Data room software must be capable of handling large volumes of documents. This is usually demonstrated in the number of tools provided by the service provider including multilingual search (about 16 languages) OCRs files, file previews, intelligent AI categories, and translation of documents. A reputable provider should offer a variety of viewing options permitting users to browse documents without or with their own formatting.

A reliable provider will employ the highest encryption level to secure confidential data. They should also provide a 24 hours a day multilingual user helpline and dedicated customer service representatives who can assist with fast project start-up, best practice implementation and speedy due diligence procedures.

Certain providers, like provide the useful content option to sync your desktops with shared folders, FTP, or the virtual data room. This makes it simple to upload or download any file. Other providers offer an automatic naming system which allows you to manage and locate files. You can also create different access permissions for view the document, print it, and even secure PDF download. The best vendors will also let you customize watermarks, which display a user’s name, IP address, and date and time that they viewed a document.

A good VDR will have NDAs that are built-in and can be applied automatically to all users. This will stop disclosures that are not authorized. It should also contain an extensive auditing system that lets users drill down and see what was done (documents and users) as well as the time and date.