Microsoft SharePoint Alternatives for Secure Collaboration

Microsoft SharePoint is a widely used tool for enterprise content and knowledge management. However, its security limitations prompt many to seek safer options. This guide explores the best secure SharePoint alternatives.

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Why SharePoint Falls Short on Security

SharePoint is not inherently insecure. It features data encryption, both in transit and at rest, to guard against unauthorised access and offers granular access control mechanisms to help you control who has access to various files and information.

However, in fields that demand the highest standards of secure usage—like defence, healthcare —it often falls short.

Complicated Setup: SharePoint is notoriously complex to work with initially. It is easy to make mistakes in the initial setup phase, leading to security vulnerabilities later on.
Confusing Permissions System: Any secure collaboration tool needs strong, customisable access controls. SharePoint’s access controls are difficult to manage, even for IT experts.
Lacking Key Features: SharePoint lacks certain features essential for secure collaboration and does not always work well with non-Microsoft apps and platforms.
Steep Learning Curve: It often takes time for employees to learn how to use its SharePoint features securely, making human errors and oversights more likely.

Below, we will take a close look at six options to consider, including Kahootz – which was selected by the Ministry of Defence itself to power Defence Share (MOD primary collaboration tool).

Kiteworks

Pricing: Starts at approx. £11 per user, per month

Kiteworks is a secure content communication platform, allowing users to deploy their own Private Data Networks (PDN) to control and protect data interactions and exchanges with external stakeholders.

It boasts a clean and intuitive centralised interface, making file sharing and collaboration much easier, especially for non-technical users.

➕ Zero-Trust Data Exchange: offering end-to-end encryption built on zero-trust architecture, ensuring that data is always safe and that user identities are continuously verified.

➕ Centralised Data Visibility: Providing centralised metadata management, data classification, and lineage tracking to ensure you always have a full, clear picture of your data.

➕ Streamlined Compliance: Unified compliance controls and features, like automated reporting, premade templates for GDPR, HIPAA, etc. and audit logs.

➖ Slow support responses and rare reports of inconsistent performance.

Objective Connect

Pricing: Unlimited users, only pay for content shared, free access for collaborators

Objective Connect is a high-security solution designed for external file collaboration, particularly suited for defence, government, and similar sectors. It enables users to securely control shared data, ensuring safe collaboration across devices and locations.

As a Microsoft SharePoint alternative, it excels in addressing SharePoint’s security gaps, such as managing access controls and tracking file updates or versions.

➕ Defence-Ready Security: Tailored for high-security industries, it offers the strictest standards for data protection and compliance, reducing risks of data leaks.

➕ Transparent Auditing: Provides detailed version history and update tracking, ensuring full accountability for file changes and transfers.

➕ Secure Workspaces: Allows users to create safe online environments for collaboration, protecting data integrity at all times.

➖ Unclear pricing and reliance on skilled admins for user management.

Egnyte

Pricing: Starting from approx. £16 per user, per month

Egnyte is an AI-powered, cloud-based platform designed for secure file sharing, collaboration, and data governance, catering to industries like healthcare, defence, and supply chain. It enables secure data handling for sensitive industries, from safeguarding patient records to protecting defence-related information.

In comparison to SharePoint’s user support and interface challenges, Egnyte offers responsive support and an intuitive interface, making it easier for organisations to comply with standards like CMMC or the U.K.’s 14 Cloud Security Principles.

➕ AI-Driven Insights: Utilises advanced AI to extract valuable data insights, automate workflows, and enhance security by detecting potential risks.

➕ Seamless Collaboration: Offers tools like Google Workspace co-editing, edge caching, and workflow automation to support secure collaboration across teams.

➕ Robust Data Governance: Provides detailed controls to safeguard sensitive information, ensuring compliance with data protection regulations.

➖ High pricing on certain plans and occasional mobile performance issues.

Need a secure enterprise collaboration software to meet the strict security standards of industries like defence and medical work? You may need to seek secure SharePoint alternatives.

Kahootz in Use

To better illustrate Kahootz’s unique security advantages over SharePoint, here is a look at our tool in action for the NHS’ FutureNHS program.

The NHS turned to Kahootz to power its FutureNHS platform to connect thousands of medical professionals across the country and support vaccinations and screenings to talking therapy programmes, to name a few nationwide programmes.

A platform such as this demands the highest standards of security, given the vast amount of data exchanged across it. It also must be extremely scalable and customizable to accommodate the sheer quantity of data involved and future collaborative efforts between government agencies and healthcare authorities.

Kahootz delivered exactly what was required – a secure, scalable solution for the safe exchange of sensitive medical information between more than 475,000 healthcare professionals around the UK, playing an invaluable role in helping the NHS secure the nation’s health for generations to come.

GlassCubes

Pricing: Starting at approx. £31.50 per month for five users

GlassCubes is a cloud-based platform tailored for public sector organisations, like government agencies, to securely share files, collaborate, and communicate while meeting compliance standards such as GDPR.

With features like clear audit trails, integration with Microsoft 365, and granular permissions, GlassCubes is a strong SharePoint alternative for secure collaboration.

➕ Secure Workspaces: Allows the creation of protected online spaces for teams to communicate, exchange files, and collaborate securely.

➕ Controlled Access: Offers permission-controlled repositories to ensure only authorised users can access or modify sensitive content.

➕ Centralised Communication: Provides centralised dashboards to streamline communication and idea sharing between teams and stakeholders.

➖ Small client base and strict storage limits.

PlaceCube

Pricing: No publicly available pricing information

PlaceCube is an open-source, low-code digital platform aimed at helping clients create, integrate, and customise their own digital services or collaborative tools, mainly aimed at public sector users.

PlaceCube has been entrusted by various U.K. councils, along with other recognised institutions and organisations, for the safe and simple construction of digital services and spaces.

➕ Cube-based Design: PlaceCube is powered by more than 150 pre-made Cubes that users can use and reuse to create unique digital spaces.

➕Support and Management: The PlaceCube support staff are available at all times to assist, keeping it secure and stable for users, allowing them to focus on their individual projects.

➖ Lacks the security edge of other SharePoint alternatives, like Kahootz, but remains a valuable option for those in the public sector.

What to Look for in a Secure SharePoint Alternative

As shown, there are several excellent and secure SharePoint alternatives you can use today to enjoy the same core functionality of SharePoint, but with stronger security and additional features. To find the right tool for you, consider how you intend to use it, what features you value most, and what level of security you need to keep your projects and your data safe.