Temporary file links are great at one thing: getting a file from you to someone else, once, with as little friction as possible. Upload, copy link, send, and the file disappears on its own a day later.

But "great at one thing" means there are lots of things it's not good at. Using the wrong tool leads to lost files or frustrated recipients, so here's where we'd point you elsewhere.

1. As a backup

This should go without saying, but the file is deleted automatically. If a temporary link is the only other place a file exists, it's not a backup. It's a countdown.

Use instead: an external drive, a cloud backup service, or ideally both. The usual rule is three copies, on two kinds of storage, with one somewhere other than your home or office.

2. For files you'll keep working on together

If you and a colleague are both going to edit a document over the next two weeks, sending it back and forth as new uploads gets messy fast. Which version is current? Did both of you edit the same old copy?

Use instead: a shared document in Google Docs, Microsoft 365 or similar, where everyone edits one copy and changes are tracked.

3. When the recipient might not get to it today

If you're sending to someone who's travelling, on holiday, or just slow to check email, a 24-hour link may expire before they see it. Then they have to ask you again, and you have to upload again.

Use instead: a service with a longer expiry, or a cloud drive link you remove manually once they confirm they have it. Or send a quick message first to check they're around to download it.

4. For highly sensitive personal data, unencrypted

Anyone with the link can download the file during its lifetime. For most files, that's fine. Links are long and random and not listed anywhere. But links do leak: forwarded emails, screenshots of chats, shared computers with browser history.

For scans of passports or ID cards, medical records, tax returns, bank statements or anything similar, a link on its own isn't enough protection.

Use instead: encrypt the file with a password first (a 7z archive with AES-256 works well) and send the password through a different channel. Or use a dedicated secure portal if your bank, accountant or doctor provides one. Many do, and it's the better choice.

5. For anything with legal or compliance requirements

Some industries have specific rules about where data can be stored, for how long, and with what audit trail. Healthcare, finance, legal and government work often fall into this category. A simple anonymous upload service isn't designed to meet those requirements.

Use instead: whatever tool your organization has approved. If you're not sure, ask before sending.

6. When you need proof it was received

Anonymous transfer services usually don't tell you whether, when or by whom a file was downloaded. If you need delivery confirmation for a contract, a submission or a deliverable with a deadline, that's a gap.

Use instead: a service with download notifications, or simply ask the recipient to confirm by reply. Often the low-tech answer is fine.

7. For publishing files to lots of people

Posting a temporary link on a forum or social media means it'll be dead tomorrow for everyone who finds the post later. It's also not what a temporary service is built for.

Use instead: a proper hosting option for public files, such as your own website, a public cloud folder or a platform built for that type of content.

8. For files you don't have the right to share

Not a technical point, but it matters. Temporary doesn't mean anything goes. Copyrighted material, other people's private information and illegal content aren't okay to share just because the link expires. Our Terms of Service spell this out, and so do the terms of every other service.

So when is it the right tool?

Sending a big file once to someone who'll download it soon
Moving a file between your own devices, or onto a borrowed computer
Sending to someone who doesn't use the same cloud service as you
Sharing something you specifically don't want hanging around afterwards

That covers a lot of everyday file sharing, but not all of it. Picking the right tool for each job makes everything else simpler.

When You Shouldn't Use a Temporary File Link