Data room software must be capable of handling large volumes of documents. This is typically demonstrated in the number of tools offered by the service provider like multilingual searches (about 16 languages), OCRs, file previews, smart AI categories and translation of documents. A reputable provider will offer a variety of viewing options to allow users to browse documents in their own format, or without it.
A good provider will use the most advanced encryption technology to ensure the security of confidential data. They should also offer 24/7 support in multi-lingual languages, and have dedicated customer service executives that can help with the start of projects and implementation of best practices. They can also assist with speedy due diligence processes.
Some providers, for instance offer the option to synchronize desktops using shared folders, FTP, or the virtual data room. This makes it simple to upload or download any file. Some providers also have an automatic naming scheme that makes it easy to arrange and locate files. You can also assign different access rights to view, print, and secure PDF download. The most reliable vendors will also let you customize watermarks. These display the user’s name, IP address, as well as date and hour of viewing a document.
A good VDR should come with built-in NDAs that are automatically applied for all users to avoid unauthorised disclosure of data. It should also contain an extensive auditing system which allows users to drill down and see what was done (documents and users), when and how.