The ability to handle large volumes of files is among the most essential requirements for data room software. This characteristic is usually seen in the number of tools offered by the provider including multilingual search (about 16 languages), OCR, file preview as well as smart AI categories, and translation of documents. A good provider will also offer a variety of viewing options to let users browse documents in their own format or without it.
A good provider will use the most secure encryption levels to secure confidential data. They should also offer a 24 hour multilingual helpline for users and dedicated customer service managers who can assist with quick project startup, best practice implementation and speedy due diligence procedures.
Some providers, for instance, offer the option to synchronize desktops with shared folders, FTP, and the virtual data room. This makes it easy to upload or download any file. Some providers use an automatic naming scheme, which makes it easy to arrange and locate files. The best vendors also allow you to set different access rights for viewing, print and secure PDF downloads, as well as personalize watermarks that display a user’s name, IP address, and the date and time of document viewing.
A quality VDR will have NDAs in place that can be automatically applied to all users. This will stop disclosures that are not authorized. It should also include an auditing system that lets users go into detail and find out what was disclosed (documents and users) as well as the time and date.