Virtual data rooms (VDRs) are online storage facilities that allow secure exchange of digital documents. VDRs integrate cloud storage with security, allowing users to access shared information on any device online, at any moment. In the end, VDRs allow businesses to share data more securely and easily than traditional data rooms or physical digital sharing methods.
Modern virtual data rooms have a variety of security features for documents that provide the control of who can view or print a file. It should also have an ability to search that will find information in various files and documents – including PDFs – and deliver intelligent results. It should also include document processing capabilities that convert typed or handwritten text, paper-based documents as well as text stored as images into a digitally intelligible format. It should be able to track and record user activities from page to page and provide a thorough audit trail to ensure compliance as well as in case of disputes.
Because a large portion of users will be new to the platform, it’s important that a VDR provider offers extensive user onboarding and training sessions. This could include videos, webinars or other interactive online sessions. A VDR should also be able integrate seamlessly with popular productivity software, like project management tools as well as communication platforms and document editing applications. This will allow for better navigation and more efficient collaboration. It should also be compatible with mobile devices as well as platforms that are cross-platform, making it easier for remote users to collaborate.
