Experts predict the document management market will grow to $234.9 billion by 2028, thanks to businesses needing better ways to store, share, and secure their data. With remote work and online collaboration becoming the standard, finding the right cloud collaboration tools is more important than ever.
Virtual data rooms have made document management safer and more efficient. For example, Box offers a range of features and strong security, but it’s not the only choice. The cloud storage market has alternatives with different pricing plans, tools, and benefits to suit various business needs.
In this article, we explore Box’s virtual data room tools and best file-sharing services. We also examine the leading Box alternatives, helping you compare all the features, security, and data room costs to find the best solution for your organization’s needs.
What is Box?
Box is an encrypted cloud storage and secure file-sharing platform designed to help teams manage, and collaborate with other departments on digital documents. Founded in 2005 by Aaron Levie and Dylan Smith as a college project, Box started as a simple cloud service.
Over the years, it evolved into a comprehensive and AI-powered enterprise cloud storage solution, catering to various industries. Today, it stands out for its strong security, seamless integrations, and intuitive user experience—helping organizations maintain full control over their data.
It is widely used by companies in different industries such as healthcare, finance, legal, government, media, and technology
Here are Box security features:
- Enterprise-grade security incorporates end-to-end encryption, granular access controls, and compliance with global security standards like GDPR, HIPAA, and SOC 2.
- Integration options with over 1,500 apps, including Microsoft 365, Google Workspace, Salesforce, and Adobe ensure smooth workflows.
- A User-friendly interface and intuitive dashboard make storing, sharing, and managing files easy without unnecessary complexity.
- Its scalable solution offers flexible storage and collaboration tools to match your evolving needs.
- Cloud storage allows businesses to organize, manage, and retrieve files effortlessly while ensuring compliance with industry regulations.
- Secure file sharing via Box allows users to set permissions, enforce password protection, and add expiration dates to shared links, protecting sensitive data.
- Workflow automation with Box Relay, businesses can reduce repetitive tasks, set up approval processes, and improve efficiency without manual bottlenecks.
| 👁️🗨️ Useful read: Discover in our article is Box the same as Dropbox? |
Why consider Box alternatives?
Finding the right fit means weighing factors like pricing, security, and user experience, which is why many consider other options.
Price info: Fixed fee/Per user
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Let’s explore the most common reasons why organizations seek Box competitors.
1. Cost concerns and pricing model limitations
Box offers a range of pricing plans, but for some, the costs and structure may be limiting:
- Pricing for small businesses. The Business Starter plan is priced at $5 per user per month, requiring a minimum of three users. This plan may not be competitive for small teams or startups due to its 100 GB storage and 2 GB file upload limit.
- User-based pricing. Box’s pricing is per user, which can become costly as teams expand. For instance, the Business plan is $15 per user per month, offering unlimited storage but necessitating at least three users.
- Storage limits on lower-tier plans. While higher-tier plans offer unlimited storage space, the Business Starter plan is limited to 100 GB, requiring data-heavy businesses to upgrade.
- Advanced features in higher-tier plans. Enhanced security controls, advanced integrations, and larger file uploads (up to 150 GB in the Enterprise Plus plan) are limited to higher-tier plans.
2. Need for more advanced security and compliance features
While Box offers robust security, certain industries may require more specialized features:
- Industry-specific compliance. Box meets standards like SOC 1, SOC 2, SOC 3, HIPAA, and FedRAMP, but some industries may require additional certifications or specialized compliance features.
- Data residency requirements. Organizations with strict data sovereignty laws may require regional data centers. While Box offers some data residency options, other providers may have a broader global infrastructure.
- Advanced threat protection. Businesses needing advanced security, like AI-driven threat detection or zero-trust architecture, may find some alternatives that offer stronger protections.
3. Differences in user experience and interface preferences
User experience can significantly impact productivity and satisfaction:
- Learning curve. Some users find Box’s interface less intuitive than other platforms, potentially leading to a difficult transition period, and compromising employee productivity.
