Virtual Data Rooms are security and a central location where authorized parties can view and transfer digital files with complete transparency. The largest VDR users are in life sciences and technology, but companies in all sectors must secure confidential documents. When looking at potential VDR providers, consider features like insights into usage at the file level, robust controls and customizable permission settings to ensure that your documents are stored and protected. A scalable platform is also important, as it enables the flexibility of closing and opening an online repository to support project-based or transaction-based needs with minimal disruption.

A reliable provider should have rigorous physical security measures, including backups offsite of data as well as multiple layers of firewalls, and multifactor authentication to ensure that no one is able to gain access. A virtual data room should enable administrators to observe document and user activity to determine who is who, when and from where documents are being printed, accessed or downloaded. The ability to add dynamic watermarks to all printed and viewed pages of documents further increases the security of sensitive information.

The most common use case for the VDR is M&A due diligence, but it can be deployed in any scenario where high levels of security and privacy are required. For example, private equity firms and funds can securely share information about their portfolios and tax information with potential investors using the use of a VDR. Furthermore, a virtual information room can facilitate contract review with features like auto-redaction and document management to ensure that PII is not exposed.

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