10 Secure File Sharing Solutions Every SMB Should Evaluate
Small and medium-sized businesses face mounting pressure to protect sensitive data while maintaining efficient workflows. Secure file sharing solutions have evolved beyond basic cloud storage to become comprehensive platforms that address encryption, compliance, and access controls. For SMBs handling confidential customer information, financial records, or regulated data, choosing the right secure file sharing platform is critical.
This guide evaluates ten leading solutions—from enterprise-grade compliance platforms to user-friendly cloud services—helping decision-makers identify the best fit for their security requirements, regulatory compliance obligations, and operational needs.
Executive Summary
Main idea: SMBs need secure file sharing platforms that balance robust security (encryption, access controls, audit) with compliance, usability, and deployment flexibility. This guide compares ten leading options and outlines criteria to choose the right fit.
Why you should care: The right platform reduces risk, meets regulatory demands, and streamlines collaboration. The wrong one increases breach exposure, compliance costs, and operational friction—impacts that can be make-or-break for SMBs.
Key Takeaways
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Security and compliance must be deliberate choices. Prioritize AES 256 encryption at rest, TLS 1.2+ in transit, MFA, and audit logging. Verify certifications (HIPAA, SOC2, ISO 27001, FedRAMP, PCI DSS, CMMC) where applicable.
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Usability drives adoption—and risk reduction. Tools that integrate with Office 365/Google Workspace, email, and identity providers reduce shadow IT and security misconfiguration.
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Deployment flexibility matters. Cloud, on-premises, and hybrid options let SMBs align data sovereignty, performance, and resourcing needs.
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Consolidation reduces gaps. Unified platforms that cover secure email, secure file sharing, MFT, and secure web forms minimize silos and overlooked controls.
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Kiteworks leads for regulated SMBs. Its Private Data Network, zero trust security controls, end-to-end encryption, and broad certifications make it a top choice for risk reduction.
Solution Types at a Glance
Enterprise-grade platforms command higher per-user pricing but deliver the deepest security, compliance, and deployment options (cloud, on-prem, hybrid) with 24/7 support. SMB-focused tools balance cost and capability—predictable subscriptions, solid controls, and productivity integrations that speed adoption. Free/consumer services emphasize convenience and low cost but sacrifice certifications, data governance, and support, making them suitable only for non-sensitive, one-off sharing where risk tolerance is high.
| Criteria | Enterprise-grade | SMB-focused | Free/Consumer |
|---|---|---|---|
| Encryption | AES-256 at rest, TLS 1.2/1.3; often E2E options | AES-256/TLS; selective E2E | Basic TLS; limited controls |
| Compliance | HIPAA, GDPR, SOC 2, ISO, FedRAMP, PCI DSS, CMMC | Common standards (HIPAA/GDPR/PCI DSS/CMMC) as needed | No formal certifications |
| Access Control | Zero-trust, granular policies, MFA, DLP | Granular permissions, MFA | Basic sharing, weak governance |
| Audit/Monitoring | Comprehensive logs, SIEM integration | Detailed activity logs | Minimal or none |
| Deployment | Cloud, on-prem, hybrid | Primarily cloud; some hybrid | Cloud only |
| Integrations | Broad ecosystem, APIs, workflow | Productivity suites, key apps | Limited |
| Support/SLA | 24/7, strong SLAs | Business support, SLAs | Community or none |
| Cost | Highest TCO; premium features | Predictable subscriptions | Free; hidden trade-offs |
| Best For | Regulated, complex environments | Growing SMBs with clear needs | One-off, non-sensitive sharing |
| Trade-offs | Complexity, cost | Feature depth varies | No compliance, low control |
What Are the Best Secure File Sharing Use Cases Across Industries?
Kiteworks
Kiteworks delivers an enterprise-grade Private Data Network designed specifically for organizations that cannot compromise on compliance or security. The platform uses AES 256 encryption to protect files at rest and TLS 1.3 for data in transit, all within a hardened virtual appliance architecture that isolates sensitive content from external threats.
End-to-end encryption ensures only intended recipients can decrypt files during transfer and storage. Zero trust security access controls verify every user and device prior to access, and comprehensive audit trails log every file action for compliance reporting.
The platform holds certifications for HIPAA compliance, GDPR compliance, FedRAMP compliance, PCI compliance, CMMC 2.0 compliance, and other frameworks, serving healthcare, financial services, and government contractors. Integration with Microsoft Office 365 plugin, and enterprise identity providers accelerates adoption. Secure deployment options include on-premises, private cloud, and hybrid, giving SMBs control over data residency.
Kiteworks consolidates Kiteworks secure email, Kiteworks secure file sharing, secure MFT, and Kiteworks secure data forms into one auditable system, reducing complexity and closing gaps common with point solutions.
