7 Best Encrypted File Sharing Tools for Global Teams
7 Enterprise-Grade Encrypted File Sharing Tools for Global Teams
Global organizations must protect sensitive data while enabling seamless, cross-border collaboration. The best secure file sharing platforms combine strong encryption at rest and in transit, granular access controls, and alignment with regulations such as GDPR, HIPAA, PCI DSS, and countless others.
In this blog post, we’ll evaluate seven enterprise-grade encrypted file sharing platforms—Kiteworks, Box, Dropbox Business, Microsoft OneDrive, Google Drive, Citrix ShareFile, and Tresorit—comparing security architectures, compliance credentials, and collaboration features so IT and security leaders can select a solution that aligns with their governance requirements and operational workflows.
Executive Summary
Main idea: Enterprise-grade encrypted file sharing protects sensitive content across global teams by combining strong encryption, zero-trust architecture access controls, and auditable workflows—capabilities critical for meeting regulatory compliance obligations while enabling frictionless collaboration.
Why you should care: A single incident of exposure of confidential information like PII, PHI, or intellectual property to an unauthorized individual can trigger fines, litigation, and reputational damage. The right secure file sharing platform reduces risk, streamlines regulatory compliance, and enhances productivity by unifying secure file sharing, governance, and integrations with existing systems.
What Are the Best Secure File Sharing Use Cases Across Industries?
Key Takeaways
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Use end-to-end encryption where possible. Encrypt data in transit and at rest; support customer-held keys or zero-knowledge to limit provider access.
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Demand compliance evidence. Look for certifications, audit trails, and reporting that map to GDPR, HIPAA, NIST 800-171, and related frameworks.
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Prioritize user experience. Intuitive preview, co-editing, and versioning drive secure adoption and reduce risky workarounds.
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Integrations matter. Native identity, DLP, SIEM, and productivity suite integrations centralize policy and reduce friction.
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Look for deployment flexibly. Hosted or private cloud, on-premises, and hybrid options align data residency, data sovereignty, and operational needs.
Why Encrypted File Sharing Matters for Global Teams
Encrypted file sharing advances three goals: risk mitigation, operational efficiency, and competitive advantage. Enterprise-grade platforms reduce exposure to breaches, ransomware attacks, and insider threats while enabling distributed teams to collaborate confidently.
Centralized, governed Kiteworks secure file sharing platforms eliminate inefficiencies from fragmented tools and inconsistent policies. Teams spend less time overcoming security barriers and more time delivering outcomes.
Protecting Sensitive Data in Transit and at Rest
Data in transit risks interception; data at rest faces compromise and insider misuse. Encryption renders stolen data unreadable and end-to-end encryption ensures data stays private the instant it leaves an organization until it’s decrypted by the recipient. only authorized recipients can decrypt content.
Implement protections systematically:
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Encrypt sensitive files before transmission using strong algorithms (AES 256 encryption minimum).
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Maintain encryption during storage, not only transfer.
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Keep encryption keys under customer control whenever feasible.
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Rotate keys regularly to limit exposure.
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Detect and block unencrypted file exchanges.
Ensuring Compliance Across Jurisdictions
Data encryption is frequently required by regulators to ensure customer and patient (PII/PHI) privacy. Businesses with global operations often must navigate overlapping regulations (e.g., CCPA, GDPR, PDPA, DPA 2018) that impose obligations for consent, access control, and breach notification. Secure file sharing platforms with built-in data compliance support centralize policy enforcement, applying protections consistently regardless of user or destination.
Automated controls block policy violations in advance, enforce retention and residency, and step up authentication for high-risk transfers. Audit logs provide evidence of data handling practices, documenting access, changes, and applied controls during regulatory examinations.
Supporting Secure Collaboration Across Borders
Organizations need to collaborate on sensitive projects across different legal and security environments without compromising protection. Encrypted file sharing enables secure collaboration workflows end to end.
Typical secure workflow:
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Initiation: User uploads an encrypted file with appropriate data classification.
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Access Control: Permissions reflect roles, sensitivity, and regulatory requirements.
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Collaboration: Authorized members view, edit, and comment within the encrypted environment.
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Audit: All actions are logged for chain of custody.
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Completion: Files are archived or deleted per retention policies.
Local data centers, performance optimization, and caching ensure strong controls do not degrade user experience across global networks.
