How to Select a Data Room Service

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A data room service is a secure, virtual environment that allows for the sharing of information during due diligence, M&As, financing, bankruptcy and other business transactions. The data shared in these instances may be confidential or sensitive which is why it is vital to safeguard this data. Using a data room to share files can save time and money over physical or electronic documents. The selection of the best data room is a matter of doing some preliminary study to determine which features will be most advantageous for you and your specific situation.

There are a myriad of service providers for data rooms, each offering a slightly different set of features. Some providers of data rooms focus on security, while others are more focused on user experience and communication. Others offer a combination. Some of the most well-known options are Firmex, VDRSimple, iDeals, Intralinks, and Merrill Datasite.

Most of the data rooms provide access permissions that are specific to the user’s needs to protect confidentiality and ensure that users are only reviewing relevant materials. Some also offer multiple factor authentication, as well as time and IP access restrictions to avoid illegal downloads or use. Some even allow internal team messaging, which eliminates the need for external tools for communication like email and may help reduce the number of redundant communications.

Some providers offer additional services that can accelerate the due diligence process, for example document scanning and transcription and eDiscovery. These services are usually an extra cost, but it is a worthwhile investment for smaller businesses and complicated transactions.

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