A virtual data room is a secure environment to share files and documents during due diligence, M&A, fundraising, IP protection and various other projects. The effectiveness of a VDR however, is contingent on how it is installed and used. This article will provide some guidelines for preparing an online room to ensure that it’s as effective as possible.

VDR preparation begins with scanning documents into digital format and then arranging them into orderly, numbered folders. For instance, a file for a specific deal might be named after the deal and be labeled “due diligence”. Once all the files are uploaded to the virtual data room the project administrator can set up permission settings. They can be customized to allow access only for certain folders, files or groups of users. They can be likewise locked to a certain date and time or be revoked remotely to manage digital rights. A virtual data room can automatically index the uploaded files making it simple for users to browse the document repository.

Security is the main aspect to be considered when planning the project. Unintentional behavior is the reason for 64 percent of data breaches that occur inside therefore it is essential to take precautions. With the security emulation feature, many vendors allow users to view the dataroom from the eyes and perspective of another user. This reduces the risk of internal theft. Furthermore, most solutions include several tools to secure documents and spreadsheets, incorporating watermarks, applying branding features, and more.