Key Considerations When Choosing an Enterprise-Grade Encrypted File Sharing Solution
Selecting the right platform requires evaluating technical capabilities and operational fit across these dimensions:
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Security architecture: Encryption methods, key management, and lifecycle protection.
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Compliance credentials: Certifications mapped to your regulatory scope.
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Access controls: Granularity, MFA/SSO options, and zero trust security posture.
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Audit and reporting: Depth of logging and ease of producing compliance reports.
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Collaboration features: Secure preview, co-editing, versioning, and workflows.
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Integration capabilities: Compatibility with IAM, DLP, SIEM, and business apps.
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Scalability: Performance and reliability as users, data, and regions grow.
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Deployment flexibility: Cloud, on-premises, or hybrid.
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Vendor stability: Financial health, references, and roadmap.
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Total cost: Licensing, implementation, training, and management.
Encryption Standards and Zero-Knowledge Architecture
Zero-knowledge architecture ensures only users—not the provider—can access file contents. Most enterprise platforms use AES-256 for data at rest and TLS 1.2+ for data in transit; end-to-end encryption combines both so files remain encrypted from sender to recipient.
Key management profoundly affects control. With customer-managed keys (CMK), the platform integrates with a customer-controlled KMS/HSM integration; the customer sets policies and rotation while the provider brokers operations. With customer-owned keys (COK/HYOK), keys never leave the customer’s domain (e.g., on-prem HSM), and decryption requires the customer’s explicit participation, minimizing provider access. This nuance can be critical for organizations that require complete control and privacy. When a cloud storage providers manage encryption keys (CMK), they are required to surrender those keys to law enforcement when subpoenaed. A customer-owned or “bring your own key” (BYOK) solution, by contrast, imports keys into a vendor KMS under customer policy. Each model trades off simplicity, performance, sovereignty, and provider access.
For protecting data in transit, TLS 1.3 is the preferred baseline, simplifying handshakes, removing legacy ciphers, and enforcing forward secrecy. TLS 1.2 remains prevalent and can be secured with modern cipher suites and ECDHE. Favor TLS 1.3 where possible, enforce strict cipher policies, and disable weak options. For machine-to-machine transfers, mTLS and certificate pinning can harden connections.
As organizations standardize on advanced encryption methods for data at rest, important practices include authenticated encryption modes (e.g., AES-GCM), client-side or customer-managed keys, crypto-agility for algorithms and keys, and alignment with FIPS validations and mature key lifecycle governance.
When evaluating implementations, verify:
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Algorithm strength: AES-256 or equivalent symmetric encryption.
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Key management: Who controls keys, how protected, and rotation cadence.
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Key ownership model: Availability of CMK, BYOK, and COK/HYOK and limits on provider access.
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Transport security: Native TLS 1.3, secure TLS 1.2, mTLS support, and strict cipher/protocol policies.
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Zero-knowledge claims: Whether the provider can ever access plaintext.
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Encryption scope: Whether metadata is protected alongside contents.
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Compliance validation: Third-party audits confirming crypto integrity.
Access Controls and Audit Trails
Granular access control enforces least privilege at user, file, and folder levels using RBAC, ABAC, and zero trust data exchange approaches that continuously verify identity and context. Audit trails capture every access, modification, share, and deletion for detection, investigation, and compliance.
Best practices include:
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Enforce MFA and SSO.
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Align role-based permissions with job function and data sensitivity.
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Review and revoke unnecessary access on a schedule.
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Alert on bulk downloads and risky external shares.
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Maintain immutable, detailed logs.
Integration with Existing Security and IT Infrastructure
Encrypted file sharing must integrate with identity providers, SIEM, DLP, and productivity suites via robust APIs. Prioritize SAML/OAuth/AD/LDAP, log forwarding, DLP policy enforcement, endpoint coordination, cloud storage connectors, and Microsoft Office 365 plugin/Google Suite plugin integration to reduce workflow disruption and centralize visibility.
Scalability and Support for Global Operations
Assess data center footprint, data residency controls, multi-language support, follow-the-sun assistance, disaster recovery, bandwidth optimization, and performance at scale. Seek references in similar industries and regions to validate maturity.
Kiteworks
Kiteworks delivers a unified Private Data Network for large, regulated organizations that manage sensitive content globally. It centralizes secure file sharing, secure MFT, and Kiteworks secure email within a single environment governed by end-to-end encryption and zero trust data protection principles.
