The ability to handle large volumes of official source files is one of the most essential requirements for software that manages data rooms. This characteristic is typically reflected in the range of tools offered by the provider, such as multilingual search (about 16 languages), OCR, file preview and smart AI categories and translation of documents. A reputable provider should provide a variety of viewing options, permitting users to look at documents with or without their own formatting.
To ensure the safety of sensitive data, a reliable provider should use a maximum amount of encryption and security features. They should also offer a 24/7 multilingual helpline, and have dedicated customer service representatives who can assist in the beginning of a project and implementation of best practices, as well as rapid due-diligence procedures.
For instance, certain providers allow you to synchronize desktops, shared folders and FTP with the virtual data room, making it simple to upload and download any file. Some providers use an automatic naming scheme which makes it easier to manage 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 that display a user’s name, IP address, as well as date and hour of viewing a document.
A good VDR should come with built-in NDAs that are automatically applied to all users to prevent the unauthorised disclosure of information. It should also include an extensive auditing system which lets users drill down and see what was done (documents and users) when, and in what order.