A data room is a safe environment where confidential files from business can be shared with partners, investors, and other stakeholders. It includes features such as auditing, watermarking, and more specific settings for access control. When selecting a data room vendor, consider what types of security it offers and whether it can support the file formats your team uses.
Certain providers also offer additional security features, such as auto-indexing or fence view. Look for a solution which allows you to sync your desktop, FTP or other storage devices with the data room. This will allow for an easy and fast organizing. Find out whether the data room comes with the ability to search in multiple languages and OCR to search text in PDF and images.
It is important to find out if the provider you choose can remove certain parts of the document or even the entire document. This feature is able to protect sensitive information by removing personal information from PDFs or images.
The best VDR vendors offer extensive analytics and report features that allow you to monitor the activities of your virtual data room. Choose a vendor that will automatically monitor all file uploads, downloads and views as well as allow you to create customizable reports based on these activities.
Another thing to look out for is a free trial that lets you test premium capabilities including data uploading, a variety of security and collaboration features without the requirement of a upfront commitment. iDeals provides a trial of 30 days that provides unlimited preparation time, two admins 500 MB of storage, dynamic watermarking and encryption of files as well as a basic digital rights management system.