ShareFile storage zones vs self-hosted file sharing

Why storage zones may not meet your residency and control requirement

ShareFile storage zones move file content onto infrastructure you control, but the sharing and portal layer still runs in ShareFile's cloud. If your residency or control requirement covers the whole stack, including share metadata, portal sessions and logs, a fully self-hosted platform such as Nextcloud or Seafile is the option to evaluate. Storage zones are often chosen so that files stay on premises, so this gap usually surfaces later, when an auditor, regulator or client asks where logs and sharing records are kept. This page separates those parts so you can check each one against your requirement. It covers what remains in the cloud, the Windows Server and IIS controller you maintain, and how a self-hosted deployment changes control, audit evidence and cost.

Start by mapping every artifact the sharing workflow creates. For ShareFile storage zones, list where file content, share links, user and guest accounts, client portal sessions, activity logs and administrative settings are held, and which system is authoritative for each. Ask Progress for its current documentation on data location and log retention. Storage zone placement and cloud-side data handling are separate settings, so you must confirm both in writing. Then inventory the controller: the Windows Server and IIS host that brokers access to the zone, its patch cadence, TLS certificates, service accounts and backup scope. Each item you maintain is evidence you must produce, and each item held in the vendor's cloud is evidence you must request.

Decide before you plan any migration whether file location alone satisfies the residency requirement. If it does not, you have a clear gap, and a self-hosted platform closes it by moving sharing, authentication, logging and the portal into your own environment. If it does, document the boundary in writing and keep it current. Either way, produce a short data flow diagram and a table that names the owner, location and retention period of each artifact. The sections that follow compare feature gaps, the migration path and cost components, so you can test the decision against your own controls and your own audit scope.

What a fully on-premises file sharing requirement actually demands

A requirement to keep files on premises usually breaks into four separate demands: where content and metadata live, who controls identity and sharing rules, what evidence exists of access, and how the platform is upgraded and backed up. Each card below names one of these demands and what to check against it in your own environment. Confirm with your regulator, auditor or internal policy which of these are mandatory and which are preferences.

Data location for content and metadata

Storage zones keep file bodies on your servers, but the control plane, sharing records and some metadata may still sit in the vendor's cloud. A fully self-hosted platform places file content, previews, search indexes, database tables and backups on infrastructure you name. Map every data type the platform creates, including thumbnails, activity logs and email notifications, and record where each one is stored and which jurisdiction applies to it.

Identity and login under your control

Decide whether accounts live in your Active Directory, an OpenID Connect provider or a SAML 2.0 identity provider. Nextcloud's LDAP app lets directory users appear in the platform and sign in with their directory credentials, and it documents OIDC and SAML backends. Confirm which option your identity team can support, how deprovisioning removes access, and how external clients without directory accounts will authenticate.

Sharing rules set by your policy

Client portals and share links are where most file exchange risk sits. Write down who may create external shares, whether link expiry and password rules are enforced, which groups may create guest accounts, and whether downloads can be restricted. Test each rule on a non-production instance before you rely on it, because the exact controls differ between ShareFile, Nextcloud and Seafile and between their editions.

Auditable access logs

An on-premises platform is only as auditable as its logging configuration. Confirm which events are recorded (logins, downloads, share creation, permission changes and admin actions), where logs are written, how long they are kept, and whether they can be forwarded to your SIEM. Ask whether the logs are tamper resistant and who can edit them. Auditors will test whether the evidence exists, so run a sample access review early.

A documented upgrade path

Nextcloud does not allow skipping major releases, so each upgrade moves through one major version at a time, with a backup before every step and third-party apps disabled until confirmed compatible. Your runbook must state the upgrade order, the maintenance window, the rollback method and who approves each step. Plan for this recurring work, because it is an ongoing operating cost rather than a one-time project.

Tested backup and restore

A backup is only evidence of recovery once a restore has been tested. For file sharing this means restoring both the file store and the database together, so that share links, permissions and file versions still match. Document the backup frequency, the retention period, the encryption of backup media and the restore time you have measured. Ask your backup provider or platform team to show a full restore to a separate host.

What still runs in ShareFile's cloud with storage zones

With ShareFile storage zones, the file content sits in storage you control, while the control plane, user accounts and sharing workflow are described by the vendor as running in ShareFile's cloud. That split is the core fact to pin down before you plan anything. The storage zone holds the bytes, but the decisions about who may access a file, which share link exists and who receives a notification are made by a service you do not operate. Your Windows Server and IIS storage zones controller handles the transfer of content to and from that storage, so its health affects availability, but it does not replace the cloud service for identity and sharing.

