The ability to manage large volumes of files is one of the most essential requirements for data room software. This characteristic is usually seen in the range of tools offered by the provider including multilingual search (about 16 languages), OCR, file preview and smart AI categories, and translation of documents. A good service provider will offer flexible viewing options that allow users to examine documents in their preferred format, or without it.

A reliable provider will employ the most secure encryption levels to protect confidential data. They should also offer 24/7 support in multi-lingual languages, and have dedicated customer service executives that can help with project startup and implementation of best practices, as well as expedited due-diligence processes.

For example, some providers offer the possibility to share folders, desktops and FTP to the virtual data room, making it easy to upload and download any file. Some also offer an automatic naming system which helps you organize and find files. The best vendors also allow you to configure different access permissions to view, print and secure PDF download, as well as customizing watermarks that show a user’s name, IP address, and the date and time of the document viewing.

A good VDR should have built-in NDAs that can be automatically applied to all users to prevent unauthorised disclosure of data. It should also contain a comprehensive auditing system that lets users examine the details of what was disclosed (documents and users) when, and in what order.