Virtual data rooms offer an efficient way of sharing documents with third parties in due diligence and other M&A transactions. The efficiency of the solution be is contingent on how it’s set up and used.
Choose an VDR designed with serious sharing as the primary objective. It should provide a broad array of tools that permit users to upload and share large quantities of files. It should enable administrators to create folders and document indexes quickly. It should also come with an advanced search feature that allows users to locate documents. Ideally, the service should let users print documents as well as download PDF files with watermarks. Administrators should be able to keep track of when documents are printed or downloaded.
Check if a vendor offers a single-use transaction or an annual subscription when selecting a vendor. An annual subscription offers greater flexibility and lower cost of ownership. It also eliminates the possibility of price increases that could occur during the term of the contract.
A reliable VDR should be compatible with a range of platforms and browsers, including Mac and Linux. It must be able to handle any file format. It should also be easy to modify a virtual dataroom’s look and feel using personal branding.
Verify that the VDR is fitted with high-quality security features to block unauthorized access. The provider should, for example, offer multi-factor authentication, as well as user security impersonation. Administrators should also be able to create a session timeout that will automatically end the user’s session when they’re not in use for a specific period of time.