Although virtual data room solutions are not a new business software, their demand is rapidly increasing. Most likely, the reason lies in a high level of service, many features for transactions, and top-notch protection of confidential data offered by virtual data rooms. So, let’s dive deeper and learn some helpful information about these solutions.
Five reasons your team needs virtual data rooms
First of all, modern directors choose state-of-the-art tools for doing business. Fortunately, there are many programs for this on the information technology market now. However, a virtual data room is one of the most proven platforms that allows users to store and exchange confidential documents. So, what are the reasons for using virtual data rooms?
1. Secure online repository
If you still use paper documents or file-sharing services, you probably face repetitive tasks and worries about security. For example, you can’t track your data usage, ensure total information security, and share sensitive data with no fears. If this is true, your team needs secure virtual data room software to get cutting-edge features for streamlined workflows.
2. Accountability
Accountability is one of the primary reasons for buying virtual data rooms because customers get high-tech opportunities for cooperation with investors. In this way, directors provide confidential information in a convenient and secure environment. Investors, in turn, appreciate it and are favorable to these partners, trusting them due to transparency.
3. Data access anywhere
The virtual data room software makes it possible to work no matter where you are. As a result, a board of directors, parties to transactions, and other users have time to perform much more tasks far from their office and physical documents. It is worth noting that working online is also an attractive advantage for investors, as they are reluctant to spend time and money on business trips.
4. Smooth transaction flow
Whether you are a member of due diligence, M&A, initial public offering, or other business-critical projects, a virtual deal room has powerful features to make them easier. Thus, all relevant persons get the tools for cooperation, security guarantees, ease of use, and saving time on more critical tasks. All this positively affects the course of transactions and brings its successful completion closer.
5. Reduced costs
The use of physical data rooms entails high costs for rent and document processing, not to mention the enormous damage in case of leaks. Regarding the latter, these financial losses are also likely when using unreliable document-sharing services. So, if you want to avoid this kind of expense and get more benefits, virtual rooms are worth your investment.
Yet, there are even more reasons why customers choose online data room providers. However, they mainly do so because of the high level of security, ease of use, and dozens of ultra-useful features for all processes.
What are the most common data room use cases?
Since the key to any business process success is the robust protection of sensitive and confidential data and collaboration facilities, online data room software providers have many industries among their clients:
M&A
This deal is one of the most common use cases for virtual data rooms. It is not surprising since the original reason for solution development was to facilitate mergers and acquisitions. As a result, the platform can provide everything you need to investigate sensitive documents thoroughly and support communication between partners 24/7.
Due diligence
Due diligence always involves the non-stop exchange of sensitive data. Therefore, only if all parties are confident in protecting intellectual property and assets, diligence processes move faster. Fortunately, the digital data room software can guarantee robust data security and optimization by simplifying tasks so that participants can complete their due diligence processes much quicker.
For more information, see the Virtual Data Room Guide for Due Diligence
Fundraising
For fundraising, directors need long-term storage space for financial data. In addition, this transaction includes no fewer participants than other complex ones. Luckily, virtual data rooms simplify document and user management. Moreover, the platform provides transparency, which positively affects relations with investors and creditors.
For more information, see the Virtual Data Room Guide For Investors
Start-ups
For startups, a virtual data room tool is a way to show investors and others that they are serious about business. So, they demonstrate concern for cybersecurity, the confidentiality of financial reports, intellectual property and other business critical documents. Moreover, with data rooms, startups are ready to cooperate with investors transparently from the start.
Banking
The main benefit of virtual data rooms for banking is the efficient mergers and acquisitions performance. Thus, industry employees can take advantage of all the platform’s powerful features. Thus, virtual data room solutions improve accountability, provide secure access control, speed up procedures, and enhance the quality of cooperation.
For more information, see the Virtual Data Room for Investment Banking
Private equity
For private equity, the solution provides complete control over private equity transactions. Also, users do not have to deal with structuring contents manually since the data room includes an automatic indexing feature. Hence, it is easy to manage the large amount of confidential data that private equity implies. What’s more, administrators get options to monitor the use of their data.
For more information, see the Virtual Data Room for Private Equity
Real estate
In addition to secure sharing platforms and collaboration tools, the real estate industry also needs multi-document solutions. In this case, it is important because the agency can simplify things for a potential buyer. For example, a data room user can offer a potential buyer a video tour or show a site plan. Thus, both parties save a lot of time.
IPO
Virtual data rooms help make due diligence easier for an initial public offering. So, for example, when a bank analyzes the organization’s documentation and determines its sustainability, they can ascertain the company’s transparency. As a result, it favors the public initial offering team.
For more information, see the Data Room for Initial Public Offering
Life sciences
Life sciences also include a large number of participants, from medical experts to IT specialists. For directors, in turn, it is important to ensure the secure flow of data and full control over it. So, thanks to virtual data room software, they can do this and prevent leaks of clinical trial data, patient information, etc.
