Enterprise Data Security: A Guide to Secure File Sharing Solutions

Updated: Apr 09 ‘24 Published: Apr 09 ‘24 14 min read

Amidst escalating cybersecurity threats, secure file sharing has become crucial for modern enterprises. According to projections by Cybersecurity Ventures, annual cybercrime costs are expected to soar to $10.5 trillion by 2025, with Gartner estimating that 45% of global organizations will face supply chain attacks within 2023-2025.

Compounding these challenges is the shortage of cybersecurity professionals, with over four million unfilled positions worldwide. Initiatives like the US’s 2023-2025 CISA Cybersecurity Strategic Plan aim to address this gap through enhanced cyber education and skills training.

However, the emergence of generative AI presents even more challenges that the current enterprise security infrastructure cannot address, as social engineering attacks become more personalized and deceptive.

Given these risks, enterprises must prioritize enterprise-secure file-sharing solutions. This article will dive deeper into how to make it happen.

enterprise file sharing

Unique needs of enterprise data security

In 2023, the average cost of a data breach reached a record high of US$ 4.45 million.

This staggering figure underscores the profound impact of data loss, emphasizing the critical need for enterprises to effectively address data protection challenges. Enterprises deal with lots of security challenges, ranging from intellectual property protection to data breach prevention and the protection of essential Teams’ messages and meeting recordings.

Below, we’ll delve into the six most significant challenges of enterprise data security.

1. Data growth and data management

Outdated infrastructure and legacy systems struggle to cope with escalating data demands. While growth is beneficial, legacy backup solutions designed for physical data centers hinder the adoption of cloud-based SaaS and IaaS, leaving data vulnerable to breaches and hampering large-scale data management.

2. Cybersecurity threats and data breaches

Enterprises are prime targets for malicious actors seeking profit. The surge in ransom payments underscores the severity of these threats. Hackers exploit business information critical to enterprises, aiming to extract sensitive data or disrupt operations, compelling compliance with their demands.

3. Compliance regulations and standards

Global expansion necessitates adherence to diverse regulations. Failure to comply can result in substantial losses, emphasizing the importance of understanding and navigating varying data compliance standards across different nations.

4. Cloud data protection

While hybrid and multi-cloud data adoption offers cost-effectiveness and flexibility, it exposes enterprises reliant on legacy protection solutions to heightened risks. Cyber threats loom large, posing significant challenges to Digital Transformation initiatives.

5. Insider threats

The scale of enterprises increases the likelihood of internal threats. Whether malicious or inadvertent, misuse of access jeopardizes critical systems and sensitive information, posing substantial risks to enterprises.

6. Lack of visibility and control

Managing a vast network of devices and personnel can obscure data management processes, particularly in hybrid and multi-cloud environments. Insufficient visibility undermines efficiency and security, leaving enterprises vulnerable to overlooking vulnerabilities and struggling to regain control post-breach.

By acknowledging and addressing these challenges, enterprises can fortify their data protection with the right strategies and tools. Further on we’ll be exploring key functionalities and instruments necessary for effective enterprise data protection.

Key features needed for secure enterprise file sharing

When selecting a file-sharing solution for enterprise use, it’s crucial to prioritize security to ensure seamless, yet secure file sharing and synchronization. 

Here are the key features that define a secure enterprise file-sharing solution.

1. End-to-end encryption

End-to-end encryption ensures that data is encrypted from the sender’s device to the recipient’s device, with decryption only possible by authorized users. This means that even if intercepted during transit, the data remains unreadable to unauthorized parties thanks to fully encrypted file sharing.

2. Access controls

Access controls allow administrators to define and manage user permissions, determining who can access, view, edit, or share sensitive documents or folders. Granular access controls help enforce the principle of least privilege, limiting exposure to sensitive data.

3. Audit trails

Audit trails provide a comprehensive record of all file-sharing activities, including user logins, file accesses, and modifications. By maintaining a detailed audit trail, organizations can track and trace the movement of data, aiding in compliance efforts and identifying potential security breaches.

4. Compliance with industry standards

Secure file-sharing solutions should adhere to industry-specific regulations and standards, such as GDPR, HIPAA, or SOC 2 compliance. Compliance ensures that data handling practices align with legal requirements, mitigating the risk of regulatory penalties and data breaches.

5. Data loss prevention (DLP)

Data Loss Prevention (DLP) features enable organizations to monitor, detect, and prevent the unauthorized sharing or leakage of sensitive data. DLP policies can be configured to automatically block or quarantine files containing sensitive information, reducing the risk of data exposure.

6. Secure collaboration tools

Effective enterprise file-sharing solutions offer built-in collaboration tools, such as document editing, version control, and real-time collaboration features. These tools enable seamless collaboration while maintaining data security, ensuring that only authorized users can access and modify files.

7. Device and location restrictions

Enforcing device and location restrictions helps prevent unauthorized access to files from unsecured devices or unfamiliar locations. Administrators can configure policies to restrict access based on factors such as device type, geographic location, or network connection.

8. Data encryption at rest

In addition to encrypting data during transit, secure file-sharing solutions should also encrypt data when stored at rest on servers or in cloud storage. Data encryption at rest provides an additional layer of protection, safeguarding data even if physical storage devices are compromised.

