The ability to manage large quantities of files is one of the most important requirements for software that manages data rooms. This feature is usually reflected in the range of tools that the provider provides, such as multilingual search (about 16 languages), OCR, file preview, smart AI categories and translation of documents. A good service provider will provide flexible viewing options that allow users to view documents in their own format or without it.
A good provider will use the most secure encryption levels to safeguard confidential information. They should also offer a 24-hour helpline that is multilingual, and have dedicated customer service representatives that can help in the beginning of a project and implementation of best practices. They can also assist with accelerated due-diligence processes.
For instance, some service providers let you 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 manage and locate files. You can also set different access permissions to view the document, print it, and even secure PDF download. The most reliable vendors will also let you personalize watermarks, which show the name of the user, their IP address, as well as the date and time they were viewing a document.
A quality VDR has NDAs built in that can be applied automatically to all users. This will prevent disclosures that are not authorized. It should also include a comprehensive audits system that allows you to look into specific activities, to determine who is doing what (document and user) when, and how.