Data room software must be able to handle large volumes of documents. This characteristic is usually seen in the number of tools offered by the service provider like multilingual search (about 16 languages), OCR, file preview as well as smart AI categories and translation of documents. A reputable provider 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 provider should utilize the highest amount of encryption and security features. They should also provide 24/7 support in multi-lingual languages, and have dedicated customer service representatives who can assist with project startup and best practices implementation, as well as accelerated due-diligence processes.
For instance, certain providers allow you to sync shared folders, desktops and FTP to the virtual data room, making it easy to upload and download any file. Other providers offer an automatic naming scheme that makes it easy to arrange and locate files. You can also assign different access rights to view print, view, and secure PDF download. The best providers will also let you personalize watermarks. These display a user’s name, IP address, as well as date and time that they viewed a document.
A good VDR should come with built-in NDAs that can be automatically applied to all users to stop any unauthorised disclosure of personal information. It should also have an auditing system that lets users drill down and see what was disclosed (documents and users) as well as the time and date.
