Data room software should be capable of handling large amounts of documents. This feature is usually reflected by the range of tools provided by the service provider, such as multilingual searches (about 16 languages), OCRs files, file previews, intelligent AI categories, and translation of documents. A reputable provider should offer a variety of viewing options that allow users to look at documents with or without their own formatting.
A reliable provider will employ the highest encryption level to protect confidential data. They should also offer a 24/7 multilingual helpline, and have dedicated customer service managers that can help with the start of projects and best practices implementation, as well as accelerated due-diligence processes.
For instance, some providers allow you to connect shared folders, desktops and FTP to the virtual data room, making it easier to upload and download any file. Some providers also have an automatic naming scheme, which makes it easier to organize and find files. You can also set different access permissions to view prints, view, and secure PDF download. The top vendors can also allow you to customize watermarks, which display the user's name, IP address, and the date and hour of viewing a document.
A quality VDR will come with NDAs that are built-in and can be automatically applied to all users. This will prevent unauthorised disclosure. It should also have a comprehensive audits system that allows you to look into specific activities, determine who is responsible for what (document and user) when, and how.