As everything goes digital, it becomes more and more important to establish new methods for quickly disseminating information. It isn’t enough to simply store files on a hard drive; they need to be accessible and well-organized. Even generic cloud storage programs such as Google Drive and Dropbox offer little to no security for sensitive documents and are geared towards personal use. Virtual data rooms were developed to keep important business information safe, providing selective access features and giving administrators total control over confidential documents.
Businesses need digital data rooms, and the ones that delay getting on board have the most to lose. In this article we will be discussing the key benefits that a data room provides:
Speed is the name of the game for most businesses, and the ability to operate at the highest speed possible allows businesses to achieve optimal success. There are several factors that increase speed using a virtual data room, including bulk uploads that reduce tedious tasks, simultaneous processing, and the speed of the data center itself. Since businesses will be using better data management through a virtual data room, their standard systems will become more streamlined and efficient.
One of the most critical issues for clients who take on virtual storage is data security. In addition to guaranteeing that their VDR data centers are protected, there are other internal means that are used by providers: checking for malicious software, putting watermarks on files, using complex authorizations, restricting view of data rooms, backing data up and using file encryption. All these measures add to safety of confidential data and eliminate the potential of illegal distribution and viewing.
While the initial costs of setting up a virtual data room may seem high, it is generally more cost effective in the long-run as compared to a physical data room. Virtual data rooms don’t require hours of lawyers time to copy and collate hard copies of documents. They allow you to access the information from their computers anywhere in the world, saving on travel costs required to visit a data room in a physical location.
With a virtual data room, your organization’s confidential documents can be easily accessed by the permitted authorities regardless of their physical location. VDR also allows multiple parties to access and work on the same set of documents simultaneously, without hindering each other’s work. This is especially beneficial during brain-storming sessions or decision-making meetings of your organization. The VDR also enables you to have a keyword-based search and also create a controlled environment wherein the documents can be reviewed.
Instant intelligence on the due diligence.
Since a virtual data room system has been designed to meticulously document even the smallest change, edit, deletion or addition, it creates an automatic log that can used for proof of compliance for a legal process requiring due diligence. Virtual data room allow you to receive real-time reports that will show you what documents were viewed and by whom. This is a unique feature that makes your data room highly intuitive and informative.
One of the frequently used features of VDRs is tracking and reporting. This characteristic is beneficial to data room owners since it gives a chance to monitor users` activity and prepare graphical reports according to users` performance intensity and interests. The received information can let dealers stay well prepared for discussing the deal conditions and to identify their future partners beforehand.
Managing a restructuring process.
Over the past three years VDR technology has matured from static presentment of due diligence data to a dynamic communication platform securely delivering business critical information outside of the firewall. With the use of system alerts, dashboards, versioning, variable rights management, and audit reporting, a VDR becomes the central hub for all constituencies to collect, manage, and deliver the information required to manage a restructuring process.
Listed above are just some of the more noteworthy advantages of having a Virtual Data Room for storing your files and data in. A VDR is a relatively new technology, so there are still improvements to be made and technological advances to be had. Keep in mind that a Virtual Data Room isn’t infallible, but it is by far on top when it comes to storing data.