The ability to handle large volumes of 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 company, such as multilingual search (about 16 languages), OCR, file preview, smart AI categories, and translation of documents. A reputable service will offer a variety of viewing options that permit users to view documents in their own format or without it.
To ensure the security of sensitive data, a reliable service should employ a high level of encryption and security features. They should also have a 24-hour multilingual helpline for users and dedicated customer service representatives who can help with speedy project startup, best practice implementation and speedy due diligence procedures.
Certain providers, such as offer the option to synchronize desktops using shared folders, FTP and the virtual data room. This makes it easy to upload or 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, print, and secure PDF download. The best vendors will also let you customize watermarks, which display the user’s name, IP address, as well as date and time they were viewing a document.
A good VDR should have built-in NDAs that can be automatically applied for all users to avoid the unauthorised disclosure of information. It should also come with an extensive auditing system that allows to look into specific activities, see who does what (document and user), when and how.