Data room software can help your company save significant time and money. It helps you to manage sensitive information, speed up due diligence processes, and securely collaborate with others on business documents. The best virtual data rooms offer features that meet your needs and make the process easy and efficient. These are the top things to consider when comparing data-room software providers.
Simple file management and sensitive data protection and digital rightsmanagement
Virtual data rooms with the best interfaces allow you to upload, organize, and share files quickly and securely with your partners, investors, and team. You can also easily add users to the data space and change access permissions.
Document repositories and infrastructure security
Secure and encrypted document repositories are used to protect sensitive information like financial statements and contracts. They also offer advanced encryption technologies, such as AES-256 encryption.
Fence view and redaction
VDRs also provide fence view. This allows only the owner of the file to see certain parts of files. This prevents the use of screenshots, makes it more difficult for cybercriminals copy documents and reduces the chance of malware infections.
Multi-factor authentication, mobile device management, user security impersonation, time and IP limitation, and multifactor authentication are all important features that help keep data safe. Some providers offer a built-in secure mail service that encrypts all emails sent through the data space.
The user permissions that are given to each user based on their role in the organization control data sharing in a virtual data space. Administrators can use this to monitor file sharing and ensure that sensitive data doesn’t get lost.
File sharing and dynamic watermarks
When it comes to data room security, digital watermarks are a must. These can prevent unauthorized duplication and sharing of documents, and they should be displayed on every document that’s viewed or downloaded.
Optical character recognition (OCR) and file preview are two other useful tools that can simplify data management and make it easier to find any specific file. This feature is especially useful when dealing with large amounts of documents.
Smart categories and intelligent file tag technology allow you organize your files into a coherent structure. This will make it easier to find what you are looking for quickly.
You can also use them to create a clear and numbered hierarchy of files and folders in your virtual data room. These features can also be used for creating customized data rooms templates that you can customize to sign often signed documents.
Customizable NDAs and watermarking
You should choose a data provider that allows customization. This will allow you to change the look of your virtual room as well as add your logo and colors. This will help brand your data space and increase visibility within your company. It will also help to ensure that people in your organization can recognize what’s in the data room and understand its content.