Virtual data rooms provide a convenient method of sharing information with third parties during due diligence or other M&A transactions. But how effective the solution is depends on how it’s set up and used.

Choose a VDR service that has been built with sharing seriousness in mind. It should provide a wide range of tools that enable users to upload and share files in bulk. It should also permit administrators to quickly create folders and create document indexes. It should have a powerful search tool that enables users to locate documents quickly. The provider should allow users to download and print PDF files with watermarks. Administrators should be able to keep track of when documents are printed and downloaded.

Look into whether a vendor offers one-time transactions or an annual subscription when choosing a vendor. An annual subscription offers greater flexibility and lower cost of ownership. It also eliminates the risk of sudden price increases throughout the life of the contract.

A good VDR should support a variety of platforms and browsers, including Mac and Linux. It must be able to handle any format of file. It should also be possible to alter a virtual dataroom’s look and feel using personal branding.

Make sure that the VDR has security features to prevent the unauthorized access of data. The provider will, for instance, provide multi-factor authentication aswell as security impersonation for users. It should also allow administrators to set a session timeout which will shut down users’ sessions if they’re not in use for a specified period of time.

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