Data room software should be capable of handling large amounts of documents. This characteristic is usually seen in the tools offered by the service provider like multilingual search (about 16 languages), OCR, file preview as well as smart AI categories, and translation of documents. A good provider will also provide flexible viewing options that allow users to look at documents in their own format, or without it.
To ensure the safety of confidential data, a good provider should use a maximum amount of encryption and security features. They should also offer a 24/7 multilingual helpline, and have dedicated customer service representatives that can help with project startup and implementation of best practices. They can also assist with rapid due-diligence procedures.
Certain providers, like offer the option to synchronize desktops with shared folders, FTP, or the virtual data room. This makes it easy to upload or download any file. Other providers offer an automatic naming scheme that makes it easy to organize and locate files. You can also assign different access rights to view print, view, and secure PDF download. The best vendors can also allow you to customize watermarks, which display the name of the user, their IP address, as well as date and time of viewing a document.
A good VDR will come with NDAs in place that can be automatically applied to all users. This will prevent disclosures that are not authorized. It should also be equipped with a comprehensive audits system that allows you to go into detail about activities, identify who has done what (document and user) and when, as well as how.
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