Designed to streamline and support due diligence processes, a data room solution is easy to use and safe for all participants. The software assists companies to safely store and share confidential documentation during M&A transactions restructuring, stock exchange listings as well as capital acquisitions, procurements and outsourcing projects.

A virtual data room is access from any part of the world through the internet, unlike a physical dataroom which requires all participants such as administrators and stakeholders to travel to a single location. This enables all participants to have access to the data immediately and effectively and saves them time. Furthermore, the digital documents stored in online data rooms are not affected by natural disasters such as fire or storms and can be accessed for as long as the internet is working.

Functionality to look for in a top data room software includes an advanced search feature that detects complete and partial matches across all folders, documents images, PDFs and documents using labels, tags, and optical character recognition. You can also create a document index, automate the numbering of files and include dynamic watermarks that are visible when files are viewed or printed.

It is important to make sure that the chosen solution offers an array of security features such as two-factor authentication, customizable NDA and permission-based user roles. Furthermore, some providers provide additional security features by utilizing a data encryption system which protects the entire repository. In addition, many reputable vendors offer a free trial period that lasts up to 30 days.

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