The ability to manage large volumes of files is one of the primary requirements for software that manages data rooms. This is usually demonstrated by the variety of tools provided by the provider like multilingual searches (about 16 languages) OCRs files, file previews, intelligent AI categories, and translation of documents. A good provider will also provide flexible viewing options that allow users to look at documents in their own format or without it.

To protect confidential data, a good service provider should utilize the highest amount of encryption and security features. They should also offer an all-hours, multilingual helpline and have dedicated customer service representatives that can help in the beginning of a project and implementation of best practices. They can also assist with accelerated due-diligence processes.

For instance, some providers let you sync shared folders, desktops and FTP with the virtual data room, making it easier to upload and download any file. Other providers offer an automatic naming scheme, which makes it easy to manage and locate files. You can also assign different access rights to view print, view, and secure PDF download. The most reliable vendors will also let you customize watermarks, which show the name of the user, their IP address, as well as date and hour of viewing the document.

A quality VDR will have NDAs that can be automatically applied to all users. This will prevent unauthorised disclosure. It should also contain an auditing system that allows users to look deeper and determine what was done (documents and users), when and how.

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