The ability to handle large volumes of files is one of the primary requirements for software that manages data rooms. This is usually demonstrated by the number of tools provided by the provider that include multilingual search (about 16 languages), OCRs, file previews, smart AI categories, and translation of documents. A good service provider will offer a variety of viewing options that allow users to look at documents in their own format or without it.
A reputable provider will use the highest level of encryption to safeguard confidential information. They should also offer a 24/7 multilingual helpline, and have dedicated customer service representatives that can help in the beginning of a project, best practices implementation and expedited due-diligence processes.
For instance, certain providers offer the possibility to sync shared folders, desktops and FTP with the virtual data room, making it easier to upload and download any file. Some use an automatic naming system which makes it easier to sort and locate files. The most reliable vendors permit you to set up different access permissions for view printing, print and secure PDF download, and personalize watermarks that display a user’s name, IP address, and the date and time of the document viewing.
A quality VDR has NDAs that are built-in and can be automatically applied to all users. This will prevent unauthorised disclosure. It should also have an auditing system that allows you to look into specific activities, see who does what (document and user) when, and how.