- Customization limitations. Companies seeking greater customization for branding and workflows may find Box restrictive, while competitors with more flexible interfaces offer a more tailored user experience.
- Performance considerations. Users with large files or fast sync needs may experience delays with Box, making speed-optimized alternatives preferable.
- Ecosystem integration. Organizations deeply integrated into specific ecosystems (e.g., Google Workspace or Microsoft 365) might prefer native solutions like Google Drive or OneDrive for seamless functionality (including digital asset management), business efficiency, and user experience.
Pro tip: Compare Box vs ShareFile to find the best cloud storage solution and boost productivity.
Six top competitors and alternatives to Box
Choosing among document storage solutions the right one depends on a variety of factors, from pricing and security to collaboration features. If Box isn’t meeting your expectations, here are six of its top competitors that might be a better fit:
- Dropbox is widely recognized for its ease of use and broad popularity, making it a user-friendly option for startups and small teams.
- Google Drive, smoothly integrated with Google Workspace, stands out for its real-time collaboration features. These enable teams to work simultaneously on documents, spreadsheets, and presentations.
- Microsoft OneDrive is the preferred option for businesses already using Microsoft 365. It offers flawless integration with Word, Excel, and PowerPoint and enterprise-level security.
- Citrix ShareFile caters to industries with strict security and compliance requirements, such as finance and healthcare, providing advanced encryption and access controls.
- Egnyte combines cloud and on-premises storage with advanced data governance tools, making it ideal for businesses that require a balance of flexibility and security.
- Tresorit is a well-known brand for its end-to-end encryption and zero-knowledge security model, appealing to privacy-conscious users and industries handling highly sensitive data.
Here’s a comparison table with the Box competitors’ list, summarizing their strengths, pricing, and other important factors.
| Provider | Key features | Pricing starts from /month | Storage | Pros | Cons |
| Box | 🔸 Enterprise security 🔸 Integrations 🔸 Cloud collaboration | $5/user/month | 🔸 100GB (Starter) 🔸 Unlimited (Business) | 🔸 Strong security 🔸 Extensive integrations 🔸 Unlimited storage on higher plans | 🔸 Higher cost for premium features 🔸 Extensive training |
| Dropbox | 🔸 Simple UI 🔸 Smart Sync 🔸 Third-party app support | $9.99/month (2TB) | 🔸 2TB (Plus) 🔸 3TB (Professional) | 🔸 User-friendly 🔸 Widely adopted 🔸 Easily syncing across devices | 🔸 Limited free storage 🔸 Costly high-tier plans |
| Google Drive | 🔸 Integration with Google Workspace 🔸 Real-time collaboration 🔸 Online document sharing | Free (15GB), $1.99/month (100GB) | 🔸 15GB (Free) 🔸 100GB – Unlimited (Paid) | 🔸 Great for collaboration 🔸 Generous free storage 🔸 Deep Google integration | 🔸 Privacy concerns due to data scanning for ads 🔸 Offline access requires setup |
| Microsoft OneDrive | 🔸 Flawless Microsoft 365 integration 🔸 Strong security features | $1.99/month (100GB) | 🔸 100GB – 1TB per user | 🔸 Excellent for Microsoft users 🔸 Strong compliance and security | 🔸 Issues with non-Microsoft files 🔸 Web interface less intuitive |
| Citrix ShareFile | 🔸 Enterprise-grade security 🔸 Advanced compliance tools 🔸 Team collaboration tools | $55/month (5 users) | 🔸 1TB+ | 🔸 Enterprise-level security 🔸Compliance-friendly 🔸 Unlimited storage in high-tier plans | 🔸 Expensive, may be complex for small teams |
| Egnyte | 🔸 Hybrid cloud storage 🔸 Advanced data governance | $20/user/month (5 users) | 🔸 1TB per user (minimum 5 users) | 🔸 Hybrid cloud flexibility 🔸 Strong compliance tools 🔸 Real-time analytics | 🔸 Higher price 🔸 Requires IT management |
| Tresorit | 🔸 End-to-end encryption 🔸 Zero-knowledge security 🔸 Compliance with file-sharing regulations | $11.99/month (1 user, 1TB) | 🔸 1TB+ (varies by plan) | 🔸 Highest security with end-to-end encryption 🔸 Zero-knowledge protection | 🔸 More expensive 🔸 Fewer third-party integrations |
Best Box alternatives with high-security features
Security and compliance must be top priorities for firms handling highly sensitive data. While Box offers robust security features, some cloud storage alternatives are designed particularly for stringent regulatory requirements and confidential transactions.
