The ability to manage large quantities of files is one of the main requirements for software that manages data rooms. This is usually demonstrated by the range of tools provided by the provider like multilingual searches (about 16 languages) OCRs files, file previews, intelligent AI categories and translation of documents. A reputable service should offer a variety of viewing options enabling users to view documents in either their own formatting.
To ensure the security of sensitive information, a reputable service provider should use the highest amount of encryption and security features. They should also have a 24-hour multilingual helpline for users and dedicated customer service managers who can assist with quick project startup, best practice implementation, and expedited due diligence procedures.
For instance, some providers let you share folders, desktops and FTP with the virtual data room, making it easy to upload and download any file. Some providers also have an automatic naming scheme, that makes it easy to arrange and locate files. You can also create different access permissions for view the document, print it, and even secure PDF download. The top 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 will come with NDAs that are built-in and can be automatically applied to all users. This will stop disclosures that are not authorized. It should also include a comprehensive audits system that allows you to drill down into activity, determine who is responsible for what (document and user) when, and how.