Premium vs. VDR: Which ShareFile Plan Is Right for Your Business?

When it comes to secure file sharing and collaboration, ShareFile offers different plans to fit different needs. Two of the most common choices I see with my customers are the Premium plan and the Virtual Data Room (VDR).

On paper, they may seem similar: both are built for businesses that prioritize security, compliance and productivity. But if we dig into how they’re actually used, they serve very different purposes.

Over the past months, working with clients across EMEA, I’ve often been asked: “Should we go with Premium, or do we need a Virtual Data Room?” The answer depends on how you work, who you work with and the level of control you require.

Here’s what really sets them apart and why those differences matter.

Premium—Your Everyday Secure Collaboration Hub

If I had to describe Premium in one sentence, I’d say it is designed for teams who need a balance between strong security and everyday collaboration. It is like the “Swiss Army knife” of our plans: adaptable and covers most business scenarios without overcomplicating things.

Some standout Premium features include:

• Advanced security: Robust file encryption, granular permissions and watermarking
• Integrated e-signature: Request and manage legally binding signatures without extra platforms
• Automated workflows: Set up reminders, approval processes and file requests without manual chasing
• Projects: Create a central hub to organize files, tasks and discussions in one place for smoother team collaboration
• Desktop app & mobile access: Work from anywhere with seamless sync

Most of my Premium customers are accounting firms, law practices, consultancy agencies and mid-size enterprises. They choose Premium because it covers a broad range of use cases such as secure document exchange, client collaboration, onboarding and compliance.

Real-life example: A UK-based architecture firm I work with uses Premium to manage project files across multiple construction sites. They rely on Projects for internal collaboration and to keep drawings and documents up to date.

VDR—Built for High-Stake, High-Security Transactions

VDR takes everything in Premium and adds capabilities that are purpose-built for mergers, acquisitions, large tenders and confidential projects. It is for situations where absolute control and auditability are nonnegotiable.

Key extras you get in VDR:

• Click trails: See exactly who accessed what, when and for how long.
• Granular access controls: Administrators can enforce view-only access that disables downloading and printing.
• Dynamic watermarking: Tag every file with user-specific watermarks.
• Project-based structure: Manage multiple secure rooms for different deals or projects.
• Structured folder templates: Reduce manual work for large deals or multiple clients.

I’ve seen VDR shine with investment banks, real-estate developers and legal teams running due diligence.

Real-life example: A Nordic investment group I worked with recently ran multiple due diligence processes in parallel. VDR’s permission model give them the flexibility to assign each buyer group the access only to their relevant folders. Their legal team managed to track every click. The same project would have been possible in Premium, but the compliance team would have had to work much harder to achieve the same level of control.

How to Decide

From my conversations with clients, here’s a simple rule:

• Choose Premium if your work is ongoing and collaborative. It is perfect for regular client communications, cross-team work and any creative projects.
• Choose VDR if you need to handle short-term, high-value and confidential projects. Whenever every action must be monitored and access restricted at a very granular lever, VDR is the best.

In reality, some companies use both. Premium for ongoing operations and VDR for those one-off sensitive projects.

Final Thoughts

Choosing between Premium and VDR isn’t just about ticking a feature list. It’s about matching the plan to your business reality. In my role, I’ve seen companies overpay for features they never use, and others miss out on capabilities that would have saved them days of manual work. If you’re unsure, I’d always recommend starting with your real use cases, your compliance obligations and your collaboration style. Once you know those, the choice between Premium and VDR becomes obvious.

And remember, you don’t have to make that decision alone. My team and I are always happy to guide you through the options, give you examples from your specific industry and help you choose the setup that delivers most value for your business. Contact us to chat.

Or, if you want to check them out yourself, both Premium and VDR come with free trials, so you can get started today.