Key Features:
- AES 256 encryption at rest, TLS 1.3 in transit
- Zero trust security access controls and MFA
- HIPAA compliance, GDPR compliance, FedRAMP compliance, PCI compliance, CMMC 2.0 compliance, and ISO 27001 compliance
- Comprehensive audit trails and DLP policies
- Flexible deployment (on-premises, private cloud, hybrid)
Dropbox for Business
Dropbox for Business brings enterprise security features to a widely recognized cloud storage platform. It protects files with AES-256 at rest and TLS in transit, pairing encryption with device management, remote wipe, and activity logs.
Dropbox prioritizes ease of use and accessibility across devices. Integrations with Microsoft Office, Google Workspace, and Slack support collaboration, while version history and recovery protect against accidental loss. It’s a strong fit for general business use, though heavily regulated industries may need more granular controls.
Pros: Intuitive interface, broad device support, strong collaboration tools
Cons: Limited compliance certifications, not designed for PCI DSS cardholder data or CMMC requirements, less granular access controls for sensitive data
Google Drive Enterprise
Google Drive Enterprise leverages Google’s cloud infrastructure and Workspace tools. Security includes encryption at rest and in transit, two-factor authentication, granular sharing controls, and audit logs. DLP scans for sensitive data and can restrict or flag risky content.
Drive excels for distributed teams using Gmail, Docs, and Sheets. Real-time collaboration and robust search boost productivity. Evaluate Google’s third-party storage model versus data sovereignty needs; additional safeguards may be required for strict on-prem or industry-specific mandates.
Key Use Cases: Distributed teams, document collaboration, organizations using Google Workspace
Compliance: HIPAA, GDPR support with Business Associate Agreements; PCI DSS not intended for cardholder data; CMMC support may require Workspace for Government and additional controls
Microsoft OneDrive for Business
OneDrive integrates deeply with Microsoft 365, offering encryption, ATP, and ransomware attacks detection with automatic file restoration. Granular permissions, link expirations, download blocking, and external-sharing passwords refine control. DRM can prevent copying, printing, or forwarding.
Offline access, versioning, and Defender integrations bolster resilience. OneDrive includes certifications for HIPAA, GDPR, ISO 27001, and SOC2. Microsoft also offers PCI DSS and CMMC support when deployed and configured appropriately (e.g., Microsoft 365 GCC/GCC High). It’s ideal for Microsoft-centric organizations, though it’s cloud-only and has limited UI customization.
Strengths: Deep Microsoft 365 integration, strong offline access, extensive compliance certifications
Limitations: Cloud-only deployment, limited UI customization
Progress ShareFile
Progress ShareFile is built for secure file transfer of large files with clients and partners, combining storage with workflow automation, e-signatures, and branded client portals.
ShareFile uses 256-bit AES at rest and SSL/TLS in transit, supports notifications, approvals, and feedback workflows, and integrates with Office, Outlook, and CRM tools. It supports HIPAA, GDPR, and FINRA with audit trails, DLP, and retention, and offers cloud and on-prem options. For PCI DSS and CMMC, ShareFile is not designed as a cardholder data environment or to manage CUI by default; achieving these requirements typically requires additional controls and governance.
Best For: Professional services, client-facing file exchange, workflow automation
Deployment: Cloud, on-premises, and hybrid options
Egnyte
Egnyte provides a hybrid cloud platform blending cloud accessibility with on-prem control. AES 256 encryption at rest and TLS 1.2 in transit protect data, while sensitive files can remain local and less critical content uses cloud storage via a unified interface.
Granular permissions, folder-level encryption, AD/LDAP integration, and ransomware attacks detection strengthen security. Compliance support includes HIPAA and GDPR with audit logs and retention. Egnyte offers controls mapping that can assist PCI DSS and CMMC programs, but it is not intended to store cardholder data or CUI without appropriate safeguards (e.g., EgnyteGov for regulated workloads).
Unique Value: Hybrid cloud architecture, local file server integration
Target Industries: AEC, life sciences, financial services
Box
Box focuses on secure content management and collaboration with AES 256 encryption at rest and TLS 1.2 in transit. Advanced features include watermarking, data classification labels, and seven permission levels. Box Shield adds ML-based threat detection and automated content classification.
Box excels in integrations and workflow automation via Box Relay and native e-sign (Box Sign). Data governance features include legal holds, retention, and audit logs, with certifications such as HIPAA, GDPR, FedRAMP, and FINRA.
Strengths: Extensive integrations, workflow automation, advanced security features
Compliance: FedRAMP, HIPAA, GDPR, FINRA; CMMC support via Box for Government; PCI DSS scope limited (not for cardholder data)
NordLocker
NordLocker emphasizes end-to-end encryption and zero-knowledge architecture using AES-256, RSA-4096, and Argon2. Keys are generated and stored locally, so providers can’t access content.
