications between the browser and the portals to keep information private. The current HTTPS protocols supported by the portals are TLS 1.2. IMS maintains the latest secure protocols for all of its web servers including all of the portals.

Information on the Portal

While all communications between the browser and the portals are secure, information residing on the portals can be accessed by any authorized user with permission to view a particular page or file. If a file or page contains sensitive information, you should assume that everyone on the portal may be able to access it.

How do I encrypt files containing sensitive information?

Files containing sensitive data or personal identifiable information (PII) should be encrypted before uploading to the portal. There are two methods to create password-protected encrypted files.

If you have access to an AES encryption application, such as 7-Zip or WinZip, you can zip the file with password-protection on your PC before uploading to a portal.
You can use the built-in encryption feature on the site, which applies to previously uploaded unencrypted files as well as new files. See the topic on File with Encryption for further instructions.

We recommend that files containing PII NOT be stored on a portal longer than is necessary to transfer the file to the receiving party. If transferring PII is an ongoing task, consult IMS about other options that may be available for secure file transfer.

Are the file contents searchable?

The content of several file formats is indexed for searching. This includes plain text files with the .html, .csv., and .txt extensions; PDF files; and Microsoft Office files with the .docx, .xlsx, and .pptx extensions. Note that the old Office formats with the extensions .doc, .xls and .ppt are not indexed. Files of the following types are also not indexed: .zip, .exe, scanned PDFs and encrypted files. If you use the portal's search box to search for a text string that appears in the content of an indexed file, that file will be listed in the results.

What file types can be uploaded to the portal?

Any file type can be uploaded to the portal, but the file extension determines whether the content will be indexed for searches.

I am having trouble uploading a file. What should I do?

For files >500 MB or slow Internet connections, you may still see the "Uploading File" message after several minutes. DO NOT refresh the page as this will pause the file upload. If you continue to have trouble uploading files, contact IMS for assistance.

Can I upload multiple files at the same time?

Yes. Refer to the topic on Files for detailed instructions.