Virtual data rooms are a reliable method of sharing information with third parties during due diligence or other M&A transactions. However, how effective the solution is is contingent on the way it’s implemented and used.

Choose a VDR service that has been built with sharing seriousness in mind. It should offer a variety of tools for users to upload and share documents in bulk. It should also permit administrators to build folders easily and create document indexes. It should have a robust search tool that enables users to find documents quickly. Ideally, the service should enable users to print documents and download PDF documents with watermarks. Admins must be able track when documents are printed and downloaded.

Check if a vendor offers one-time use transactions or an annual subscription when choosing a vendor. An annual subscription provides greater flexibility and lower cost of ownership. It also reduces the risk of sudden price increases throughout the term of the contract.

A good VDR can be compatible with multiple browsers and platforms like Mac and Linux. It must also work with any file format. It should also be able to customize a virtual dataroom’s appearance and feel by using personalized branding.

Make sure the VDR has strong security features that prevent unauthorised access to information. For instance, the VDR should provide multi-factor authentication and user security impersonation. In addition, it should allow administrators to set a session limit that will automatically end the user’s session following an amount of time inactivity.

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