These features work together to create a robust security framework that ensures the confidentiality, integrity, and availability of data shared within the enterprise. By implementing a secure file-sharing solution with these essential features, organizations can mitigate the risk of data breaches and ensure the efficiency of data-sharing processes.

Top secure file-sharing solutions for enterprise businesses

Among enterprise file-sharing solutions, virtual data rooms stand out for their robust features, advanced cybersecurity measures, and tailored functionalities — all available under quite affordable virtual data room costs.

Here’s an overview of some of the leading enterprise file-sharing software.

1. iDeals virtual data room (VDR)

iDeals VDR is renowned for its secure, intuitive, and customizable platform designed specifically for enterprise use. Key features include:

  • Advanced encryption: iDeals employs AES 256-bit encryption to secure data both in transit and at rest, ensuring the highest level of protection for sensitive documents.
  • Granular permissions: Administrators can define detailed access controls with 8 levels of granularity, specifying user permissions for viewing, editing, and sharing documents to maintain strict data security.
  • Audit trail: iDeals offers comprehensive audit trails, providing detailed logs of user activities to track document access and modifications for compliance and security purposes.
  • Dynamic watermarking: Documents shared via iDeals VDR are automatically watermarked with dynamic user information, deterring unauthorized distribution and enhancing document traceability.
  • Customizable workspace: The platform offers a highly customizable workspace, allowing enterprises to tailor the interface to their branding and workflow requirements.
  • 30-day trial: Enterprises can explore iDeals VDR’s features and functionalities risk-free with a 30-day trial period, enabling them to assess its suitability for their specific needs before committing.

2. Citrix ShareFile

Citrix ShareFile is a widely adopted file-sharing and collaboration platform known for its robust security features and seamless integration with existing enterprise systems. Standout features include:

  • Secure file storage: ShareFile ensures cloud storage security with multi-factor authentication and data encryption at rest to safeguard files against unauthorized access.
  • Document versioning: Users can track document changes and access previous versions, ensuring version control and facilitating collaborative editing without compromising data integrity.
  • Role-based permissions: ShareFile enables administrators to assign role-based permissions, controlling user access to files and folders based on job roles and responsibilities.
  • Secure collaboration tools: The platform offers built-in collaboration tools such as file annotation, commenting, and workflow automation to streamline teamwork while maintaining data security.
  • Integration capabilities: ShareFile seamlessly integrates with popular enterprise applications, including Microsoft Office 365 and Outlook, facilitating smooth workflow integration and enhancing productivity.

3. Box

Box is a versatile cloud content management platform trusted by enterprises worldwide for secure file sharing and collaboration. Its standout features include:

  • Advanced security controls: Box provides robust security controls, including granular access permissions, encryption, and data loss prevention (DLP) capabilities to protect sensitive data from unauthorized access and breaches.
  • Workflow automation: Box offers workflow automation features that enable enterprises to streamline business processes, automate repetitive tasks, and ensure compliance with regulatory requirements.
  • Compliance certifications: The platform is compliant with industry regulations such as GDPR compliance, HIPAA, and SOC 2, assuring enterprises handling sensitive data across various sectors.
  • Customizable user interface: Box allows organizations to customize the user interface to align with branding guidelines and enhance user experience, promoting adoption and engagement among employees.
  • Collaboration tools: Box offers a suite of collaboration tools, including real-time document editing, task management, and file commenting, fostering seamless collaboration among teams while maintaining data security.

These secure file-sharing solutions are tailored to meet the unique needs of enterprises, offering advanced security features, customizable workflows, and seamless integration capabilities to facilitate secure and efficient data sharing and collaboration.


In summary, enterprise data security encounters notable hurdles with rising cyber threats, costly breaches, the emergence of AI and sophisticated social engineering attacks, and a shortage of cybersecurity professionals. 

Nevertheless, prioritizing secure file-sharing solutions and advanced security measures enables enterprises to effectively tackle these challenges. In this regard, virtual data rooms provide efficient platforms for securely exchanging sensitive data, ensuring its integrity, confidentiality, and availability.


A secure file-sharing solution for enterprise use typically incorporates end-to-end encryption, granular access controls, and compliance with industry standards to protect sensitive data. These features ensure that data remains encrypted both in transit and at rest, while access permissions can be finely tuned to restrict unauthorized users from accessing confidential information.
Secure file-sharing solutions enhance enterprise collaboration by providing encrypted communication channels, real-time document editing, and secure file access from any location or device.
Key features to look for in a secure enterprise file-sharing solution include end-to-end encryption, robust access controls, audit trails, compliance certifications, data loss prevention mechanisms, and secure collaboration tools.


Marketing specialist at datarooms.org

Elisa is a marketing specialist with 15 years of experience. She worked for many VDR brands and gained insider knowledge of the industry.

At DataRooms.org, Elisa conducts marketing research, develops content plans, supervises content teams, and develops VDR review methodology. She envisions her mission as distributing accurate knowledge of virtual data rooms.

“My mission is to deliver accurate and relevant knowledge of virtual data rooms to as many people as possible.”

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