Do not rely on this split from memory or from marketing language. Ask Progress or your account team for the written data flow diagram, showing which metadata, file names, user identifiers, share recipients and audit events leave your environment and where they are stored. Ask specifically where activity logs are written, how long they are retained, whether you can export them, and whether they are available to your security team without a support request. Confirm which of these items are covered by your contract and any data processing terms, since the answers determine what your data residency and audit evidence can claim.

Test the boundary yourself in a non-production tenant or with a test folder. Upload a file, create a share link, and check which of your systems show the event: the storage zone server logs, IIS logs on the controller, your firewall or proxy records, and the ShareFile admin audit views. Record what you can and cannot reconstruct from your own infrastructure alone. That gap is the real input to a decision about whether a fully self-hosted Nextcloud or Seafile would give your auditors a simpler and more complete control picture.

Which self-hosted option fits which file sharing profile

Nextcloud is the better fit when the core work is exchanging files with clients and partners through links, upload requests and guest accounts, and when browser-based editing matters. Nextcloud Hub is licensed under the AGPL and is free to self-host, and Collabora Online can be connected for editing ODF and Microsoft formats such as .docx, .xlsx and .pptx in the browser. Authentication can follow the directory through the LDAP app, and Nextcloud also documents OpenID Connect and SAML user authentication backends.

Guest accounts and shares: External users can receive access to specific folders, which replaces client portal workflows you may run today.
Browser editing: Collabora Online integrates with Nextcloud, so clients and staff can edit without installing desktop office software.
Directory login: LDAP and Active Directory users can sign in with existing credentials through the LDAP app.
Support tiers: Nextcloud Enterprise adds support, maintenance and extra features on a per-user subscription with a 100-user minimum, but the platform itself does not require it.
Upgrade discipline: Major versions must be applied one at a time, with a backup before each upgrade.

Confirm that the audit logs, retention and reporting your compliance team needs are present in the edition and version you plan to run, and map them to your control evidence before you commit.

How ShareFile storage zones and self-hosted options compare on control

This table compares where file content and the control plane run, the Windows and IIS work that storage zones add, identity options, audit logs, upgrades and paid support. Use the ShareFile column to confirm each point against your contract and deployment, because cloud and on-premises responsibilities vary by plan. The main takeaway is that a self-hosted Nextcloud or Seafile puts every layer under your own change control, while storage zones keep part of the stack with Progress.

Area	ShareFile with storage zones	Self-hosted Nextcloud or Seafile
Where file content lives	Content stays in storage zones you choose, but confirm which files, metadata and previews still sit in ShareFile's cloud.	All files sit on storage you run, such as a Nextcloud data directory or Seafile storage backends including S3, Ceph and OpenStack Swift.
Where the control plane runs	Sharing, accounts and the client portal run in ShareFile's cloud. Confirm the exact services with your contract.	Sharing, accounts and the web tier run on your servers, including networks without internet access if your design requires it.
Windows and IIS maintenance	You patch and monitor the Windows Server and IIS storage zones controller, along with its certificates and service accounts.	No Windows or IIS layer is required. Nextcloud documents Apache or nginx with php-fpm, and Seafile supports Docker, Kubernetes and binary installs.
Identity integration	Confirm which directory and SSO options your plan supports and whether they cover storage zone users and external clients.	Nextcloud's LDAP app and documented OpenID Connect and SAML backends. Seafile supports LDAP, Active Directory and several SSO options, with SAML 2.0 in Professional Edition.
Audit log ownership	Confirm with Progress which logs you can export, how long the cloud keeps them, and whether storage zone server logs are yours.	Logs from your own servers stay under your retention and SIEM policy. Confirm which audit features your edition and apps provide before you rely on them.
Upgrade path	Cloud service changes follow ShareFile's release cycle, while the controller follows your patch cycle. Get the notice period in writing.	Nextcloud publishes a major version every four months, supports each for one year and requires upgrades one major version at a time with a backup first.
Paid support availability	Support depends on your ShareFile contract. Confirm response times and whether they cover the on-premises controller.	Nextcloud Enterprise adds support, and its Standard tier includes 1-year maintenance. Confirm Seafile Professional support terms before you choose.

