A data room is a secure environment where confidential business documents can be shared with investors, partners and other stakeholders. It includes features such as watermarking, auditing, and granular access control settings. Be aware of the security features offered by the vendor and if it supports the file formats that your team uses when choosing a data-room vendor.
Furthermore, some providers offer additional security features like automatic indexing and fence view. Additionally, search for a solution that allows you to transfer the contents of your desktop, FTP, or other external storages to the data room for fast and simple organization. Find out whether the data room is equipped with a multilingual search tool, as well as OCR to search text in images and PDF documents.
It is important to find out whether the service you choose can redact certain fragments or even the entire document. This feature could help safeguard your personal information by removing personal data from PDFs and images.
Some of the best VDR providers provide complete analytics and reporting capabilities that let you monitor activity in your virtual data room. Find a solution that can track automatically every upload, download and views and enable you to create custom reports based on the activities.
Another thing to look out for is a free trial that allows you to stress-test advanced capabilities like data uploading, a variety of security and collaboration features, without the requirement of a upfront commitment. iDeals offers a 30-day trial that includes unlimited preparation time, two admins, 500 MB storage, secure watermarking for files and dynamically changing along with a basic digital rights management system.