The capability to manage large volumes of files is among the most essential requirements for data room software. This characteristic is typically reflected by the number of tools offered by the service provider, such as multilingual searches (about 16 languages), OCRs and file previews, as well as intelligent AI categories, and translation of documents. A good service provider should offer flexible viewing options, enabling users to look at documents with or without their own formatting.
A good provider will use the highest encryption level to protect confidential data. They should also provide a 24-hour helpline that is multilingual, and have dedicated customer service personnel that can help with the start of projects and best practices implementation, as well as accelerated due-diligence processes.
Certain providers, like offer the ability to synchronize desktops with shared folders, FTP and the virtual data room. This makes it easier to upload or download any file. Some providers use an automatic naming scheme, which makes it easier to organize and find files. You can also give different access permissions to view, print, and secure PDF download. The top vendors can also allow you to customize watermarks. These display the name of the user, their IP address, and date and time that they viewed the document.
A good VDR should include built-in NDAs that are automatically applied to all users to stop unauthorised disclosure of information. It should also come with an auditing system that allows to go into detail about activities, determine who is responsible for what (document and user) and when, as well as how.
