The ability to manage large quantities of files is one of the primary requirements for software that manages data rooms. This feature is usually reflected by the number of tools offered by the provider, such as multilingual searches (about 16 languages) OCRs and file previews, as well as intelligent AI categories, and translation of documents. A good provider should also offer flexible viewing options, permitting users to view documents with or without their own formatting.
To ensure the safety of sensitive data, a reliable service should employ a high amount of encryption and security features. They should also offer a 24 hour multilingual user helpline and dedicated customer service representatives who can assist with rapid project start-up, best practices implementation and go now speedy due diligence procedures.
Certain providers, like provide the option to sync desktops with shared folders, FTP and the virtual data room. This makes it easy to upload or download any file. Other providers have an automatic naming scheme which makes it easier to organize and locate files. The best vendors also allow you to set different access rights for viewing as well as print and secure PDF download, and customize watermarks that display a user’s name, IP address and the date and time of document viewing.
A good VDR should have built-in NDAs that can be automatically applied for all users to avoid any unauthorised disclosure of personal information. It should also come with an extensive auditing system that allows to go into detail about activities, determine who is responsible for what (document and user), when and how.