Secure File Sharing
Secure File Sharing for Small Business
Secure file sharing should not mean emailing attachments and hoping for the best. Hub for Teams gives your team shared file storage with AES-256 encryption, two-step authorization and hosting on a US-based network, starting at $7.49 per user per month. This page explains what each plan includes, how to judge secure file sharing from any provider, and the habits that keep shared files safe in a small business.
Online file storage on every Hub plan
Online file storage for secure file sharing is included in each Hub for Teams plan, per user:
Teams Starter, $7.49.
5GB file storage.
Teams+, $9.75.
15GB file storage.
Teams+ Talk, $14.95.
25GB file storage.
If you need more room, additional storage is listed as an available add-on on each plan. Ask us for the details when you choose a plan. Each plan also includes a professional mailbox, a calendar and an office suite, so your documents, mail and schedule sit in one workspace. The Project Manager adds file editing, which you can read about under project management software.
How Hub protects shared files
Hub for Teams lists two-step authorization and AES-256 encryption among its security features. Liberation also states that your data is encrypted, never shared and never leaves its US-based network. Liberation is a US-owned company that controls its entire platform, so your files are not routed through a platform that treats them as a product.
Security still depends on habits, even with secure file sharing built into the platform. Give each person their own login instead of a shared account, use a password manager and turn on multi-factor authentication. Our guide to team collaboration tools explains why shared accounts are where setups usually go wrong. This is general information, not advice for your specific situation.
What secure file sharing means for a small business
The phrase gets used loosely, so it helps to break it down. Secure file sharing means that the right people can reach the right files, that everyone else cannot, and that you can tell who has access. It covers four things: protecting files while they are stored, protecting them while they move, controlling who gets in, and keeping a way to recover if something goes wrong.
Stored.
Files are encrypted where they sit. Hub lists AES-256 encryption.
Moving.
Files travel over protected connections, not as loose email attachments.
Access.
Each person has their own login, ideally with two-step authorization.
Recovery.
You can get files back after a deletion, an overwrite or an incident.
The National Institute of Standards and Technology publishes cybersecurity resources for organizations of all sizes at nist.gov/cybersecurity, which is a good place to read more on the principles behind these points.
Secure document sharing versus emailing attachments
Email attachments are convenient and risky. Once a file is attached, copies live in every inbox, sent folder and download directory it touches, and you cannot easily change who has it. Secure document sharing keeps one copy in a central place and lets people open it there. When you update the file, everyone sees the same version, and when someone leaves, you remove their access once instead of chasing attachments.
Some files still need to go by email, and that is fine. The habit to build for secure file sharing is to share the working copy from your shared storage and use email for the conversation. For sensitive conversations, see our page on business email. Our documentation does not describe external link sharing or expiry controls, so ask us about those specifics if your workflow depends on sending files to people outside your team.
Cloud storage for business: questions to ask any provider
When you compare cloud storage for business, features matter less than a few basic answers:
Step 1
Who owns the platform, and where is the data stored?
Step 2
Is data encrypted, and can you turn on two-step authorization for every user?
Step 3
What happens to your files if you cancel, and can you get them out?
Step 4
What does extra storage cost, and how does the price change as the team grows?
Step 5
Who do you call when something goes wrong?
For Hub for Teams, our answers are on this page: a US-owned company, a US-based network, AES-256 encryption and two-step authorization. Ask the same of every vendor you consider. If you are worried about being locked in, read breaking free of vendor lock-in.
Where your files live matters for secure file sharing
For teams of one to nine accounts, Hub runs on Liberation's shared platform. Each organization gets its own isolated workspace with full privacy and encryption. For ten or more accounts, Hub runs in a private cloud environment with dedicated resources reserved for your organization. Either way, the data stays on the US-based network.
If your concern is ownership, read about sovereign cloud. If your concern is losing files, remember that file sharing is not the same as a backup. See backup and disaster recovery.
How to organize shared files so people can find them
A system built for secure file sharing that nobody can navigate pushes people back to email. A few conventions go a long way:
One top-level folder per client, project or department.
Avoid deep nesting beyond three or four levels.
Consistent file names.
Include a date or version, such as 2026-03_proposal_v2.
A single owner per folder.
One person decides what goes where and cleans it quarterly.
An archive folder.
Old material moves out of the way instead of being deleted.
Short written rules.
A one-page guide in the shared workspace saves repeated questions.
Secure file sharing: talk to an engineer.
Start secure file sharing, 30 days freeHow it works
Step 1
Pick the plan whose per-user storage fits how much your team keeps.
Step 2
Start the 30-day free trial of Hub for Teams.
