Data room software should be able to handle large volumes of documents. This feature is usually reflected by the range of tools offered by the provider like multilingual searches (about 16 languages) OCRs files, file previews, intelligent AI categories, and translation of documents. A reputable service will offer flexible viewing options that allow users to look at documents in their own format, or without it.
To ensure the security of sensitive data, a reliable service provider should utilize the highest level of encryption and security features. They should also have a 24-hour multilingual customer helpline and dedicated customer service representatives who can assist with rapid project start-up, best practice implementation, and expedited due diligence processes.
Certain providers, such as provide the option to synchronize desktops using shared folders, FTP, or the virtual data room. This makes it easy to upload or download any file. Some providers use an automatic naming scheme, which makes it easy to organize and locate files. The top vendors allow you to set up different access permissions to view print, secure and view download, and personalize watermarks that display a user name, IP address, and the date and time of the document viewing.
A good VDR should include built-in NDAs that are automatically applied for all users to avoid unauthorised disclosure of information. It should also have an extensive auditing system that allows to look into specific activities, see who does what (document and user) when and in what order.