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Data Room Software – What to Look For in a Data Room Software Provider

Data room software should be able to handle large volumes of documents. This feature is usually reflected by the variety of tools offered by the provider including multilingual search (about 16 languages), OCRs File previews, intelligent AI categories and translation of documents. A reputable provider will provide flexible viewing options that allow users to browse documents in their own format or without it.

To protect sensitive data, a reliable service provider should utilize the highest amount of encryption and security features. They should also offer a 24 hour multilingual helpline for users and dedicated customer service representatives who can assist with quick project start-up, best practices implementation, and speedy due diligence procedures.

For example, some providers allow you to synchronize desktops, shared folders and FTP with the virtual data room, making it easy to upload and download any file. Some also use an automatic naming system which makes it easier to manage and locate files. You can also assign different access rights to view print, view, and secure PDF download. The best providers will also let you customize watermarks. These display a user’s name, IP address, and the date and time of viewing a document.

A quality VDR will come with NDAs that are built-in and can be applied automatically to all users. This will stop unauthorised disclosure. It should also have an auditing system that allows to drill down into activity, see who does what (document and user) and when, as well as how.

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