The ability to manage large quantities of files is one of the most essential requirements for software that manages data rooms. This is usually demonstrated in the number of tools offered by the provider, such as multilingual searches (about 16 languages) OCRs and file previews, as well as intelligent AI categories, and translation of documents. A reputable provider should offer flexible viewing options, that allow users to view documents with or without their own formatting.
A reputable company will employ the highest encryption level to safeguard confidential information. They should also offer a 24 hour multilingual helpline for users and dedicated customer service managers who can help with speedy project launch, best practice implementation and speedy due diligence processes.
For instance, certain providers let you sync shared folders, desktops and FTP to the virtual data room, which makes it easy to upload and download any file. Other providers have an automatic naming system which allows you to organize and locate files. You can also set different access permissions to view, print, and secure PDF download. The best providers will also let you customize watermarks, which show the name of the user, their IP address, and date and time that they viewed a document.
A good VDR should have built-in NDAs that can be automatically applied to all users to stop the unauthorised disclosure of information. It should also have an extensive auditing system that allows users to examine the details of what was disclosed (documents and users) when, and in what order.