How to deploy a self-hosted platform under a strict on-premises constraint

This sequence moves file sharing from ShareFile storage zones to a self-hosted platform that runs entirely inside your data center or air-gapped network, with each control confirmed before users arrive.

Confirm data and logging requirements with compliance
Compliance, legal and the security lead agree in writing which files, client data and access logs must stay inside the boundary, how long logs are retained, and which assessment will review them. Ask your auditor which evidence they expect, such as access logs, backup records and change history. The output is a short requirements document that names the data classes and the log fields that the platform must produce. Do not select a platform until this document is signed.
Choose Nextcloud or Seafile for the workload
Compare the two platforms against the requirements from the first step. Nextcloud offers sharing links, upload requests, guest accounts and Nextcloud Office, while Seafile centers on library-based sync and per-library encryption. Confirm which features need the paid editions: Nextcloud Enterprise is sold in tiers with a 100-user minimum, and Seafile Professional Edition adds SAML 2.0, multi-tenancy and advanced search. The output is a decision record with the chosen platform, the edition and the features you verified in the vendor documentation.
Size the database and application tier
For Nextcloud 35, the system requirements recommend MariaDB 11.8 or PostgreSQL 18, PHP 8.5 and either Apache 2.4 or nginx with php-fpm. Your database team sizes the instance for user count, file metadata volume and backup windows, and confirms that the chosen versions are supported in your environment. Oracle Database is available only with an enterprise subscription. The output is an architecture sheet listing each component, its version and the host or cluster that runs it, reviewed by the database owner.
Place storage and backups inside the boundary
Assign file storage and backup targets to hardware or object storage located within your data centers or air-gapped network. If you use an S3-compatible backend with Seafile, confirm that the endpoint resolves only to internal addresses. Nextcloud All-in-One includes BorgBackup-based backups, which you can point at internal repositories. The output is a data-flow diagram showing that no file, database dump or backup leaves the boundary, checked by the network team with firewall rules.
Integrate Active Directory through LDAP
The identity team configures the LDAP connection so directory users appear in the platform and sign in with their directory credentials. Nextcloud's LDAP app and Seafile's directory integration both support Active Directory, and Nextcloud also documents OpenID Connect and SAML backends. Test with a pilot group, confirm that disabled accounts lose access, and confirm group membership maps to the intended shares. The output is a test log showing successful sign-in, a blocked disabled account and correct group mapping.
Enable ClamAV scanning on uploads
Install ClamAV on an internal host and connect it to the platform so uploaded files are scanned. Nextcloud All-in-One bundles ClamAV, and Seafile lists virus scanning with ClamAV as a Professional Edition feature, so confirm that your chosen edition supports it. Test with the standard EICAR test file in a non-production library, and confirm that the detection event appears in the logs. The output is a documented scan test result and an alert path to the security operations team.
Plan one-major-version upgrades with backups
Nextcloud does not allow skipping major releases, so administrators upgrade one major version at a time. Before each upgrade, take a full backup, disable third-party apps until their compatibility is confirmed, and schedule the change through your normal change process. Check the maintenance and release schedule to see the support window for your current major version. The output is a written upgrade runbook with the backup verification step and the rollback steps for each version.
Run restore tests before go-live
Restore the most recent backup to an isolated environment inside the boundary, then confirm that files, shares, permissions and the database all match the production state. Repeat the test on a schedule that your compliance requirements set. Record the time taken and any gaps, and fix them before users are migrated. The output is a signed restore test report that the compliance lead accepts as evidence, with a date and the names of the people who ran it.

Evidence auditors ask for when files never leave your network

Auditors assessing a self-hosted file platform look for proof that the design, the controls and the operating routine match what the organization says it does. The six items below connect the architecture to the records your team produces every month. DeployOpen prepares this evidence, but independent auditors and certification bodies issue any audit report or certification.

Architecture and data flow diagrams

Show where file content, metadata, database rows, search indexes and backups sit, and which network paths carry them. For a move away from ShareFile storage zones, the diagram must also show that the Windows Server and IIS controller no longer sits between users and the files, and that any remaining ShareFile component is listed explicitly. Ask your auditor which level of detail they expect and confirm each boundary against the running system, not the design document.

Access and sharing policies

Document who may create external shares, which link types are allowed, default expiry and password rules, and how guest accounts are approved and removed. Map each rule to a setting in the platform, such as LDAP or Active Directory group mapping for employees and reviewed guest accounts for clients. Auditors will test whether the configured behavior matches the written policy, so keep the policy and the configuration export together.