It offers cloud storage and local encrypted folders, plus secure file sharing via encrypted links with passwords and expirations. While data privacy is strong, enterprise compliance, audits, and integrations are limited—best for small teams prioritizing simplicity over regulatory depth. It does not provide formal PCI DSS or CMMC compliance support.
Best For: Privacy-focused SMBs, teams needing simple encryption
Limitations: Limited compliance certifications, fewer enterprise features
Files.com
Files.com is a developer-friendly secure file transfer and automation platform with AES 256 encryption at rest and TLS 1.2 in transit, plus optional client-side encryption. It supports FTP/SFTP/FTPS, WebDAV, and S3-compatible protocols.
Granular permissions, IP whitelisting, and MFA enhance security. Detailed audit logs, data residency controls, and HIPAA/GDPR/SOC2 support aid compliance. An API-first design and protocol flexibility suit automated workflows and custom integrations. For PCI DSS and CMMC, Files.com provides controls and auditing that can assist compliance programs, but it is not intended as a cardholder data environment or for CUI without additional safeguards.
Strengths: API-first design, protocol flexibility, automation capabilities
Target Users: Technical teams, developers, automated workflows
WeTransfer
WeTransfer focuses on simplicity and speed. The free tier supports large file transfers up to 2GB; Pro increases limits to 200GB and adds password protection, branding, and configurable retention.
Security includes TLS in transit and encryption at rest, with Pro enabling link expirations. It’s ideal for quick, one-time sharing of large media files, but lacks compliance certifications, granular access controls, and detailed auditing. It is not suitable for PCI DSS or CMMC obligations.
Best For: Creative professionals, marketing teams, simple large file transfers
Not Suitable For: Regulated industries, compliance-driven environments
How to Choose the Right Secure File Sharing Solution for Your SMB
Start with your data types and regulatory scope: healthcare needs HIPAA compliance, financial services require FINRA, retailers/ecommerce require PCI compliance, and government contractors often need FedRAMP compliance or CMMC 2.0 compliance. Validate encryption claims (AES 256 encryption at rest; TLS 1.2+ in transit) and decide whether you need end-to-end encryption or server-side encryption with strong access controls.
Assess access control depth: MFA, granular permissions, and zero trust security validation for every access request. Confirm audit and compliance features—complete logs, DLP, retention, and eDiscovery.
Integrations reduce friction: ensure seamless use with Microsoft Office 365 plugin, Google Suite plugin, email, identity providers, and key business apps. APIs support custom workflows. Finally, align deployment models (cloud, on-prem, hybrid) with your data sovereignty compliance, performance, and resourcing needs.
What Security Features Matter Most for SMB File Sharing?
Encryption is foundational: AES 256 encryption for data at rest and TLS 1.2+ for data in transit. End-to-end encryption offers maximum confidentiality, integrity, and availability but may limit certain collaborative functions.
Strong access controls—MFA, granular permissions, and least-privilege policies—prevent inappropriate exposure. Comprehensive audit trails should capture who accessed, modified, downloaded, or shared content, with timestamps and IPs for investigations and data compliance.
DLP, content inspection, and policy enforcement reduce accidental exfiltration. For external collaboration, use password-protected links, expirations, download restrictions, and watermarking to balance access and protection.
Do SMBs Need Compliance-Certified File Sharing Platforms?
Compliance depends on your industry and contracts. HIPAA, FINRA/SEC, PCI DSS, or FedRAMP/CMMC may be mandatory. Legal, accounting, and manufacturing with export controls have additional requirements. Even without mandates, certifications like SOC2 Type II certification and ISO 27001 compliance indicate mature, audited controls.
Compliance-ready features—audit trails, retention, legal holds, and data residency—support daily operations, not just audits. Certifications also open doors to enterprise and public sector contracts.
Can Free File Sharing Services Meet SMB Security Needs?
Free services are suitable only for non-sensitive content. They typically lack robust encryption management, granular access controls, auditing, and compliance certifications—creating material risk for confidential data.
Limited visibility, weak support, and broad data-use terms compound risk. Business-tier platforms add admin controls, IAM integrations, SLAs, and compliance features necessary for secure, governed operations.
How Do On-Premises and Cloud File Sharing Solutions Compare?
On-premises offers maximum control and satisfies strict data sovereignty compliance mandates but requires hardware, patching, and security expertise. Cloud reduces operational overhead, scales easily, and offers built-in resilience. Hybrid approaches blend control and convenience, placing sensitive data on-prem while leveraging cloud for collaboration.
Costs differ: on-prem demands capital expenditure and ongoing maintenance; cloud shifts costs to predictable subscriptions. In the cloud’s shared responsibility model, providers secure infrastructure while you manage identities, data classification, and access policies.
