Data Room Software – What to Look For in a Data Room Software Provider

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Data room software must be capable of handling large amounts of documents. This is usually demonstrated by the variety of tools offered by the service provider including multilingual search (about 16 languages) OCRs files, file previews, intelligent AI categories and translation of documents. A reputable service should offer a variety of viewing options that allow users to look at documents with or without their own formatting.

To protect confidential data, a good service should employ a high level of encryption and security features. They should also have a 24-hour multilingual user helpline and dedicated customer service managers who can assist with rapid project start-up, best practices implementation and speedy due diligence procedures.

Certain providers, such as offer the ability to sync desktops with shared folders, FTP, and the virtual data room. This makes it easier to upload or download any file. Other providers offer an automatic naming system which makes it easier to organize and find files. You can also give different access permissions to view print, view, and secure PDF download. The most reliable vendors will also let you personalize watermarks, which display the name of the user, their IP address, as well as the date and time of viewing the document.

A quality VDR will come with NDAs that can be automatically applied to all users. This will stop disclosures that are not authorized. It should also come with an auditing system that allows you to look into specific activities, identify who has done what (document and user) when and in what order.

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