Admin and audit log samples

Keep dated samples of administrator actions, failed logins, share creation and deletion, and changes to user or group membership. Confirm that logs are written to a location the file platform administrators cannot quietly edit, and that retention matches your policy. Export a sample for a known test event, such as creating a share for a test user, so an auditor can trace one action from start to finish.

Backup and restore test records

Auditors want evidence that a backup can be restored, not only that a backup job ran. Record dated restore tests that cover both file data and the database, and note how long each restore took and what was verified afterward. Nextcloud documents backing up before every upgrade, and All-in-One includes BorgBackup-based backups, so confirm which tool your team uses and test it on the same version you run.

Upgrade and patch records

Keep a register of each version change with the date, the source and target release, the pre-upgrade backup reference and the test results. Nextcloud requires one major version at a time and does not allow skipping major releases, so the register should show that sequence. Compare the running version with the published maintenance and release schedule, and record any period in which the platform ran past its end of life.

Vendor and license documentation

If you buy a Nextcloud Enterprise subscription or a Seafile Professional license, keep the signed order form, the tier, the user count and the support terms with the evidence file. Core Nextcloud Server is AGPL-3.0 licensed, so auditors will ask which components are open source and which are paid. Confirm with the vendor which subscription features, such as maintenance lifecycle and response times, apply to your deployment before you rely on them in a control description.

What do buyers ask before moving off storage zones?

What does moving off ShareFile storage zones cost, and what drives it?

The cost is the sum of the components you pay for: ShareFile licenses you can cancel, the Windows Server and IIS controller hardware or virtual machines and their Windows licenses you can retire, storage you already own, and the new costs for servers, storage, backup, migration work and ongoing operations. Software for Nextcloud or Seafile Community Edition is free to license, so the largest recurring costs are usually staff time and infrastructure. The main drivers are the number of users, total data volume, how many shares and client portals must be rebuilt, and whether you add an enterprise support subscription. Ask any implementation partner for a quote built from a written scope that lists each component separately, including one-time migration work and recurring operations. Compare that quote with your current ShareFile renewal, storage zone server costs and the staff hours you spend on the controller today.

How long does a migration off storage zones take?

The duration depends on the data volume, the number of folders and permissions to rebuild, how many client shares and guest links must be reissued, and how many integrations depend on the storage zone. Plan for a parallel period in which both systems run, so users can move at their own pace and rollback stays possible. Pilot groups usually surface permission and sync issues before the full move. Ask for a timeline in the written scope, and confirm how the plan handles data transfer windows, user communication and the retirement of the controller. A partner can only give a reliable timeline after inventorying your current environment, so treat any early figure as an estimate to verify.

Can our own team run self-hosted file sharing without outside help?

Yes, many teams run Nextcloud or Seafile in-house, but the work is continuous rather than a one-off install. Your team must patch the server, database, PHP or web stack, and the application itself. Nextcloud publishes a new major version every four months and supports each for one year through monthly maintenance releases, and it does not allow skipping major releases during upgrades, so each upgrade is a planned step with a backup beforehand. Ask whether your staff have capacity for that cadence, backup restore tests, monitoring and on-call response. Outside help can be scoped as a fixed project for the initial build, followed by an optional support retainer for upgrades and testing.

What must our organization provide before a self-hosted file platform goes live?

Before go-live, confirm four areas with your architecture and security teams:

Identity: a directory such as Active Directory, plus a decision on LDAP, OpenID Connect or SAML login. Nextcloud's LDAP app lets directory users sign in with their existing credentials.
Network: reachable URLs for users and clients, TLS certificates, firewall rules and, where needed, reverse proxy and remote access design.
Storage: capacity, performance and backup targets sized to your data, plus a tested restore procedure.
Staff time: named owners for administration, security reviews and user support.

Also check which database and web server your chosen version requires, because the system requirements list supported combinations. Confirm each item in your own environment rather than relying on generic assumptions.

Do we need Nextcloud Enterprise or Seafile Professional?

Not necessarily. Nextcloud Server is licensed under AGPL-3.0 and is free to self-host, and Seafile Community Edition covers core file sync and sharing. Nextcloud GmbH sells Enterprise subscriptions in Standard, Premium and Ultimate tiers with a 100-user minimum, and according to its pricing page, list prices start at 71.29 euros, 104.99 euros and 204.75 euros per user per year for 100 or more users, with lower rates from 200 users. Standard includes one year of maintenance, Premium adds a lifecycle of five or more years and clustered instance support, and Ultimate adds support up to 24/7. Seafile Professional adds features such as SAML 2.0, cluster deployment, multi-tenancy and ClamAV virus scanning, and it can run without a license file for up to 3 users. Decide based on required support hours, lifecycle needs and features you cannot build from open components, and confirm current terms with the vendor.

