Data Room Software – What to Look For in a Data Room Software Provider

Data room software should be capable of handling large volumes of documents. This is typically demonstrated by the number of tools offered by the service provider, such as multilingual searches (about 16 languages), OCRs File previews, smart AI categories, and translation of documents. A reputable provider will offer a variety of viewing options to permit users to examine documents in their preferred format or without it.

A reputable company will employ the most secure encryption levels to ensure the security of confidential data. They should also offer an all-hours, multilingual helpline and have dedicated customer service personnel who can assist with the start of projects and implementation of best practices. They can also assist with rapid due-diligence procedures.

Some providers, for example offer the option to sync your desktops with shared folders, FTP and the virtual data room. This makes it simple to upload or download any file. Some include an automatic naming system which helps you manage and locate files. The top providers also allow you to set different access permissions to view printing, print and secure PDF downloads, as well as customized watermarks that display the user’s name, IP address, and the date and time of document viewing.

A good VDR will have NDAs built in that can be automatically applied to all users. This will stop unauthorised disclosure. It should also contain an extensive auditing system which allows users to drill down and see what was disclosed (documents and users) when, and in what order.