Step 3
Create accounts for each person and turn on two-step authorization.
Step 4
Upload your shared files, then edit and share them from the workspace.
Step 5
Add storage later if you outgrow your plan.
Common mistakes with secure file sharing
Most incidents trace back to a short list of habits, not exotic attacks:
Shared logins.
If four people use one account, you cannot tell who did what or remove one person cleanly.
Weak or reused passwords.
A password manager fixes this cheaply. See our password managers guide.
Access that never expires.
Former staff and finished contractors keep reaching files for months.
Treating sharing as backup.
A deleted or overwritten file can be gone for everyone.
Everything in one folder.
Without structure, people create private copies, which defeats the purpose.
What customers say about sharing files
One reviewer on our Hub page, a journalist, says sharing files "works out really well" for her small husband-and-wife company with independent contractors. She also praised the calendar and the security level. That is one customer's experience, but it fits how Hub is meant to be used: files, calendar and chat in one place for a small team.
How secure file sharing fits with the rest of Hub
Files are rarely standalone. They belong to a project, they are discussed in chat and they are scheduled on a calendar. Because Hub includes a mailbox, calendar, office suite and, on higher plans, team chat and the Project Manager, secure file sharing is part of a single workspace rather than a separate product to administer. A proposal can live in shared storage, be edited in the office suite, be discussed in chat and be tracked as a task. That kind of secure file sharing cuts down on the copies that float around and the accounts you need to manage. For regular meetings about those files, Teams+ Talk adds video conferencing.
A checklist before you move your files
Moving to secure document sharing is easier when you prepare. Work through this list before you upload anything:
Step 1
Decide what is current, what is archive and what can be deleted. Do not move clutter.
Step 2
Estimate the size of what remains, then compare it to the per-user storage in each plan.
Step 3
Write down who needs access to which folders and group them by role.
Step 4
Create individual accounts for everyone and turn on two-step authorization.
Step 5
Upload a pilot folder first and have two people test opening, editing and sharing it.
Step 6
Keep the old system read-only for a short period, then retire it on a date you announce.
If you would rather not do this yourself, our team can help with migration services.
Who secure file sharing in Hub suits
Hub's file storage suits small businesses, agencies, nonprofits, churches and independent contractors who want secure file sharing, calendar, mail and chat in one place at a published per-user price. For secure file sharing, it is a sensible fit for teams of one to nine on the shared platform and for larger teams that want a private cloud environment. It is not a substitute for a dedicated archive or a full document management system, so tell us what records you need to keep and for how long.
Planning your move to secure file sharing
Think about how much online file storage you actually need. A team that mostly shares documents and spreadsheets can live comfortably in a smaller plan, and good cloud storage for business should let you grow later. A team that handles large design files or scanned records should look at the larger plan or the storage add-on. Our comparison table lists unlimited storage, but the plans list fixed amounts, so check the plan details and ask us what applies to your account before you move a large archive.
Then keep your permissions tidy, because secure file sharing is a routine, not a one-time setup. Review who has access to which files every few months, remove accounts when people leave and avoid shared logins. To see what consolidating tools might save, use our savings calculator, or contact us if you need help moving your files.
Secure File Sharing FAQs
How much file storage does each Hub plan include?
Per user, Teams Starter at $7.49 includes 5GB of file storage, Teams+ at $9.75 includes 15GB, and Teams+ Talk at $14.95 includes 25GB. Additional storage is listed as an available add-on on each plan, so you can add capacity if your team outgrows the included amount.
How are shared files protected?
Hub for Teams lists AES-256 encryption and two-step authorization among its security features. Liberation also states that your data is encrypted, never shared and never leaves its US-based network. You should still use individual logins, a password manager and multi-factor authentication for every person on your team.
Where is my data stored?
Liberation says Hub data stays on its US-based network. Teams of one to nine accounts run on a shared platform in an isolated workspace for your organization. Teams of ten or more run in a private cloud environment with dedicated resources reserved for you.
Can I try secure file sharing before I buy?
Yes. Hub for Teams has a 30-day free trial. Upload a few real working files, invite a colleague, test two-step authorization and see whether the storage included in your plan is enough. You can change plans or add storage as your needs become clear.
Is Hub a replacement for backups?
No. File sharing keeps files available to your team, but it is not the same as a tested backup and recovery plan. If losing files would hurt your business, look at our backup and disaster recovery service and talk to us about what you need.
How should I organize shared files for a small team?
Use one top-level folder per client, project or department, keep nesting shallow, and use consistent file names with a date or version. Give each folder one owner, keep an archive folder for old material and write a short one-page guide. Good structure stops people making private copies or falling back to email attachments.
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