Below, we explore three top Box competitors prioritizing data security and compliance.
1. Ideals Virtual Data Room
Ideals VDR is a trusted provider of secure data rooms, widely used for M&A transactions, due diligence, and legal document sharing. It’s built for businesses that need to exchange sensitive information with confidence. With top-tier encryption and strict compliance standards, Ideals keeps your data safe while ensuring seamless communication.
Additionally, users appreciate its intuitive and user-friendly interface in reviews. Whether you’re handling confidential contracts or managing high-stakes deals, Ideals ensures a secure and smooth experience from start to finish.
Let’s look closer at the security features and tools:
- Multi-layered encryption protects data both in transit and at rest.
- Granular user permissions allow administrators to control who can view, edit, or download specific documents.
- Activity tracking and audit logs provide complete visibility into document interactions.
- Remote shredding and dynamic watermarking add an extra layer of security against data leaks.
- Compliance with global standards supporting GDPR, HIPAA, SOC 2, and cloud compliance (ISO 27001).
2. DealRoom
DealRoom is a VDR solution designed for financial and legal professionals who manage due diligence, private equity deals, and corporate transactions. It integrates project management tools with high-security document storage, making deal-making more efficient and secure.
The security management of DealRoom incorporates the following features:
- AES 256-bit encryption ensures top-tier data security for all stored and shared files.
- Granular access control in cloud storage restricts document access based on user roles and permissions.
- Two-factor authentication (2FA) provides an additional layer of security for user logins.
- Secure file viewer prevents unauthorized downloads and printing of confidential files.
- Compliance with FINRA, GDPR, HIPAA, and ISO 27001 following financial and legal regulations.
3. Intralinks
Intralinks is trusted by Fortune 1000 companies for M&A, capital raising, and regulatory compliance. Designed for large enterprises and financial institutions, it offers enterprise-grade security to protect sensitive business data and meet strict regulatory requirements.
Its capabilities are the following:
- End-to-end encryption protects files from unauthorized access at all times.
- Information rights management (IRM) allows organizations to revoke document access, even after files are downloaded.
- AI-powered threat detection identifies potential security risks in real time.
- Secure link sharing and dynamic watermarking enhance document control and prevent leaks.
- Meets global compliance standards by supporting FINRA, GDPR, HIPAA, and SOC 2 frameworks.
When choosing a cloud storage for enterprises, security, and compliance are critical—but pricing is just as important. While these data room providers don’t disclose their pricing details, it’s recommended to contact their sales teams directly to obtain customized quotes based on your organization’s specific needs.
| VDR provider | Pricing model | Estimated cost | Free trial |
| Ideals VDR | Subscription-based, custom pricing | Contact sales for quote | 30-day free trial |
| DealRoom | Tiered subscription plans | Contact sales for quote | Free trial available |
| Intralinks | Custom enterprise pricing | Contact sales for quote | Not publicly advertised |
Key takeaways
- The best option depends on factors like cost, security, ease of use, and integration with existing workflows. Companies should assess their needs before committing to a platform.
- Box offers enterprise-grade security, easy integrations with third-party apps, and compliance with industry regulations like GDPR and HIPAA, making it a strong choice for businesses in finance, healthcare, and legal sectors.
- While Box provides robust security and collaboration tools, its pricing structure, storage limits on lower-tier plans, and restricted advanced features drive many businesses to explore competitors.
- Organizations handling highly sensitive data often prefer solutions like Ideals VDR, DealRoom, and Intralinks. These solutions offer enhanced encryption, compliance, and document control beyond standard cloud storage.