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

The ability to manage large volumes of files is among the primary requirements for data room software. This feature is usually reflected in the number of tools offered by the service provider like multilingual searches (about 16 languages) OCRs files, file previews, intelligent AI categories and translation of documents. A reputable provider will offer a variety of viewing options that allow users to browse documents in their own format or without it.

A reliable provider will employ the highest encryption level to protect confidential data. They should also have a 24-hour multilingual user helpline and dedicated customer service representatives who can assist with quick project start-up, best practices implementation and accelerated due diligence procedures.

For instance, certain providers allow you to sync shared folders, desktops and FTP with the virtual data room, making it easier to upload and download any file. Other providers use an automatic naming system, which allows you to manage and locate files. The best vendors also allow you to set up different access permissions for viewing, print and secure PDF downloads, as well as customized watermarks that display the user’s name, IP address, and the date and time of the document viewing.

A good VDR should come with built-in NDAs that are automatically applied official source to all users to prevent unauthorised disclosure of information. It should also include a comprehensive auditing system that allows users to go into detail and find out what was done (documents and users) as well as the time and date.