In many organizations, MFT/SFTP tools accumulated to solve edge cases, large files, one‑off partners, email limits. The side effects are familiar: duplicated data, scattered audit trails, and slow collaboration. A better path is to keep the authoritative file in Microsoft 365 and grant controlled access to it. The seven strategies below show how to make that shift without disrupting users.
Move from “shipping files” to granting controlled access to the authoritative copy in Microsoft 365. Use link‑based sharing, automated policies, and end‑to‑end observability to cut cost, risk, and friction.
1) Keep data where it already lives
Stop exporting sensitive content to external MFT/SFTP silos. Contain files in SharePoint, OneDrive, and Teams so residency, encryption, retention, and lifecycle all ride on your existing controls and evidence.
2) Replace attachments with secure, revocable links
Auto‑convert outbound attachments into policy‑controlled links you can expire, revoke, or tighten after the fact—preserving co‑authoring and eliminating uncontrolled copies.
3) Standardize the recipient experience
Ad‑hoc links from many tools drive confusion and link blocking. Use a branded recipient portal with consistent identity checks, previews, and download controls to speed external access and build trust.
4) Govern before and after sharing
Enforce label‑driven policies at the moment of share (e.g., justification prompts, external restrictions) and continuously thereafter (auto‑expiry, watermarking, download limits, revocation).
5) Curb guest sprawl
Prefer link‑based verification over creating thousands of long‑lived external accounts. You’ll reduce operational overhead and permission risk while keeping collaboration fast.
6) Instrument observability and audit
Centralize an immutable activity trail of who shared what, with whom, when, and how—across email and files. Use dashboards to prove control effectiveness to security, compliance, and auditors.
7) Automate workspace lifecycle at scale
Standardize Teams/SharePoint creation, ownership, expiration, and retention with policy‑driven governance so collaboration remains both agile and compliant.
A Better Pattern: Trusted Collaboration (Not “File Transfer”)
Reframe “sending files” as granting controlled access to the single source of truth inside Microsoft 365. That reduces duplication, shrinks compliance scope, and accelerates work—especially when paired with Zero Trust and DLP.
What to do next
☑ Pilot the link‑first model with one high‑value use case that currently relies on MFT/SFTP.
☑ Turn on attachment‑to‑link conversion for a target group.
☑ Roll out labeled policies and dashboards; measure fewer copies, fewer guests, and faster access.
Learn more:
➼ Trusted Collaboration Fabric
