Data room software should be able to handle large volumes of documents. This characteristic is typically reflected by the number of tools provided by the provider that include multilingual search (about 16 languages) OCRs files, file previews, smart AI categories, and translation of documents. A good provider will also offer flexible viewing options that let users browse documents in their own format, or without it.
A reputable company will employ the most secure encryption levels to ensure the security of confidential data. They should also provide a 24 hours a day multilingual customer helpline and dedicated customer service representatives who can assist with rapid project start-up, best practice implementation and accelerated due diligence procedures.
Certain providers, like offer the option to sync desktops with shared folders, FTP, and the virtual data room. This makes it easier to upload or download any file. Others offer an automatic naming system which helps you organize and find files. The most reliable vendors allow you to set up different access permissions for viewing print, secure and view download, as well as personalize watermarks that display a user name, IP address and the date and time of document viewing.
A good VDR should have NDAs that are built-in and can be automatically applied to all users. This will stop unauthorised disclosure. It should also contain an auditing system that lets users drill down and see what was disclosed (documents and users) when, and in what order.