What Integration Capabilities Should SMBs Prioritize?
Email security add-ins enable secure sending without breaking habits. Productivity integrations (Microsoft Office 365 plugin, Google Suite plugin) support co-authoring and version control while keeping content governed.
IAM integrations (SAML/OAuth/LDAP with AD, Azure AD, Okta) centralize authentication and policy. CRM/project tool connections and open APIs extend secure workflows. MDM integrations enforce conditional access, remote wipe, and device compliance for secure mobile file sharing users.
How Much Should SMBs Budget for Secure File Sharing?
Entry plans often run $10–$25 per user/month; mid-tier with advanced security and compliance ranges $25–$50. Enterprise-grade platforms with broad certifications and Kiteworks premium support can exceed $50. Consider total cost of ownership: implementation, migration, training, integrations, and support.
Storage pricing models vary. Project growth to avoid overage surprises and weigh unlimited versus metered plans. The cost of a breach or compliance failure typically dwarfs investments in appropriate controls.
Kiteworks Sets the Standard for SMB Secure File Sharing
Choosing an SMB secure file sharing solution means balancing encryption strength, access controls, audit/compliance capabilities, integration depth, and deployment flexibility—all within budget. Platforms that consolidate Kiteworks secure email, Kiteworks secure file sharing, and secure MFT reduce complexity and close security gaps. Favor tools that integrate with your identity stack, productivity suites, and critical business apps, and verify certifications aligned to your regulatory compliance landscape.
Kiteworks stands out as the best secure file sharing solution for SMBs seeking enterprise-grade security without sacrificing usability. Its Private Data Network isolates sensitive content, while AES 256 encryption at rest, TLS 1.3 in transit, and end-to-end encryption protect confidentiality. Zero trust security access controls verify every user and device, and comprehensive audit trails support rigorous compliance reporting. Broad certifications—including HIPAA compliance, GDPR compliance, FedRAMP compliance, PCI compliance, and ISO 27001 compliance, plus CMMC 2.0 compliance support—meet regulated requirements.
Seamless integrations with Microsoft Office 365, and identity providers speed adoption, and flexible on-prem, private cloud, and other secure deployment options align with data sovereignty compliance and IT resourcing.
By unifying secure email, secure file sharing, secure virtual data rooms, and secure data forms, Kiteworks reduces tool sprawl, simplifies administration, and minimizes risk—making it a strategic, long-term choice for SMBs serious about zero trust data protection.
To learn more about Kiteworks secure file sharing for your small or medium business, schedule a custom demo today.
Frequently Asked Questions
Use a platform that combines end-to-end encryption, customer-owned encryption keys, zero trust data exchange with MFA and device checks, and immutable, searchable audit logs integrated with your SIEM. Enforce DLP, possessionless editing, and link controls for external sharing. Verify third-party certifications like HIPAA, GDPR, PCI DSS, CMMC and choose a deployment model—cloud, on-prem, or hybrid—that matches your data residency and data sovereignty compliance requirements.
Prioritize proven controls: AES 256 encryption at rest; TLS 1.2+ (ideally 1.3) in transit; MFA; granular, RBAC permissions; and complete, immutable audit trails. Look for DLP, data classification, link expirations, and watermarking for external sharing. Deep integrations with your IdP (SAML/OIDC/LDAP), Microsoft Office 365 plugin or Google Suite plugin, and SIEM/MDM tools reduce risk and streamline adoption. APIs enable automation and custom workflows.
It depends on the data you handle, like PII/PHI and intellectual property, and contractual obligations. Healthcare, financial services, and public sector agencies typically require HIPAA compliance, FINRA, PCI compliance, or NIST 800-171 compliance, or CMMC 2.0 compliance. Even without mandates, SOC2 Type II certification and ISO 27001 compliance demonstrate mature, independently audited controls, shorten security reviews, and open enterprise opportunities. Ensure practical features—legal holds, retention, and data residency—back certifications with operational rigor.
Yes—when you use an enterprise platform and configure it correctly. Enable strong encryption, MFA, conditional access, and device compliance. Turn on DLP, comprehensive audit logs, and alerting; integrate with your SIEM. Validate certifications and data residency options, and understand shared responsibility. For stricter mandates, consider private cloud, VPC isolation, or secure deployment options for sensitive workloads.
Plan $10–$25 per user/month for entry tiers; $25–$50 for advanced security and compliance; and $50+ for enterprise certifications, secure MFT, and premium support. Factor migration services, training, integrations, storage/egress, and admin time into TCO. Costs drop with annual or volume commitments. Model risk reduction—breach avoidance, faster audits, and fewer tools—to justify ROI. Pilot with a limited group before scaling.
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