Data room software must be capable of handling large amounts of documents. This characteristic is usually seen in the tools offered by the service provider, such as multilingual search (about 16 languages), OCR, file preview and smart AI categories, and translation of documents. A good provider will also offer a variety of viewing options that permit users to browse documents in their own format or without it.
To ensure the safety of confidential information, a reliable provider should use a maximum level of encryption and security features. They should also offer a 24/7 multilingual helpline, and have dedicated customer service managers who can assist with the project’s start-up, best practices implementation and speedy due diligence processes.
For instance, some providers provide the ability to connect shared folders, desktops and FTP to the virtual data room, which makes it easy to upload and download any file. Others include an automatic naming system, which makes it easier to sort and locate files. You can also create different access permissions for view print, view, and secure PDF download. The best providers can also allow you to customize watermarks, which display the user’s name, IP address, and the date and time that they viewed a document.
A quality VDR will come with NDAs built in that can be automatically applied to all users. This will stop unauthorised disclosure. It should also include an extensive auditing system that allows to go into detail about activities, see who does what (document and user), when and how.
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