Enterprise File Sync and Share Solutions for Secure File Sharing

What is Enterprise File Sync and Sharing (EFSS)?

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EFSS, or Enterprise File Syncing and Sharing, is software that gives organizations a way to sync and share files internally and externally with efficiency, flexibility, and security. EFSS commonly works in three ways:

  1. Giving employees the ability to work on files concurrently, while tracking versions, monitoring access, and allowing commenting.
  2. Offering one or more ways to send large amounts of data via email.
  3. Creating shared folders that approved users can access.

Keep reading: What is EFSS?

What is a Content Collaboration Platform?

Sometimes considered an evolved version of EFSS, content collaboration platform is a term that encompasses EFSS tools and adds other collaboration tools. The ultimate goal of both is to promote content collaboration and productivity, and they offer a way for organizations to pull the many pieces of information and content they exchange every day into one application.

Keep reading: Benefits of a Content Collaboration Platform

Benefits of Secure Sync & Share Tools

Most of the tools people use in their everyday lives – like email, Google Drive, Box, and shared iOS folders, to name a few – don’t hold up to the strict compliance requirements or security standards businesses must adhere to. Some of the benefits of upgrading to a secure to share and file sync include:

1. Increased Security

Many collaboration tools offer some encryption, but you may want to opt for a solution that helps you meet security requirements set by PCI DSS, HIPAA, HITECH, and more. Have total control over user content access, and limit which users can access which content to ensure that sensitive data is only seen by the right people.

2. Efficiency

Focus on producing work, not the logistics around finding it by giving individuals the power to work together without wasting time in the hunt for content. Being able to quickly share information fosters transparency and more efficient fixes for business problems.

3. Convenience & Flexibility

Work from anywhere. Access files on your server from any device – including mobile. Easily send your sensitive data – of any size – included with the convenience of email.

4. Monitoring

Monitor views, downloads, and sharing, not to mention alerts that inform you when someone is trying to access something they shouldn’t.

Keep reading: Benefits of EFSS >

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Risks to Secure Collaboration Tools

While there tend to be fewer security risks when using secure file sync and share tools, the proper safeguards should be put in place during setup. The two main risks with sharing and collaborating on files are:

  1. Potential to lose access and security control
    When using cloud computing platforms for file sharing or collaboration, ensure the platform offers adequate file security to compliment your organization’s security practices.

  2. Inadequate encryption in place
    Any software you use to share data – whether inside or outside your organization – should have encryption in place. While most do, ensure the software you select has comprehensive security controls, especially if you must abide by stringent compliance regulations, as in retail, healthcare, or finance and banking.

Keep reading: User Sharing and Collaboration: Security Concerns, Risks, and How to Securely Collaborate.

Safeguard Your File Sharing with a Secure Solution

There are a lot of file sharing and collaboration software solutions available today – both free and paid – and finding the solution that meets your business requirements can be difficult. Watch the Webinar “Safeguard Your File Sharing with a Secure Solution” for an overview of secure tools that give you the ability to:

  • Limit access to folders and files with permission-based controls
  • Track files’ revisions, comments, and views
  • Send ad-hoc messages with large files or sensitive data via email

Sharing files and collaborating securely shouldn’t be difficult. Learn how to meet your EFSS needs and bring your file collaboration to the next level!

Watch On Demand > 

 

Secure Collaboration Tools from GoAnywhere

GoDrive icon

GoDrive

An EFSS solution for your employees and trading partners. Collaboration features include revision tracking, commenting, auditing, media viewing, and user access controls.

Learn more >

Secure Mail icon

Secure Mail

Send large files or sensitive data as easily as sending an email. Use the browser-based interface or Outlook plugin to securely send messages and attachments from your network.

Learn more >

Secure Folders icon

Secure Folders

Access to your essential folders from anywhere. Simply designate folders that on your network that authorized web users can access and specify user permissions.

Learn more >

Secure Forms icon

Secure Forms

Allow end-users to fill out custom forms and automatically process input with GoAnywhere workflows.

Learn more >

Frequently Asked Questions

Secure collaboration tools, such as MFT, integrate with popular enterprise directories, such as Active Directory (AD) or Azure AD, to provide centralized identity management, enforce security policies, and streamline user access. This integration ensures that collaboration platforms align with corporate governance and compliance requirements. Here’s how it works:

1. Centralized Authentication and Single Sign-On (SSO)

  • Tools connect to enterprise directories using LDAP, SAML, or OAuth protocols.
  • Users authenticate with their existing corporate credentials, enabling SSO across collaboration platforms like SharePoint, Teams, or EFSS systems.
  • This eliminates the need for separate logins and reduces password sprawl.

2. Role-Based Access Control (RBAC)

  • Integration allows mapping of directory groups and roles to collaboration permissions.
  • For example, AD security groups can define who can view, edit, or share files in secure collaboration environments.
  • Granular controls ensure sensitive data is only accessible to authorized users.  

