How to Find a Secure Virtual Data Room for Business?

secure file sharingVirtual data rooms are the present and future of any successful business.  VDR can completely transform and change the way people run their businesses. No need for financial meetings, sending documents using mail or contacting the investor for details. Instead, a secure virtual data room may become a right solution, which will save both time and money.

In modern fast-paced and ever-changing world, it is necessary to stay safe and secure. No matter if you are a consumer, entrepreneur, or investor, you need to be sure of your safety during the transaction. It is a necessity for virtual data rooms since they are used for storing and processing of financial information, valuable materials, and other sensitive data.

Going through the list of the best data room providers and the features they offer may not be enough to choose the one suitable for you; it is better to test some first-hand. Reliable and world-popular companies like iDeals, Merrill, Intralinks, and others offer a free trial period that will let you verify the accuracy and transparency of the services.

Before you start your cooperation (even if it’s a free trial) with any data room, make sure it is completely safe and meets all your preferences and needs, and consider the following:

  1. Reviews. When choosing a suitable product for you, read some virtual data room reviews left by previous users. Websites like G2 and Capterra can give access to hundreds of them. Each data room claims it is the best and the most unique, but the actual reality may be completely different. The first step that will help you to choose a secure VDR is browsing the Internet in search of feedback, reviews, and ratings. Don’t forget to compare the features the providers offer to the list of things you may need. They can include the accessibility of the data room, simplicity of its use, customer support, safety, and others. Check whether secure data room services are suitable for typical cases of due diligence, M&A, asset sales.
  2. Security. Strong encryption, multi-layer security tools and individual access with double authentication are a must. This and other items are the options that should be included in quality and reliable data room so it can be considered safe for your valuable documents and data. One of the basic purposes of the VDR is not only to store your documents but also to preserve it from various threats and data breaches. For that reason, you need to confirm that all the financial reports and corporate records are stored safely within the secure virtual data room.  The risks of putting sensitive details on an unreliable platform should be eliminated. The risks of putting sensitive details on an unreliable platform should be eliminated. Since the modern VDR market offers a diversity of virtual data room solutions, security features may differ significantly, but generally speaking, they should have the following: SAS certification, 128 or 256b data encryption, dynamic watermarks, multilevel access, data backup, 2-factor authentication, and others. Furthermore, learn detailed features of the deal room software to be sure it has all the attributes vital to your specific use-case.
  3. Test the support service. An essential feature of a dependable digital data room is its ability to solve customer’s issues quickly. Even though you are not likely to have any problems if you choose an intuitive and reliable platform, a professional helpline will always be an impressive bonus.
  4. Consider the interface. Personalized permission settings, as well as security credentials, are essential for a secure virtual data room.  Before uploading any important data, you want to be sure it can’t be accessed, changed, or downloaded by any unwanted party without your permission.
  5. Transparent cost policy. Extra security measures and solutions are known to be expensive. In this case, to get the best possible experience, you should be ready to pay more. The most crucial part here is the straightforward pricing policy.

Document Security Tools

The number of secure data room services is growing fast, providing customers with a variety of options. But while the amount of new companies is continuously increasing, the quality and features they offer don’t always meet the requirements of businesses or industries. If you are dealing with a serious project where document security is vital, the task will be complicated and the choice tough.

Data security management is a fundamental part of any due diligence data room. The web-based service you use for uploading the information has to be fully protected to make sure that no data can be transferred to the third party if they don’t have special permission. Furthermore, the importance of the data room M&A safety is also indisputable, since an entrepreneur needs to upload sensitive financial documents and relevant materials about their companies without the risk of them being stolen, changed, or disclosed. Furthermore, the importance of the data room M&A safety is also undeniable, as an entrepreneur needs to upload sensitive financial documents and valuable materials about their companies without the risk of them being stolen, changed, or disclosed.

When you start your project, you need to check all the functions and settings of the platform to ensure it is a secure and reliable data room. The prevailing majority of reputable and time-tested products provide unique techniques and procedures that focus on the prevention of unsanctioned data access, for example:

  • Document expiration tool that triggers the destruction of the information if an external party tries to access it. The file may either get blocked or collapsed once the third party attempts to open it. This method lowers the risk of unauthorized document distribution, change and downloading;
  • A dynamic watermark is another tool that can be used by a reliable and secure data room. Once documents are uploaded to the server, they get a dynamic watermark with the name of the user, project title, and date of the download;
  • Restriction for viewing. The users who work with sensitive materials use this tool frequently. The key concept behind this option is an inability to read some parts of the document for defined groups of users, as it is blurred or hidden.

Generally, apart from convenience, simplicity of use, pricing, and other specifications, the security of the documents is one of the critical factors that should influence your choice. Protect your corporate materials by restricting the possibility of access by the third parties: viewing, editing, sharing, downloading, printing, and others. Every user may get individual access with restricted rights and features they can use with a secure virtual data room.