The ability to manage large quantities of files is among the main requirements for software that manages data rooms. This is typically demonstrated by the range of tools provided by the provider like multilingual searches (about 16 languages) OCRs and file previews, as well as intelligent AI categories, and translation of documents. A reputable provider should offer flexible viewing options, permitting users to view documents with or without their own formatting.

To ensure the security of confidential data, a good service should employ a high amount of encryption and security features. They should also provide a 24/7 multilingual helpline, and have dedicated customer service managers that can help with the start of projects and implementation of best practices, as well as accelerated due-diligence processes.

For instance, certain providers let you share folders, desktops and FTP to the virtual data room, making it easier to upload and download any file. Some providers use an automatic naming scheme which makes it easier to arrange and locate files. You can also create different access permissions for view prints, view, and secure PDF download. The most reliable vendors allow you to modify watermarks, which show the name of the user, their IP address, and date and hour of viewing the document.

A good VDR should have built-in NDAs that are automatically applied to all users data room software to prevent unauthorised disclosure of data. It should also come with an extensive auditing system which allows users to go into detail and find out what was done (documents and users) as well as the time and date.