The ability to handle large volumes of files is among the most important requirements for software that manages data rooms. This is typically demonstrated by the number of tools offered by the provider like multilingual searches (about 16 languages), OCRs File previews, smart AI categories, and translation of documents. A good provider will also offer a variety of viewing options to allow users to examine documents in their preferred format or without it.
To ensure the security of sensitive information, a reputable service provider should use the highest level of encryption and security features. They should also have a 24/7 multilingual helpline for users and dedicated customer service managers who can assist with fast project launch, best practice implementation and speedy due diligence processes.
For instance, certain providers allow you to sync shared folders, desktops and FTP with the virtual data room, making it simple to upload and download any file. Other providers have an automatic naming scheme that makes it easy to arrange and locate files. You can also give different access permissions to view prints, view, and secure PDF download. The most reliable vendors will also let you personalize watermarks, which display a user’s name, IP address, as well as the date and time of viewing the document.
A quality VDR has NDAs built in that can be applied automatically to all users. This will stop unauthorised disclosure. It should also contain an extensive auditing system which lets users go into detail and find out what was disclosed (documents and users) as well as the time and date.