Will a self-hosted platform meet our audit and evidence needs?

Self-hosting gives you direct control over where files reside, who holds administrative access, and which logs and backups you keep, which simplifies many evidence requests. However, the platform alone does not make you compliant. Auditors will examine your access reviews, change records, backup tests and incident procedures. DeployOpen prepares systems, controls and evidence for compliance assessments, but independent auditors and certification bodies issue any audit report or attestation. Ask your auditor which evidence they expect before the design is fixed, so logging, retention and access controls are built to match.

How do we move client shares and portal access without breaking workflows?

Client exchange is the hardest part of the move because external users depend on links, expiry settings and upload requests that will not carry over automatically. Inventory active shares and their owners, then decide which should be reissued from the new platform and which should be retired. Nextcloud supports guest accounts, share links and upload requests, and Seafile supports sharing libraries with external users, but you should confirm each capability against your required workflows. Communicate a cutover date to clients, keep the old links working until the new ones are tested, and record who approved each change.

What a move from storage zones involves for users and clients

A move from storage zones runs four workstreams in parallel: copying content out of the storage zones, rebuilding folder access for employees and clients, reissuing the share links clients use today, and retiring the Windows Server and IIS controller once nothing depends on it. Each workstream has a different owner and a different way of failing, so track them as separate work items with their own sign-off. The procedure for each step is covered on the sibling page *Migrate from ShareFile to Nextcloud*. This section explains what those steps mean for the people who use the service every day.

Clients feel the change most. Employees can usually be moved with a folder map and a short briefing, but external users hold share links and guest access that do not carry over automatically. Confirm with your legal and client teams whether existing links must expire on a set date, how far ahead clients must be told, and whether any engagement letter names ShareFile as the channel for delivering documents. Those answers decide whether old and new links can run side by side for a period or whether you must cut over on one day. Start by recording the link expiry and download settings clients currently rely on, since they set the baseline for what they will notice.

Retire the controller only after the copy has been verified and the retention position is settled. Keep the storage zones read-only or archived for as long as your legal team requires, because deleting them may remove the only copy of file versions that are subject to a hold. Record who approved the cut-over, which folders moved, and which share links were reissued, so the evidence exists if a client or auditor asks. Ask Progress which account data, sharing records and audit history remain in ShareFile's cloud after you stop using storage zones, and export what you need before you change your subscription.

How DeployOpen deploys file sharing inside your boundary

DeployOpen plans, implements, integrates, hardens, backs up and documents self-hosted file sharing inside your own cloud accounts, data centers or air-gapped networks. For firms moving off ShareFile storage zones, the work starts with a written scope that maps where each file, permission and controller currently lives.

How we scope

Inventory every storage zone, controller, client portal and share link that ShareFile currently handles for your firm.
Agree in writing which Nextcloud or Seafile edition, hosting model and identity source the engagement covers.
Define the cutover approach, data volumes, user groups and acceptance criteria before any work begins.
Engagements are fixed-scope, with deliverables and timelines documented in writing before work starts.

How we build

Deploy the chosen platform into your infrastructure, with storage backends and database settings chosen to match your environment.
Connect directory authentication and single sign-on, and map existing groups to folder and library permissions.
Test sharing links, guest access, upload flows and sync clients against the acceptance criteria in the scope.
Harden the server configuration, run security testing on the deployment, and apply the controls your compliance assessor needs to review.

How we hand over

Document architecture, configuration, permission models, backup procedures and upgrade steps for your own staff.
Prepare evidence and control descriptions for compliance assessments, noting that independent auditors issue any formal reports.
Walk your administrators through daily operations, incident handling and the rule of upgrading one major release at a time.
Confirm the handover checklist with your team before the storage zones controller is retired.

How we support

Ongoing support, upgrades, backups and continuous testing are available as retainers after handover.
Retainers cover platform upgrades, monitoring of release schedules and patching against the vendor's maintenance policy.
Ask any provider, DeployOpen included, to confirm response times, scope boundaries and who holds the server credentials before signing.

ShareFile storage zones vs fully self-hosted file sharing