Data room software should be able to handle large volumes of documents. This feature is usually reflected in the variety of tools offered by the service provider including multilingual search (about 16 languages), OCR, file preview as well as smart AI categories, and translation of documents. A reputable provider will offer a variety of viewing options to permit users to view documents in their own format, or without it.
A good provider will use the highest encryption level to ensure the security of confidential data. They should also have a 24/7 multilingual user helpline and dedicated customer service representatives who can assist with fast project startup, best practice implementation and speedy due diligence processes.
Some providers, for example offer the option to sync your desktops with shared folders, FTP, or the virtual data room. This makes it easier to upload or download any file. Others have an automatic naming system which makes it easier to manage and locate files. The best vendors also allow you to configure different access rights for viewing print, secure and view downloads, as well as customize watermarks that display a user’s name, IP address, and the date and time of the document viewing.
A quality VDR will have NDAs in place that can be automatically applied useful content to all users. This will prevent unauthorised disclosure. It should also be equipped with an auditing system that allows to look into specific activities, determine who is responsible for what (document and user), when and how.
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