How to Use the File Transfer (FTP) Service

How to Use the File Transfer (FTP) Service How to Use the File Transfer (FTP) Service...1 What is a File Transfer Service?...2 First Steps...2 How to Upload Files to the File Transfer Service...2 How to Download Files from the File Transfer Service...3 How to Delete Files or Folders...4 Technical Solution for Suppliers...4 Appendix FTP Usage Policy...5 1

What is a File Transfer Service? Sport England s email system cannot process email attachments larger than 8mb. Emails with attachments over 8mb are blocked and an alternative method of sending the information must be sought. Other organisations have similar policies. Other alternative have been; Split the attachment(s) and send in multiple emails Burn the file(s) to disc and send via the post Zip the files and send by email (zipping reduces the file size by approx. 25%) A file transfer service is a server area, accessed via your web browser that allows Sport England colleagues and their third party contacts to exchange very large files which are too big to be sent via email. As the site is used for exchanging files and not storing them, all files uploaded to the FTP site are automatically removed after 30 days. Please ensure you read the Appendix for FTP usage policy. First Steps 1. Before you can upload and/or download files to the FTP Service you will need an account set up. 2. Complete and submit the FTP Access Request Form which can be found in the ICT Forms folder on the ICT Services page on The Score. Remember to include the names, email addresses and permissions required of any third parties that need to either upload or download the files. 3. Requests for third party contacts to have access to the FTP Service should be completed and submitted by a Sport England colleague. 4. Next, add the address; www.sportengland.org/ftp to your Internet Favorites to allow quick and easy access. 5. Files over 20 MB should be compressed before uploading. This can be done using WinZip or WinRar. 6. Explanation of the function tabs; UPLOAD FILES Uploads files to the FTP service DOWNLOAD FILES Download files from the FTP service NEW FOLDER Create a new folder (or sub-folder) RENAME Rename an existing folder DELETE Delete a folder REFRESH Refresh the current view GO Go to the folder selected UP Go up one folder level HOME Go to the home page HELP Help and guidance menus and instructions. 7. Files uploaded to the File Transfer Service expire after 10 days. Colleagues should therefore ensure that files are downloaded within this period. How to Upload Files to the File Transfer Service 1. Launch the File Transfer Service; www.sportengland.org/ftp and enter your logon credentials. 2. Select the folder in which you want to upload the file(s). (This should have been specified on your request form as ICT will need to grant you access to the folder). 3. Click Browse to locate the file you want to upload 4. Select the file, click Open, then click Upload 5. Files must be uploaded individually 6. Large files may take a minute to load and the browser status bar will show progress. 2

7. A message will appear after a successful upload, and the uploaded files will be shown. How to Download Files from the File Transfer Service 1. Launch the File Transfer Service; www.sportengland.org/ftp and enter your logon credentials. 2. Browse to the folder where the file is located, select the filename link or check the file(s) that you would like to download. NOTE: Multiple file downloads may not be supported by your browser so you will need to download files individually. 3

3. Folders cannot be selected for multiple file downloads. 4. Click Download Files and a browser download window will appear 5. Select Open to view the file and then save if required or select Save to save it directly to the network. How to Delete Files or Folders 1. All files on the File transfer Service are set to expire after 10 days however but if you want tot delete them sooner, select the files to delete by checking the box and click the Delete tab. 2. Confirm the file or folder deletion 3. A successful deletion will be confirmed with a message Technical Solution for Suppliers 1. Please contact the ICT Service Desk if the files for transfer are over 250mb (individually) in size. 2. An alternative solution, which uses network File Transfer Protocol (FTP) over ports 21 and 22 can be used to handle these file transfers. A specialist FTP client is required to access this component. 3. ICT Service Desk can provide detailed instructions on how to use this service. 4

Appendix FTP Usage Policy 1. The FTP service is intended as a file exchange area only and should not be used as a storage area. Files uploaded to the site are automatically removed after 30 days. Files may be retrieved from the recycle bin, but this cannot be guaranteed by the ICT Service Desk. 2. Sport England colleagues who request accounts for third party contacts are responsible for managing that account, communicating the logon details with the third party and any content they upload onto the FTP site. 3. Colleagues should indicate on the FTP Request form for Third Party contacts the required expiry date of the account. All Third party accounts must have an expiry date. 4. All accounts will require the password to be reset every 30 days. To ensure user passwords are strong, the FTP service requires users to include at least one special character from the list below;! " # $ % & ' ( ) * +, -. / : ; < = >? @ [ \ ] ^ _ ` { } ~ 5. The following restricted file types may not be uploaded to the FTP server; EXE, COM, BAT, VBS, JS, PIF, CMD, LNK. If any of these file types are uploaded, the file(s) will be automatically removed and an alert will be sent to the ICT Service Desk. 6. In line with Sport England's IT security policy, it is the responsibility of the user of this service to ensure that the contents of any files uploaded to the server are business related, will not cause offence and will not bring any organisation into disrepute. Any proven abuse will be treated seriously. 7. If you find that you are not the intended recipient of files downloaded, please delete the file(s) immediately and contact the ICT Service Desk. 8. To ensure the continuity and correct usage of the service all transfer activity on the FTP server is logged and monitored. 9. All files that are uploaded to this server are scanned for potential viruses. If a virus is found the file will be removed and you will be contacted immediately by the ICT Service Desk. 10. Any compression tool may be used provided the recipient can de-compress the file when it is received. 5