The virtual data room market is full of vendors, but the best ones provide an extensive tool that meets the complex requirements of modern digital collaboration. Security, user ease of use and sophisticated tools are among the most essential features. Some VDR providers offer a top-down method of organizing files, wherein users create folders in accordance with the file’s confidentiality level department or deal level, and later, they further divide these into a user-friendly structure. Some VDR providers employ a bottom-up approach, where users create subfolders that allow sharing of documents with the most appropriate individuals.
Another key feature is granular document-level permissions, which allows companies to grant access to specific files only, rather than whole categories of professionals. This can greatly ease the task of providing access to third-party users while ensuring conformity with industry standards. In addition, it is important for the VDR to have a robust search capability that can identify the text in various types of documents and even scan and convert documents into easily-searchable PDFs.
A VDR must be able to manage multiple projects simultaneously. This is especially useful when a business is undertaking multiple rounds of capital raising or undergoing the merger and acquisition process. Multi-project management solutions can help businesses avoid the need for duplicate documentation and delays in due diligence or negotiations.
Finally, it is important to choose an VDR that offers a simple and intuitive configuration. A complex and difficult-to-use interface can hinder collaboration, impede transactions and possibly lead to costly mistakes.
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