Looking for a Secure Document Sharing & Collaboration Platform?

Start with These 5 Crucial Questions

Sharing and collaborating on documents and files isn’t just part of everyday work in most organizations. In fact, you could argue that documents are the lifeblood of modern work - where we develop and capture the new ideas that power innovation and growth. Modern document sharing and collaboration solutions need to be secure, compliant, and easy to use to share sensitive/proprietary information without slowing teams down.

But with all the options out there, how do you choose the right one for your organization?

Here are five crucial questions that will help you make the right choice:

1. Data Protection: How Is My Data Encrypted?

Encryption is the foundation of secure document sharing. You need a platform that protects your files both at rest and in transit using the strongest industry standards. True security doesn’t stop at the files themselves. It also means encrypting metadata (like file names and folder structures) and offering flexible, enterprise-grade key management options.

2. Data Sovereignty: Where Is My Data Stored—and Who Has Jurisdiction Over It?

Data sovereignty isn’t just a buzzword—it’s a critical compliance factor. Depending on your industry or location, you may need to ensure your data stays within specific geographic borders and legal frameworks.
Look for solutions that offer on-premise deployment, private hosting, or a choice of cloud regions, so you stay in control of your data, no matter what.

3. Access Control: What IAM choices are supported?

Every platform will promise secure identity and access management (IAM), but not all deliver it with the flexibility you need. You should expect Single Sign-On (SSO) integration with protocols like LDAP, OAuth2, OpenID Connect (OIDC), and SAML2, along with granular role-based and attribute-based access controls.

Strong IAM means that only the right people get access to the right documents—nothing more, nothing less.

4. Secure External Collaboration: Can I Work Securely with External Partners?

Internal collaboration is a basic capability. The real challenge is giving your team the ability to work with clients, contractors, and partners outside your organization without jumping through hoops. The right platform will let you share externally without losing control, offering features like password-protected links, limited-time access, watermarking, file versioning, and the ability to revoke access anytime.

Secure external collaboration should be simple, flexible, and fully under your control.

5. Ease of Use: Is the UX seamless for Both Admins and End Users?

Security never come at the cost of usability. If a platform is too complicated, users will find workarounds and gravitate to grey IT solutions—which means your documents aren’t really secure at all.

Look for intuitive user interfaces, seamless mobile access, smart syncing options, and customizable portals that make it easy for everyone—from admins to end users—to collaborate safely without friction.

How Pydio Cells Stacks Up

When you ask these five crucial questions, Pydio Cells shines:

• Encryption: AES-256 encryption at rest, TLS for all transfers, plus advanced key management option, including external KMS and HSM integration.
• Data Sovereignty: Deploy Pydio Cells on-premise or in your preferred cloud environment. You stay in control of your data location and jurisdiction at all times. Learn more here.
• Identity and Access Management: Full support for LDAP, SAML2, OpenID Connect, and OAuth2, with advanced role-based access control and attribute mapping. Read up on Cells and IAM here.
• Secure External Collaboration: Share files securely with public links, passwords, expiration dates, audit trails, watermarking, and instant revocation. Learn more here.
• Ease of Use: A sleek, intuitive interface that’s easy for users, powerful for admins, and customizable to match your brand and workflows.

Ready to take control of your document sharing and collaboration?

Pydio Cells gives you the security, compliance, and usability you need—without compromise. 

Take a deeper dive on Cells and secure document sharing and collaboration.

If you're looking for a platform that meets and exceeds these criteria, talk to one of our experts today.

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