Top Use Cases to Import Box to Google Workspace in 2025

Businesses are constantly seeking ways to streamline their workflows and enhance operational efficiency. One of the significant shifts businesses are undertaking in 2025 is from Box to Google Workspace—a shift that implies more streamlined collaboration, improved security, and integrated tools for all business functions.

From mergers and acquisitions to data security, let’s discuss the top use cases to migrate Box to Google Workspace in 2025.

1. Mergers and Acquisitions: Simplifying Data Consolidation

During mergers and acquisitions, companies struggle to consolidate data from different platforms. Having a single cloud storage solution is key to simplifying this process.

By moving Box files to Shared Drives and Google Drive, businesses can put all documents, contracts, reports and communications under one umbrella. Google Drive’s powerful search and organization features ensure all consolidated assets remain easily accessible and well-structured for future use. Shared Drives specifically permit multiple teams access and management without ownership issues, ideal for operations after a merger.

Google Workspace helps consolidate data between companies, for an easier transition and cooperation after the acquisition.

2. Managing and Limiting Access During Restructuring of a Company

When companies are changing, particularly in times of restructuring, controlling access to specific files and limiting permissions is important. As companies expand, they must make sure that everyone in the company has appropriate access to the appropriate information at the appropriate time.

With Google Workspace, IT admins can enforce granular folder and file permissions to ensure secure collaboration. When importing Box files to Google Drive, you can right away set restricted access, so sensitive documents are available only to those with the proper permissions. Shared Drives enable teams to collaborate securely, and admin-level access can be granted to manage who can edit or view files. This offers enhanced security and control over sensitive documents during structural changes.

3. Scaling and Supporting Remote Teams

With the growth of remote work, organizations require a scalable and secure platform for team collaboration, file sharing and communication particularly for teams dispersed across various locations worldwide.

Google Drive and Shared Drives are remote teams’ solutions. With the decision to transfer Box files to Google Workspace, businesses can keep team members up-to-date and securely accessible in real-time to files anywhere they are. Shared Drives make it easy for distributed teams to share, co-edit and work together on files, documents and projects in real-time without losing files or having them become inaccessible.

4. Global Expansion: Multi-Region Data Compliance

As you expand globally, data compliance becomes a challenge, especially with different regulations in each region.

Transferring Box to Google Workspace assists you in adhering to global data storage regulations and laws such as GDPR, HIPPA or CCPA with Google’s strong security capabilities. Google Drive enables you to store and organize files based on local regulations and Shared Drives enables a clear and secure means for global teams to access and share documents without data loss. Google Workspace offers streamlined data compliance and secure storage of sensitive data.

5. Customer Experience: Centralized Client Data

You require instant access to client files, proposals, contracts and project documents to provide exceptional customer service.

By moving Box to Google Workspace you can store all client related documents in Google Drive, so you can quickly find and share information. Google Workspace integration with Gmail, Google Docs and Google Meet makes it possible for teams to access and work on client files for document reviews, proposals or project planning. Quicker collaboration on client projects and improved customer service is easy with the Google Workspace suite.

6. Cost Optimization: Minimize Licensing and Integration Expenses

High integration and licensing expenses with Box, particularly on an enterprise scale, may be a financial burden on you.

Google Workspace combines must-have apps such as Gmail, Calendar, Meet and Drive, so you don’t have to use third party platforms and save on licensing expenses. The integrations are also reduced using built-in integrations, hence saving on custom solutions. You can assure significant cost savings on integration and licensing while keeping productivity high.

A Forrester study revealed that Google Workspace returned 336% return on investment (ROI) for the composite organization within three years. The net present value (NPV) of the investment was $57.3 million, and the total benefit present value was $74.3 million. Organizations that implemented Google Workspace recovered their investment within less than 6 months.

Source: Forrester

7. IT Restructuring: Streamline Technology Stacks

Firms refactor their IT infrastructure for simplicity and increased efficiency. Google Workspace is one productivity suite that breaks down silos. Box migration integrates storage and management into one.

Individual content is placed in My Drive; team folders are placed in Shared Drives for collaboration and administration. Streamlined tech stack with one admin control is facilitated by Google Workspace.

8. Compliance & Data Governance: Strengthening Security

With increasing data regulations, organizations need to comply with data governance policies.

Google Workspace features sophisticated compliance tools such as Drive Labels, DLP (Data Loss Prevention), context-aware access, 2-step verification and Vault, so you can monitor, audit and eDiscovery more easily. By default, all data stored in Google Workspace is encrypted at rest and in transit, with the optional client-side encryption for sensitive material.

Businesses benefit with easier compliance management and data protection for all files and workflows.

9. Departmental Collaboration: Centralized Ownership and Permissions

Departments deal with sensitive information that must be shared but remain protected. By migrating Box folders to Shared Drives, you can enable centralized ownership and ease permissions for teams. Streamlined departmental collaboration with definite ownership and control of access.

10. Rebranding or Organizational Change: Simplify Storage Systems

Rebranding or restructuring will sometimes necessitate retiring legacy systems such as Box that can make it harder to manage content.

Migrating Box content to Google Workspace makes access easier, applies new content governance rules and complies with the company’s revised branding and organization structure.

Ease transition and improved content management throughout rebranding or organizational transformation.

How to Migrate Box to Google Workspace

It is easy to migrate your Box data into Google Workspace with our cloud migration tool, CloudFuze, which has secured and sophisticated data migration capabilities. CloudFuze facilitates:

• File and folder migration from Box to Google Drive and Shared Drives
• Preservation of folder structure and metadata
• Secure and encrypted data transfer
• Zero data loss or corruption

CloudFuze guarantees your entire Box files such as documents, images and spreadsheets are migrated to Google Drive and Shared Drives safely with zero data loss.

To know more about the process of migration, visit CloudFuze’s Box to Google Workspace Migration Guide.

Conclusion

In 2025, a transition from Box to Google Workspace can be a strategic decision to enable efficiency, collaboration and innovation throughout the whole organization.

From acquisitions and mergers to customer experience and operational flexibility, Google Drive and Shared Drives have the features to revolutionize the way SMBs, and large organizations operate. Contact us to plan your secure Box to Google Workspace migration.