How to Select a Data Room Service

A data room is a secure, virtual environment that permits the sharing of information during due diligence, mergers and acquisitions, financing, bankruptcy and other business transactions. In these situations, the data shared could be sensitive or secretive. Therefore, it is important to safeguard the data. Making use of a data room in order to share files can save time and money as opposed to physical or email documents. The best choice for a data room will require some initial study to determine which features are most beneficial to you and your specific situation.

There are a variety of providers of data room services, each with an individual set of features. Some providers of data rooms focus on security while others are more concerned with user experience and communication. Others offer a combination. A few popular options include Firmex, VDRSimple, iDeals, Intralinks, and Merrill Datasite.

Most data rooms have access permissions to users that can be granular. This helps ensure confidentiality and allow users to only view relevant material. Some data rooms also offer multiple factors of authentication, such as time and IP restrictions on access and limitations to prevent unauthorized downloading or usage. Some even provide internal team messaging, which can reduce the need for external tools for communication like email and can help reduce the number of redundant communications.

A few companies have added value by providing additional services that accelerate the due diligence process, such as document scanning and transcription, and eDiscovery. These services typically come at an additional cost, but they could be worth it for smaller companies or for complex transactions.

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