The ability to handle large volumes of files is among the most essential requirements for software that manages data rooms. This is typically demonstrated in the number of tools provided by the provider like multilingual searches (about 16 languages), OCRs, file previews, smart AI categories, and translation of documents. A good provider should also offer flexible viewing options, enabling users to view documents in either their own formatting.
To protect sensitive data, a reliable service provider should use the highest amount of encryption and security features. They should also offer a 24 hour multilingual customer helpline and dedicated customer service managers who can assist with rapid project start-up, best practices implementation, and expedited due diligence processes.
Some providers, for example offer the option to sync your desktops with shared folders, FTP and the virtual data room. This makes it easy to upload or download any file. Some providers use an automatic naming scheme which makes it simple to organize and locate files. The top providers also allow you to set up different access rights for viewing print, secure and view download, and personalize watermarks that display a user name, IP address and the date and time of the document viewing.
A good VDR should have built-in NDAs that are automatically applied to all users in order to prevent the unauthorised disclosure of information. It should also include an extensive auditing system that allows you to drill down into activity, see who does what (document and user), when and how.
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