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Data Room Software – What to Look For in a Data Room Software Provider

Data room software must be able to handle large volumes of documents. This feature is usually reflected in the number of tools offered by the provider including multilingual search (about 16 languages), OCRs files, file previews, intelligent AI categories, and translation of documents. A reputable service should offer a variety of viewing options enabling users to view documents in either their own formatting.

A reputable provider will use the highest encryption level to ensure the security of confidential data. They should also provide a 24 hours a day multilingual user helpline as well as dedicated customer service managers who can assist with fast project start-up, best practices implementation, and expedited due diligence procedures.

For instance, certain providers allow you to connect shared folders, desktops and FTP with the virtual data room, making it easy to upload and download any file. Other providers have an automatic naming scheme, which makes it easy to organize and find files. The top providers also allow you to set up different access permissions for viewing as well as print and secure PDF download, as well as personalize watermarks that display a user’s name, IP address, and the date and time of the document viewing.

A good VDR should have built-in NDAs that can be automatically applied for all users to avoid the unauthorised disclosure of information. It should also be equipped with an auditing system that allows to drill down into activity, identify who has done what (document and user) when, and how.

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