Select The Right Data Room Software – 5 Tips

How to choose the data room that would perfectly fit your goals, providing safe data storage and processing solutions? This question haunts many people whose activities are related to business. In addition to choosing a provider and software, you should be able to analyze the long-term prospects of your company’s needs. After all, a VDR can be the starting point for moving to a new business level. In addition, data security is a solid foundation for further development. However, there are hundreds of data room software on the IT market. Here  you can choose the right electronic data room for your company’s needs.

A Secure Solution for Syncing and Sharing Files

VDR is an alternative to email, FTP, and data exchange services for consumers. These rooms use a secure cloud infrastructure that is fully under corporate control. VDRs balance the need for simplicity for the end-user with the security, control, and flexibility required by the enterprise. This is important in the work system of large corporations, medium and small businesses, and, of course, for start-ups. Among the benefits of secure file sharing through datarooms are the following:

  • alternative to FTP for transferring large files;
  • secure file access for BYOD users (those who use their own devices);
  • synchronization between devices;
  • synchronization between sites and offices;
  • shared Workspaces;
  • easy to learn, easy to use.

VDRs reduce companies’ reliance on FTP servers and potentially insecure email manipulation to exchange corporate data. Instead, you get the same file-sharing flexibility, complete with uncompromising security and access control. Enterprise file sharing allows users to upload and share documents, photos, videos, and other files using various devices such as smartphones, tablets, and PCs. In addition, secure access to files in the data room improves productivity and collaboration between teams.

Five Tips for Choosing the Right VDR Software

As we said earlier, there are hundreds of VDR options from different vendors. Therefore, when choosing software, consider the current needs of your company and the prospects for further development. The choice of the provider, the room, and the cost of a starter package of services depend on this. Below we will cover five main tips for choosing the right VR software.

  1. Modularity and scalability

The virtual data room must be configurable to add or remove features and be ready to expand without sacrificing performance.

  1. 256-bit SSL data encryption

256-bit AES SSL encryption is the gold standard for banking and e-commerce transactions. Choose the highest standards or data encryption when transmitting and storing information in the VDR.

  1. Support service

It is necessary to evaluate the type of support offered: whether there is help by phone, chat, or via a feedback form. In addition, opening hours are also critical, as businesses should prefer 24/7 support.

  1. Limited viewing function

The document protection feature allows you to block parts of the screen when viewing a document in an Internet browser. This helps prevent security breaches such as unwanted browsing in public places or screenshot taking. Keep this in mind when choosing a VDR.

  1. Availability

The online data room software service must always be available. Therefore, the provider needs to have perfect control over the virtual environment. Make your choice based on honest customer reviews that have been using a VDR for a long time.

The criteria listed above are an average guide to choosing a VDR. You can also use your selection methods based on your business needs. We recommend activating the free package before purchasing a long-term subscription. You will be able to evaluate the set of options and the quality of the service and contact the support service for more details.

Precautions when Choosing a VDR

After determining which type of solution best suits your company’s goals, there are a few things to consider before purchasing a subscription. When a company buys equipment to carry out the collocation process, it must understand that this equipment depreciates quickly due to technological upgrades. After a short period, you still have to invest heavily in extending the warranty.

On the other hand, if you choose to move your data to a VDR that doesn’t meet the requirements or is not optimized for hosting, it could lead to inefficiencies for your company. It is worth remembering that this last feature must also be considered when choosing. Moving to a colocation model, you need to scale the space, budget, and staff.

Project Team Collaboration

VDRs allow you to maintain complete control over sensitive information and become large-scale enterprise content management platforms. User group permissions can also define the rights to set up project shares. Digital rights management policies are automatically and uniformly applied to all users. In addition, the VDR file synchronization and sharing solution allow users to create shared virtual spaces, including the following features:

  • Defining data access privileges and configuring restricted access;
  • Bi-directional folder sync across eligible devices;
  • One-way sync for file sharing;
  • One-time exchange using time-limited invitation URLs;
  • Role-based privileges that allow users to create project shares.

Virtual data room file syncing and sharing includes software agents for Windows and Mac and apps for iOS, Android, and Windows Mobile devices. The apps include remote wipe capabilities to wipe synced data if your device is stolen or lost. If you use the mobile application in online data rooms, your information will also be 100% protected from external interference. All file exchanges are logged along with activity and IP addresses.