The capability to manage large volumes of files is one of the primary requirements for software that manages data rooms. This feature is usually reflected by the number of tools provided by the service provider that include multilingual search (about 16 languages), OCRs and file previews, as well as intelligent AI categories, and translation of documents. A good service provider should provide a variety of viewing options, permitting users to view documents in either their own formatting.
A good provider will use the highest encryption level to protect confidential data. They should also have a 24/7 multilingual user helpline as well as dedicated customer service representatives who can assist with fast project launch, best practice implementation, and speedy due diligence processes.
Certain providers, like, offer the option to synchronize desktops using shared folders, FTP, and the virtual data room. This makes it easy to upload or download any file. Some providers use an automatic naming scheme that makes it easy to arrange and locate files. You can also create different access permissions for view, print, and secure PDF download. The best providers allow you to modify watermarks. These display the name of the user, their IP address, as well as the date and time that they viewed the document.
A good VDR will come with NDAs in place that can be automatically applied to all users. This will prevent unauthorised disclosure. It should also have an extensive auditing system that lets users drill down and see what was done (documents and users) when, and in what order.