In many cases, companies need to share sensitive data with third parties like potential investors or business partners. In this case it is essential to prevent unauthorized read here access or unauthorized distribution of sensitive documents. The right software for virtual datarooms can safeguard your company’s confidential data by offering multiple layers of security including encryption, two factor authentication, watermarking, and more granular permission settings.
When choosing a virtual room make sure that it comes with an efficient management system for documents. It should have a logical arrangement of documents, like categories such as “Financial Records” or folders which contain subfolders such as “Balance Sheets”, “Income Statements”, and “Tax Records”. It should also provide the ability to search to help users find important documents quickly. To increase efficiency, a lot of data rooms include a drag and drop file upload feature that makes it simple to import files from multiple sources.
You should also search for a dataroom that lets you customize the logo and login page as well as provides single sign-on (SSO). This feature reduces security breaches by removing multiple login credentials. It also allows you to maintain compliance with regulatory standards like GDPR, HIPAA, and SOC 2.
To ensure security, you should set permissions that are granular to individuals or groups in accordance with their roles and responsibilities. You should audit and change permissions for users frequently to align with the changes in personnel and project. Additionally, you should pick a VDR that comes with features like watermarking and digital rights management to prevent unauthorized print, copy and sharing of files.
