The ability to manage large volumes of files is one of the main requirements for data room software. This characteristic is typically reflected in the number of tools provided by the provider including multilingual search (about 16 languages) OCRs and file previews, as well as intelligent AI categories and translation of documents. A good provider should also provide a variety of viewing options, permitting users to browse documents without or with their own formatting.
To ensure the safety of sensitive data, a reliable provider should use a maximum level of encryption and security features. They should also offer a 24 hour multilingual user helpline and dedicated customer service representatives who can help with speedy project startup, best practice implementation, and expedited due diligence processes.
For example, some providers offer the possibility to connect shared folders, desktops and FTP with the virtual data room, making it easy to upload and download any file. Some providers use an automatic naming scheme which makes it easy to organize and locate files. You can also create different access permissions for view the document, print it, and even secure PDF download. The best vendors will also let you customize watermarks, which show a user’s name, IP address, as well as the date and time of viewing the document.
A good VDR will have NDAs in place that can be automatically applied to all users. This will prevent unauthorised disclosure. It should also have an auditing system that allows you to examine activity and determine who is responsible for what (document and user) when, and how.