A virtual data room is a software that offers secure, central storage for digital documents. This lets business users share information with internal and external stakeholders. Document version tracking and enhanced security are also possible.
Investment bankers utilize VDRs for due diligence during M&A transactions, which generally require large quantities of confidential documents to be reviewed by multiple parties. To ensure that a deal is concluded, they need to be able to upload and review these documents quickly. They also require an accessible storage space for this sensitive information. A purpose-built VDR makes this easy for them to manage by providing a clear folder structure and powerful controls for access to documents that can be revoked immediately in the event that a deal doesn’t succeed.
VDRs are also useful tools for regulatory filings and audits that require transparency with internal stakeholders and external regulators. These projects often involve lengthy collaborations between teams working in different locations and time zones. A custom-designed VDR makes it simple to collaborate, monitor the progress of activities and communicate with all stakeholders on a project-by-project basis without the need for emails or meetings.
When selecting a service look for features such as drag-and-drop functionality as well as bulk uploads of files and support for popular extensions for files. You’ll also want to determine the level of physical security the company offers with backups offsite, redundancy and fire protection. Also, you should determine if they offer the ability to apply dynamic watermarks to printed and viewed documents or set up access restrictions for specific IP addresses.