Bankruptcy and restructuring
These projects require strong privacy and compliance mechanisms since they involve data collection and verification procedures. One of the most common reasons for the delay in bankruptcy and restructuring processes is the lack of necessary data. Data room software solves this problem by offering innovative tools for logical document management.
For more information, see the Virtual Data Room for Bankruptcy and Restructuring
Data room software user guide
On this website, you may find helpful information on working with virtual data rooms and also answers to frequently asked questions. As a result, you will get an idea about this secure platform, its principles of operation, advantages, and application in different industries.
What is virtual data room software?
A virtual data room is a business-leading secure place to store and exchange confidential files. The high demand for software is driven by business needs for paperwork and document protection tools. Equally advantageous, however, are advanced collaboration options that enable teams to work efficiently and quickly.
How to set up a virtual data room?
The best virtual data rooms do not require time and effort to set up, as providers value their customers’ time. However, there are a few steps you must follow before entering into a trade:
Choose the best virtual data room provider
Since there are many offers on the market, you need to analyze the virtual data room services of each suitable software and weigh pros and cons. Therefore, use dedicated review platforms that do not cooperate with vendors and offer only honest virtual data room reviews. By the way, to try out a solution, use the free trial version.
Create groups and invite users
Providers implement super easy-to-use features for inviting members. So, all the admin needs to do is enter email addresses, after which the program sends out invitations to everyone.
Set permissions
From this stage, you can manage the functions of each user, allowing or denying them to view, download, and share confidential information. To do it right, take into account the tasks of each participant in a project or deal.
Upload data
Thanks to special bulk uploads, this process may take a few minutes, no matter how much data you have.
For more information, see the Virtual Data Room Set Up Guide
What is a data room index?
A virtual data room index is a table of contents listing documents on the platform. The advantage of this option is easy navigation through the content, and, therefore a quick search for the necessary data.
What is secure data room software?
A secure virtual data room is a space equipped with security mechanisms for storing data in ultra-reliable data centers. Moreover, providers are not limited to functions only. They undergo regular checks by independent organizations to obtain certificates confirming compliance with international privacy protection standards.
What is the cost of a virtual data room?
The pricing policy of service providers differs and usually depends on the number of authorized users, projects, or storage size. Some vendors offer a flat rate, meaning you pay a fixed amount per month. Hence, you first need to discuss your needs with a virtual data room provider and then clarify the price issue.
For more information, see the Virtual Data Room Pricing Guide
What features does the virtual data room provide?
Since some providers offer dozens of features, it’s hard to list them all. But, in short, the main useful tools are:
- Security. It includes data encryption, watermarks, user permissions, digital rights management, remote wipe, compliance with data protection standards, etc.
- Artificial intelligence. While not all data rooms offer this feature set, it greatly speeds up complex business processes. For example, AI-powered virtual data room platforms provide valuable action tips and can even help you remember the name of a folder.
- Activity tracking. Virtual data room solutions generate audit logs with all the information on data usage by each user.
- Drag and drop. This option makes uploading data fast and convenient. To place information on the secure platform, a user needs to transfer documents from the desktop with one click.
- Communication tools. A variety of functions for keeping in touch eliminates the need to use additional messengers. By the way, data rooms protect the content of chats as well.
Virtual data room services vs. file sharing programs
Virtual data rooms are designed specifically for business and everything related to it. Consequently, providers introduce innovative mechanisms for a high level of security, considering all the pitfalls of each transaction. But as for file hosting, there is basic protection against unauthorized use and leaks.
Virtual data room software benefits
Surely you have already noticed the numerous advantages of virtual data rooms, which provide maximum efficiency, engagement, and security. However, we would like to get this straight for your deeper insights:
- Compliance with international standards
Today, global business has no boundaries, so organizations must follow certain rules. The most common regulations among virtual data room providers are GDPR, HIPAA, SOC1, and SOC2. All these standards ensure your high-tech privacy protection.
So, security is the most significant solution that attracts millions worldwide.
- Improved control
Virtual data room administrators have complete control over data and users. Thus, at their discretion, they open data to employees, potential buyers, and partners based on their tasks, which significantly reduces the likelihood of a leak. It is worth noting that the permissions functions work so that no user can change or circumvent them in their favor.
- Consolidation of all technology stack
The versatility of electronic data room software saves you from turning to any other tools, be it file-sharing or communication applications. Therefore, all-in-one virtual data room solutions will become your integrated system to complete any task successfully.
- Breathing new life into your team
All team members with the installation of virtual data rooms receive an exclusive service that facilitates all processes. Thus, employees have more time to achieve the company’s most critical missions. Another advantage is the organization’s image in the eyes of partners, investors, and other parties because a data room demonstrates a responsible approach to work. Thus, your team is inspired inside the company and prestigious outside.