Data room software should be capable of handling large volumes of documents. This is typically demonstrated by the variety of tools provided by the service provider including multilingual search (about 16 languages) OCRs File previews, intelligent AI categories and translation of documents. A good provider should also offer flexible viewing options, which allows users to view documents in either their own formatting.
A good provider will use the most secure encryption levels to safeguard confidential information. They should also have a 24-hour multilingual helpline for users and dedicated customer service managers who can help with speedy project start-up, best practices implementation, and expedited due diligence procedures.
For instance, some service providers offer the possibility to connect shared folders, desktops and FTP to the virtual data room, making it easy to upload and download any file. Some offer an automatic naming system which helps you organize and locate files. You can also set different access permissions to view print, view, and secure PDF download. The best vendors allow you to modify watermarks that display the name of the user, their IP address, as well as date and time they were viewing the document.
A good VDR should include built-in NDAs that can be automatically applied to all users in order to prevent unauthorised disclosure of information. It should also contain a comprehensive auditing system that allows users to go into detail and find out what was disclosed (documents and users) when and how.