The ability to manage large quantities of files is among the main requirements for software that manages data rooms. This is usually demonstrated in the number of tools provided by the provider including multilingual search (about 16 languages), OCRs File previews, smart AI categories, and translation of documents. A reputable provider will offer flexible viewing options that allow users to look at documents in their own format or without it.

A good provider will use the most secure encryption levels to secure confidential data. They should also have a 24-hour multilingual customer helpline and dedicated customer service representatives who can assist with rapid project launch, best practice implementation and accelerated due diligence procedures.

For instance, some service providers let you share folders, desktops and FTP to the virtual data room, making it easier to upload and download any file. Other providers offer an automatic naming scheme which makes it easier to arrange and locate files. You can also give different access permissions to view the document, print it, and even secure PDF download. The top vendors will also let you customize watermarks. These display a user’s name, IP address, and date and time of viewing a document.

A good VDR will come with NDAs that can be automatically applied to all users. This will stop unauthorised disclosure. It should also be equipped with a comprehensive audits system that allows you to drill down into activity, see who does what (document and user) when and in what order.