3. Automated Provisioning and Deprovisioning

  • When employees join or leave, their access to collaboration tools is automatically updated based on directory changes.
  • This reduces manual administration and mitigates risks of orphaned accounts.  

4. Policy Enforcement and Compliance

  • Enterprise DLP (Data Loss Prevention) and retention policies apply consistently across integrated platforms.
  • Integration ensures audit trails and activity logs remain centralized for compliance with GDPR, HIPAA, and other regulations.  

5. Zero Trust and Conditional Access

  • Modern integrations leverage Zero Trust file transfer principles, verifying every access request against directory policies.
  • Conditional access can enforce MFA or restrict access based on device compliance or location.  

6. Seamless User Experience

  • Users collaborate within familiar tools (e.g., Microsoft 365, OneDrive, Box) without extra portals or workflows.
  • Data stays within the enterprise tenant, avoiding duplication and maintaining governance.  

EFSS platforms implement RBAC to make sure the right people have the right level of access to the right content—no more, no less. RBAC in EFSS works across four layers:

  1. Authentication & Identity Source: EFSS tools tie into corporate identity providers (e.g., Active Directory / LDAP, SAML, OAuth), so users log in with existing enterprise credentials. This centralizes identity and enables group-based permissions that RBAC relies on. With MFT, multiple login methods are supported.  
  2. Role Definitions (Admin & End‑User): EFSS platforms come with predefined administrative roles, such as Auditor, Partner Manager, Product Admin, Resource Manager, Security Officer, etc., and allow custom roles with granular authorities. Admins can assign one or more roles to each admin user or admin user group. This structure governs what an admin can configure (policies, storage/backends, shares, reporting), while end‑user roles control actions like view, edit, share, download, sync, and external collaboration.  
  3. Policy Mapping to Directory Groups: RBAC is typically group‑centric: EFSS maps directory security groups to platform roles and resource permissions. That means if a user moves departments, their EFSS privileges change automatically through group membership updates—reducing manual permission changes and audit risk.  
  4. Scope and Segmentation: To prevent over‑privileged access, EFSS solutions often support domain‑based access (or tenant/space segmentation). Admins can be limited to manage only specific security domains and have no visibility outside that scope; end‑users likewise see only the folders and projects their roles permit. This segmentation is critical for least‑privilege, compliance, and multi‑business‑unit deployments.  

Enterprises should look for file sharing solutions that include: 

  • End-to-End Encryption for data in transit and at rest (AES-256, SSL/TLS).
  • Role-Based Access Control (RBAC) to enforce least-privilege permissions.
  • Multi-Factor Authentication (MFA) for user and admin accounts.
  • Comprehensive Audit Logging for compliance and incident tracking.
  • Data Loss Prevention (DLP) and Policy Enforcement to prevent unauthorized sharing.
  • Secure Protocols like SFTP, FTPS, and HTTPS.
  • Granular Sharing Controls (expiration dates, password protection, download limits).
  • Compliance Support for regulations such as HIPAA, GDPR, and PCI DSS. 

Enterprise file sharing platforms support compliance by implementing security and governance features that align with regulations like HIPAA, GDPR, and PCI DSS. Key controls include:

  • Encryption for data in transit and at rest.
  • Role-Based Access Control (RBAC) and Multi-Factor Authentication (MFA) to enforce least-privilege access.
  • Detailed Audit Logging for tracking user activity and proving compliance.
  • Policy Enforcement for retention, sharing restrictions, and data loss prevention.

GoAnywhere specifically strengthens compliance through:

  • Built-in compliance templates for HIPAA, GDPR, and PCI DSS.
  • Centralized audit trails and reporting for regulatory audits.
  • Secure protocols (SFTP, FTPS, HTTPS) and end-to-end encryption.
  • Automated workflows to reduce human error and maintain consistent security standards. 

Consumer File Sharing tools (e.g., Dropbox, Google Drive) are designed for personal use. They prioritize convenience and ease of sharing but often lack advanced security, compliance, and centralized management features. Access controls are basic, and auditing is minimal.

Enterprise File Sync and Share (EFSS) solutions, on the other hand, are intentionally built for business environments. They provide:

  • Role-Based Access Control (RBAC)  
  • Multi-Factor Authentication (MFA)
  • Encryption for data in transit and at rest.
  • Detailed audit logs for compliance with regulations like HIPAA, GDPR, and PCI DSS.
  • Integration with enterprise directories (e.g., Active Directory) for centralized identity management.
  • Policy enforcement for data retention, sharing restrictions, and governance.

GoAnywhere EFSS offers secure file sharing with granular permissions, compliance templates, and automated workflows—features not typically found in consumer-grade tools.

This tightens relevance for enterprise buyers evaluating directory integration and access control. 

Related Reading

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