Every file action generates a detailed audit log entry for compliance and chain-of-custody demonstration. Kiteworks secure deployment options include private cloud (including FedRAMP Moderate authorization and High Ready), on-premises, and hybrid deployment, and offers APIs to integrate with existing enterprise systems.
Tresorit
Tresorit emphasizes zero-knowledge end-to-end encryption, with client-side encryption and keys held by customers. Sharing uses password-protected links, granular permissions, and expirations, with multi-platform apps supporting encrypted sync and collaboration.
ShareFile
ShareFile encrypts data at rest (AES-256) and in transit (TLS 1.2+). MFA, session controls, and automated policy enforcement add layered protection for exchanges.
Administrative controls include granular permissions, automated approval workflows, and comprehensive logging. Collaboration features span secure client portals, e-signature integration, and co-editing for internal and external users.
Box
Box protects content with encryption in transit and at rest, plus optional customer-managed keys via Box KeySafe. Granular permissions, device controls, and MFA support secure external sharing without sacrificing collaboration.
Box integrates with Microsoft 365, Google Workspace, Salesforce plugin, and hundreds of apps for secure co-authoring and streamlined exchanges across teams and partners.
Dropbox Business
Dropbox Business uses AES-256 at rest and TLS in transit, with sharing controls such as link passwords, expirations, and view-only settings. Admins can enforce MFA, approve devices, and monitor detailed logs.
Integrations with Microsoft 365, Google Workspace, Slack, and thousands of apps support secure collaboration, while Dropbox Paper and commenting help teams coordinate around shared content.
Microsoft OneDrive
Microsoft OneDrive for Business encrypts data in transit and at rest with per-file keys, plus optional customer key management. Conditional access and sensitivity labels protect shared content and enforce policy.
Deep integration with Teams, SharePoint, and Office enables secure real-time co-authoring, versioning, and governed external sharing in Microsoft-centric environments.
Google Drive
Google Drive (Google Workspace) encrypts data at rest and in transit, with optional client-side encryption so files are encrypted before reaching Google’s servers. Context-aware access and granular sharing settings enforce consistent policies across users and devices.
Docs, Sheets, and Slides enable seamless co-authoring, while administrative controls and detailed activity logs support secure sharing within and across domains.
Security Features and Encryption Methods
End-to-end encryption ensures only senders and recipients can access file contents, protecting data from unauthorized access during transfer and storage. Zero-knowledge encryption goes further—platforms like Tresorit ensure even the provider cannot decrypt user data.
Encryption at rest uses algorithms such as AES-256; in transit, protocols like TLS 1.2+ secure movement across networks. Effective implementations pair strong cryptography with access control and auditability, using authenticated modes (e.g., AES-GCM), sound key lifecycle management, and crypto-agility as standards evolve.
Organizations reduce collaboration bottlenecks when encryption best practices work alongside granular permissions and detailed logging. Confirm encryption standards, whether keys remain under customer control, and how cryptography integrates with MFA and session management.
Collaboration and Usability
Security only succeeds when it enables work. Modern platforms balance protection with productivity through features that make Kiteworks secure collaboration intuitive.
File versioning allows tracking and restoring previous versions—critical when mistakes or unauthorized changes must be corrected. Platforms like Citrix ShareFile and Kiteworks provide comprehensive versioning with detailed histories.
Secure preview capabilities such as Kiteworks’ SafeVIEW for its Kiteworks digital rights management (DRM) offering let users review content without downloading, reducing unencrypted copies. Real-time co-editing, commenting, and approval workflows maintain productivity, while secure mobile file sharing keeps encrypted files accessible across desktops and mobile devices.
Usability drives adoption. Platforms that require complex workflows risk workarounds; the most successful implementations pair robust controls with interfaces that make secure collaboration the default path.
Compliance and Regulatory Support
Non-compliance with GDPR compliance, HIPAA compliance, and other frameworks can lead to fines and reputational harm. Global organizations must manage overlapping requirements for data privacy, breach notification, and retention.
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Regulation |
Primary Focus |
Key Requirements for File Sharing |
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GDPR |
EU data privacy |
Consent management, data minimization, breach notification, right to erasure |
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HIPAA |
US healthcare data |
Encryption, access controls, audit logs, business associate agreements |
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FedRAMP |
US federal cloud services |
Continuous monitoring, incident response, stringent security controls |
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US defense contractors |
Layered security, supply chain risk management, comprehensive documentation |
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NIST 800-171 |
US controlled unclassified information |
110 security requirements across 14 control families |
Platforms like Kiteworks provide built-in compliance controls, automated reporting, and detailed audit trails that demonstrate adherence. During audits, chain-of-custody documentation—who accessed what, when, and why—is crucial for investigations and compliance demonstrations.
