The verdict in three sentences
A firm sharing its files through a consumer Dropbox or SharePoint takes a compliance risk out of all proportion to the money saved. A custom document vault — encryption, fine-grained access control, full traceability — costs 15,000 to 40,000 EUR in 2026, far less than the cost of a leak. It guarantees confidentiality while smoothing sharing with clients and counsel.
The budget of a custom vault
A vault's value lies not in storage but in guarantees: who can access what, who viewed it and when, and the impossibility for a third party to read the files. Here are the 2026 ranges.
| Block | 2026 range (EUR) | Guarantee provided |
|---|---|---|
| Encrypted storage + version control | 6,000 – 12,000 | Confidentiality at rest |
| Fine-grained access and roles | 4,000 – 9,000 | Per-matter compartmentalisation |
| Traceability and audit log | 3,000 – 8,000 | Proof of who saw what |
| Secure external sharing (expiring links) | 3,000 – 7,000 | Sharing without leaks |
| Strong authentication (2FA) | 2,000 – 5,000 | Protected access |
| Project total | 18,000 – 41,000 | 8 – 14 weeks |
Consumer tool or dedicated solution: the risk calculation
Dropbox and SharePoint are convenient and cheap, but their sharing model is built for collaboration, not confidentiality. The table below compares real exposure.
| Criterion | Dropbox / SharePoint | Dedicated vault |
|---|---|---|
| Annual cost | 100 – 250 EUR/user | Maintenance 250 – 600 EUR/month |
| Encryption control | Vendor | Firm |
| Access traceability | Partial | Complete |
| Sharing links | Often permanent | Expiring and revocable |
| Per-matter compartmentalisation | Manual | Structural |
| Compliance risk | High | Controlled |
The cost of an incident — disciplinary sanction, liability, lost clients — easily runs into tens of thousands of euros, before the lasting reputational damage.
Mini case study
Sarah, IT director of a 22-lawyer firm in Dubai, assesses the risk of a document leak. A realistic incident — an unrevoked former employee's access — could cause 30,000 EUR of direct costs (audit, notification, advice) and the loss of 3 clients worth 45,000 EUR of annual revenue. The custom vault, billed at 32,000 EUR plus 450 EUR/month, brings that risk to a residual level from go-live: an investment lower than the cost of a single avoided incident.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
How much does a document vault for a firm cost in 2026?
Between 15,000 and 40,000 EUR depending on features (encryption, access, traceability, external sharing). A full project sits around 18,000 to 41,000 EUR.
How does it differ from a professional Dropbox?
It is built for confidentiality: structural per-matter compartmentalisation, revocable expiring links and a full audit log, where consumer tools prioritise collaboration.
Is access traceability usable in a dispute?
Yes: every view, download and share is timestamped and attributed, forming evidence if challenged.
How long to deploy?
From 8 to 14 weeks, including migration of existing documents and team training.
What maintenance budget?
Between 250 and 600 EUR/month, or 3,000 to 7,200 EUR/year, including security updates and support.
Let's scope your project. Describe your document volume, your external-sharing needs and your hosting constraints for a precise quote. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
