Data room software can be a powerful tool that will save your company time and money. It can help you manage sensitive data, speed up due diligence, and securely collaborate in the creation of business documents. The best virtual room software will offer you the right features and make it easy and productive. Here are some things you should look out for when comparing different data room software providers.
File management, sensitive data protection, and digital rights management are simple
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 & 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 AES256 encryption.
Fence view and redaction
Another important feature that VDRs offer is fence view, which blacks out certain parts of files so that only the owner of the document can see them. This function prevents screenshotting and makes it harder for cybercriminals (and you) to copy documents. It also reduces the risk of malware infection benefits of data room software.
User security impersonation, mobile device management, time and IP restriction, and multi-factor authentication are all essential features that help to keep data safe. Some providers include a built in secure email service. This means that all messages sent through the data area are encrypted.
Data sharing inside a virtual data room is also controlled by user permissions that are assigned based on each user’s role in the organization. Administrators can use this to monitor file sharing and ensure that sensitive data doesn’t get lost.
File sharing controls and dynamic watermarks
When it comes to data room security, digital watermarks are a must. These can prevent unauthorized duplicates and sharing of documents. They should be displayed on every document viewed and downloaded.
Two other useful tools that simplify data management are file preview and optical characters recognition (OCR). They make it easier to find files and make data management more efficient. This feature is especially useful when dealing with large amounts of documents.
Intelligent file tagging and smart categories enable you to organize your files into a cohesive structure. This can speed up your search process so that you can find what it is you are looking for in seconds.
Bulk uploading, automatic indexing and fence view are all common features in data rooms that allow you create a numbered and clear structure of files and folders within the virtual data area. These features can also be used for creating customized data rooms templates that you can customize to sign often signed documents.
Watermarking and NDAs with customisable options
When it comes to customization, you’ll want to choose a data room provider that allows you to change the general look of your virtual data room and add your logo and brand colors to it. This will help you brand your data room and increase visibility across your company. It will also make it easier for people to recognize the contents of the data rooms and understand them.