Posting Files: FAQs

Is there a size limit for posted files?

The portal system can handle the upload and download of very large files. While there is no stated limit on file size, check with the IMS staff if you need to upload files over 100 MB to ensure the portals are the right place for the content.

Keep the following points in mind when posting files:

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) might be better zipped or compressed to by-pass indexing.

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?

You received a browser time out error:
Extremely large files could take a few minutes to upload and may exceed your browser timeout settings. If this happens, an error message will appear on the upload page and you will have the option to resume the file upload from the point at which it failed.
File upload starts, but progress stalls:
Do not click the Abort button. While the portal system supports uploading very large files, files over a certain size may take extra processing time. If the file is very large, give it several minutes to upload and then click the folder's View tab on the toolbar to see if the upload had completed in the background.

If in both situations, the file still failed to upload, email portal.administration@imsweb.com for assistance. Provide as much detail as possible about the failed process and a copy of the file that failed to upload (or information about the file type and content).

Can I upload multiple files at the same time?

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