Data room software must be capable of handling large amounts of documents. This characteristic is usually seen in the variety of tools offered by the provider including multilingual search (about 16 languages), OCR, file preview, smart AI categories and translation of documents. A good service provider should offer flexible viewing options, permitting users to look at documents with or without their own formatting.
A good provider will use the highest level of encryption to secure confidential data. They should also offer a 24/7 multilingual helpline, and have dedicated customer service managers that can help in the beginning of a project and best practices implementation, as well as accelerated due-diligence processes.
For example, some providers offer the possibility to sync shared folders, desktops and FTP to the virtual data room, making it simple to upload and download any file. Other providers have an automatic naming system which makes it easier to manage and locate files. You can also give different access permissions to view print, view, and secure PDF download. The best vendors can also allow you to customize watermarks. These display a user’s name, IP address, and the date and hour of viewing a document.
A good VDR should have built-in NDAs that are automatically applied for all users to avoid unauthorised disclosure of information. It should also include an extensive auditing system that allows users to go into detail and find out what was disclosed (documents and users) as well as the time and date.