Physical data rooms have been present in the deal making process for decades now. But as new companies were created, and we all slowly entered the digital age, those data rooms stopped being the perfect solution to the management needs of businesses in the current deal making scene. This is where the need for virtual data rooms emerged.
What is data room software, and what do you need to know about it for your business to benefit from that kind of solution?
What is a virtual data room?
Similar to their physical counterpart, virtual data rooms (VDRs) are file repositories. They store the most important documents of a company in the cloud, and enable people with appropriate permission settings to access them, and voice their suggestions. Those spaces are built with security in mind, and through safe file sharing, they can make a difference with how research, cooperation and M&A deals are concluded.
Core functions of a virtual data room
The best virtual data room providers offer a variety of features, but almost every electronic data room on the market has the following core characteristics.
With security measures that cannot be introduced to a physical space, virtual data rooms offer bank-grade safety for your files. Compliant with latest security standards, this cloud storage repository also allows the users to decide who has access to what files, and revoking that access can be done within seconds in the interface of the solution.
The combination of built-in security features and the user-factor makes this software so much more secure than a physical space which is therefore limited to physical security and the organizational skills of the archivists.
Accessibility built around security
Accessing sensitive data without the need to travel to some remote location is one of the pros of using online data room software. This way, when organizing an M&A deal, or doing research on a new idea, the people directly involved in that particular area of business will have access to those documents from any point in the world.
This also means that the document itself does not take up any physical space. This reduces the cost of file storage and additional maintenance costs like renting a unit with the necessary personnel. With a virtual solution, you only need to send a link, and upload the files into the cloud — for no additional costs apart from a monthly or annual subscription depending on the offer you decide on.
Within the software solution itself, it is easy to cooperate with people. They can see what kinds of files are dedicated to them, and what they should focus their attention on. People with similar permission settings can better cooperate with each other and get where they need to go.
Adding the Q&A functionality to the system, and looking at editing history can give everyone an insight of what has been done to the document, and what are the areas where the documentation could be improved upon.
Tools that help, not hinder
Data room services are usually associated with new technology that helps with organizational needs. Filled with templates, AI-enhanced document sorting and many more, an electronic data room can significantly cut down the time it takes to put the files into understandable and easy to follow structures.
Combined with an accessible, user-friendly interface, a virtual data room is an easy to enter environment that encourages collaboration while still keeping everything safe.
Support from the providers
Each of the providers of this software solution wants to make sure that the virtual data room they supply is a functional environment for business growth. This means that through their active support in their client’s operations, they are able to train them to benefit from the features this software provides, and continuously assist in any of their customer’s future virtual data room operations. Data room providers aim to deliver the best possible experience.
The sites of the data room vendors are usually filled with comments on how to use the software better, or even video tutorials that make the whole virtual data room experience even better than it already is.
Virtual data rooms are spaces that were designed to benefit company’s and help them transfer their physical files into a digital world. With the increased security features, focus on collaboration and tools that will make working with those files almost frictionless, virtual data rooms continue to facilitate M&A deals and due diligence processes worldwide. We encourage you to pick a due diligence data room designed for your business needs!