Pre-certified credentials reduce implementation complexity and audit prep. Verify current certifications, regular third-party audits, and documentation mapping platform controls to regulatory requirements.
Deployment Flexibility
Deployment flexibility affects cost and control. Cloud accelerates time-to-value but may raise residency and dependency concerns. On-premises maximizes control and supports air-gapped environments but increases capital and maintenance. Hybrid models balance trade-offs by keeping sensitive data on-prem while leveraging cloud scale for less critical workloads.
Platforms offering flexible options, like Kiteworks, align infrastructure choices with security, regulatory, and operational needs. Consider costs for storage expansion, advanced security features, Kiteworks premium support, professional services, and integrations—not just base licenses.
Kiteworks Encrypted File Sharing: the Best of the Best
Encryption is foundational for secure file sharing across global teams. Protecting data in transit and at rest—ideally end to end—limits exposure to eavesdropping, credential misuse, and system compromise while supporting regulatory obligations. Beyond strong ciphers, authenticated encryption, customer-controlled keys, disciplined key lifecycle governance, crypto-agility, and alignment with current standards strengthen resilience.
Kiteworks unifies these elements in a Private Data Network for sensitive data communications, including file sharing, managed file transfer, Kiteworks SFTP, email, and Kiteworks secure data forms.
Kiteworks offers end-to-end encryption for all data transmissions, including an Kiteworks email protection gateway for email communications. Additional features like a hardened virtual appliance, zero-trust architecture, SafeVIEW and SafeEDIT, security integrations, and FedRAMP compliance Moderate authorized and High Ready deployment options minimize local exposure while enabling productivity.
To learn more about Kiteworks encrypted file sharing, schedule a custom demo today.
Frequently Asked Questions
Encryption at rest protects stored files using algorithms like AES 256 encryption, making data unreadable if storage systems are compromised. Encryption in transit secures data moving across networks using protocols like TLS 1.2+, preventing interception during transfer. End-to-end encryption combines both approaches so files remain encrypted from the moment they leave the sender until the authorized recipient decrypts them—meaning the secure file sharing platform itself cannot access the plaintext content.
With customer-managed keys, the file sharing platform integrates with your organization’s key management system or hardware security module, allowing you to set policies and rotation schedules while the provider handles encryption operations. Customer-owned keys (also called HYOK—hold your own key) keep encryption keys entirely within your control and never leave your infrastructure, requiring your explicit participation for decryption. COK provides the highest level of control and privacy since the provider cannot access your data even when compelled by legal orders, though it may add complexity to operations. Organizations seeking maximum data sovereignty often prefer COK solutions.
Yes, enterprise-grade platforms like Kiteworks support multiple regulatory frameworks at once by implementing comprehensive security controls that satisfy overlapping requirements. For example, the encryption, access controls, and audit trails needed for HIPAA compliance also address core GDPR compliance requirements. Platforms with certifications like FedRAMP compliance, CMMC 2.0 compliance roadmap, and ISO 27001 compliance provide pre-validated controls and automated reporting that demonstrate compliance across jurisdictions, reducing the burden of managing separate systems for different regulations.
Zero trust security file sharing continuously verifies user identity and context rather than assuming trust based on network location. This means enforcing MFA for every session, validating device health and compliance status, applying least-privilege access controls at the file level, monitoring for anomalous behavior like bulk downloads, and logging every action for audit purposes. Zero trust architecture principles ensure that even if credentials are compromised, attackers face additional barriers to accessing or exfiltrating sensitive data. Zero trust data exchange capabilities provide continuous verification throughout the entire data lifecycle.
Your deployment choice depends on data sovereignty requirements, infrastructure capabilities, and risk tolerance. Cloud deployment accelerates implementation and reduces maintenance overhead, making it suitable for organizations prioritizing speed and scalability. On-premises deployment maximizes control over data location and access, which is critical for air-gapped environments or strict sovereignty mandates. Hybrid approaches let you keep highly sensitive data on-premises while leveraging cloud infrastructure for less critical workloads, balancing security, control, and operational flexibility. Kiteworks offers secure deployment options including private cloud, on-premises, and hybrid configurations to meet diverse organizational needs.
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