The ability to manage large volumes of files is one of the most important requirements for software that manages data rooms. This feature is usually reflected in the number of tools provided by the provider like multilingual searches (about 16 languages), OCRs File previews, intelligent AI categories and translation of documents. A good provider will also provide flexible viewing options that permit users to browse documents in their own format or without it.
A reputable provider will use the highest level of encryption to ensure the security of confidential data. They should also have a 24/7 multilingual helpline for users and dedicated customer service managers who can help with speedy project launch, best practice implementation and accelerated due diligence procedures.
Certain providers, like provide the option to sync desktops with shared folders, FTP, and the virtual data room. This makes it easier to upload or download any file. Some providers also have an automatic naming scheme, that makes it easy to organize and locate files. The best vendors also allow you to set different access rights for viewing as well as print and secure PDF download, and customize watermarks that display a user’s name, IP address, and the date and time of the document viewing.
A good VDR should include built-in NDAs that are automatically applied to all users to prevent the unauthorised disclosure of information. It should also have an extensive auditing system that allows users to drill down and see what was done (documents and users), when and how.
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