The key to creating a strong virtual data room is to have a sensible file structure that is clear, informative title for each folder. Users can easily find what they are seeking. It is also beneficial to arrange the documents in a consistent and clear format (e.g. Text documents as PDF or financials in Excel will allow you to easily browse the documents.
Another key is granular permission levels to stop leakage of documents and exfiltration. For instance, a group could be divided into access groups based on their role in due diligence, for instance “management” and “finance.” In addition to granting permissions based on the type of file, folder, or individual file, VDR software can notify admins of all actions happening within the repository through real-time notifications.
Finally, a VDR should be intuitive for all kinds of users including non-technical founders and investors. Searching and navigating should take just a few seconds and be as simple as navigating a crowded Dropbox or drive. The tool should also work with non-proprietary formats as well as allow for easy collaboration with third-party providers.
The most powerful VDRs come with advanced features to simplify and streamline critical business processes like M&A diligence or the IPO. For instance, a good solution integrates project management and a virtual data room in one. It also has an effective OCR engine that can automatically read PDFs and other files -which is a crucial feature for M&A diligence workflows. The best solutions also offer 24/7 technical support to ensure that skilled professionals are available immediately when needed during critical stages of a transaction.