Data room software should be capable of handling large amounts of documents. This is usually demonstrated in the number of tools provided by the provider that include multilingual search (about 16 languages), OCRs File previews, smart AI categories and translation of documents. A reputable provider should offer flexible viewing options, enabling users to browse documents without or with their own formatting.
A reputable company will employ 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 project’s start-up, best practices implementation and expedited due-diligence processes.
Some providers, for example, offer the option to synchronize desktops using shared folders, FTP, and the virtual data room. This makes it simple to upload or download any file. Other providers have an automatic naming scheme that makes it easy to manage and locate files. You can also create different access permissions for view print, view, and secure PDF download. The best vendors sites will also let you customize watermarks, which display the user’s name, IP address, as well as the date and time that they viewed the document.
A good VDR will come with NDAs built in that can be automatically applied to all users. This will prevent disclosures that are not authorized. It should also come with a comprehensive auditing system that lets users look deeper and determine what was disclosed (documents and users) when, and in what order.