Data room software must be able to handle large volumes of documents. This feature is usually reflected by the range of tools provided by the provider that include multilingual search (about 16 languages), OCRs and file previews, as well as smart AI categories and translation of documents. A good service provider should provide a variety of viewing options, permitting users to view documents in either their own formatting.
To ensure the safety of confidential data, a good provider should use a maximum amount of encryption and security features. They should also have a 24/7 multilingual user helpline as well as dedicated customer service representatives who can assist with fast project startup, best practice implementation and accelerated due diligence procedures.
For instance, some service providers allow you to synchronize desktops, shared folders and FTP with the virtual data room, making it easier to upload and download any file. Some offer an automatic naming system which makes it easier to organize and locate files. The top providers also allow you to set different access rights for viewing printing, print and secure PDF download, as well as personalize watermarks that display a user name, IP address, and the date and time of document viewing.
A good VDR will come with NDAs in place that can be applied automatically to all users. This will prevent unauthorised disclosure. It should also be equipped with an extensive auditing system that allows to examine activity and identify who has done what (document and user) when, and how.