ShareFile vs. Govern 365: Which Secure File Sharing Solution is Right for You?

Introduction
Data Repository
Security & Compliance
Usability & Collaboration
Pricing
Final Verdict

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Introduction

Businesses handling sensitive data—whether in legal, finance, M&A, or compliance-heavy industries—need a secure, cost-effective Virtual Data Room (VDR). While Progress ShareFile (formerly Citrix ShareFile) has been a go-to for secure file sharing, it comes with limitations that may not fit modern Microsoft 365-centric enterprises.

Govern 365 takes a different approach: instead of forcing migrations or charging per-user fees, it transforms your existing Microsoft 365 into a fully compliant, enterprise-grade VDR. Let’s compare both solutions and see which one is the better fit for your needs.

Data Repository: Where Does Your Data Live?

ShareFile:

Requires users to upload documents to Progress ShareFile’s cloud storage, adding another data repository to manage.
Offers StorageZones, allowing customers to store data in Citrix-managed cloud storage or their own customer-managed locations, including Microsoft Azure.
While it offers Microsoft integrations, files still exist outside of SharePoint/OneDrive, requiring extra steps for compliance.
Users must navigate a new platform, increasing onboarding time and complexity.

Govern 365:

No data migrations required – Works directly within SharePoint/Teams.
Your Microsoft 365 becomes the VDR – No need for third-party storage.
Seamless experience – Users work within the familiar Microsoft ecosystem.

Verdict: If your organization already runs on Microsoft 365, Govern 365 eliminates extra steps and keeps data secure without forcing migrations.

Security & Compliance: How Secure is Your Data?

ShareFile:

Stores data in Progress’s cloud, creating additional compliance requirements.
Supports customer-managed StorageZones, allowing businesses to store data in Microsoft Azure while still using ShareFile as their file management platform.
Supports granular permissions, but external parties must download files—increasing exposure risk.
Compliance for industries like healthcare (HIPAA) or finance (SOC 2) requires premium plans.

Govern 365:

Files never leave your Microsoft 365 – No third-party storage.
Built-in enterprise security – Uses Microsoft’s best-in-class compliance (GDPR, HIPAA, ISO 27001).
AI-driven compliance tagging – Automates security policies & risk management.
Secure external sharing – Access via portals without file downloads.
Security travels with the file – If the file does need to be downloaded, the security remains with the file for the users who have been assigned access. Others will not be able to access the downloaded file.

Verdict: Govern 365 enhances Microsoft’s existing security, ensuring compliance without extra storage risks or third-party handling.

Usability & Collaboration: Which Is More Efficient?

ShareFile:

Requires switching between Microsoft 365 and the ShareFile platform.
External parties may need a ShareFile account or specific permissions to access shared content.
Allows IT administrators to configure storage locations, including Microsoft Azure, but requires additional setup and management.
Collaboration tools are not as deep as Microsoft Teams or SharePoint.

Govern 365:

Built inside SharePoint/OneDrive – No platform-switching.
Microsoft Teams integration – Share and collaborate in real-time.
Familiar UI – No need for extra training or user onboarding.
Integrated Microsoft Office 365 – Online editing is integrated in the system with Word, Excel, and PPT

Verdict: Govern 365 boosts collaboration by working where teams already operate—inside Microsoft 365.

Pricing: Flat Rates vs. Per-User Costs

ShareFile:

Charges per user, per month, making costs unpredictable as teams scale.
Pricing tiers limit storage, requiring extra fees for additional capacity.
StorageZones allow customer-managed storage, but this requires additional setup and IT involvement.
Compliance features (like HIPAA or ISO 27001) cost extra, increasing expenses for regulated industries.

Govern 365:

Flat-rate pricing – Pay for VDRs, not per-user fees.
Unlimited users – Invite 10 or 1,000 team members at no extra cost.
No storage fees – Files remain in your Microsoft 365, avoiding data migration costs.
No compliance issues – If your Microsoft 365 environment is compliant, your VDR is compliant.

Verdict: Govern 365 offers transparent, cost-effective pricing, helping businesses cut costs by 40-60% compared to Progress ShareFile.

Download VDR Whitepaper

Stop spending on purchasing expensive Virtual Data Room (VDR) solutions. Use Govern 365 to quickly create Microsoft 365 data rooms or SharePoint online data rooms.

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Final Verdict: Which One Should You Choose?

Feature	ShareFile	Govern 365
Data Storage	Progress Cloud / Microsoft Azure (StorageZones)	Microsoft 365 (Your Storage)
Pricing	Per-user fees	Flat pricing (Unlimited Users)
Migrations	Required	No migrations needed
Security	External storage, paid compliance	Microsoft security, built-in compliance
Collaboration	Standalone tool, integrates with Azure but requires separate setup	Deeply integrated with Microsoft 365
Ease of Use	Requires learning new platform	Works inside familiar Microsoft ecosystem

Govern 365 Works If You:

Already use Microsoft 365 and want to maximize its use. This is license you already own.
Want to cut VDR costs without sacrificing security?
Need a solution that doesn’t require extra data migrations.
Require enterprise-grade compliance without additional licensing fees.

ShareFile Works If You:

Prefer a third-party cloud for external storage but want control over where data is stored using StorageZones.
Are not using Microsoft 365 as your primary platform.
Need a standalone file-sharing system outside your core infrastructure.