Nowadays, almost every large company that is somehow related to information technology has
a data center. Its purpose is to provide a quality connection to the network for all computers and
other devices located within the building. Typically, a data center is presented as a separate
room that is specially equipped for the operation of servers.
When there is a need for information on various types of queries, information services are
sought, most often using computer technology. An electronic data room serves as a safe and
secure place to store and share important company documents. Such service is in demand and
is widely used by entrepreneurs, enterprise managers at various levels.
Providing information services means fulfilling clients’ requests by providing them with
information material, which they can dispose of at their discretion. Until recently, virtual data
rooms were mainly used in mergers and acquisitions transactions. In the current business
environment, they are widely used as a tool for effective inter-corporate communication. There
is a need for choosing the best virtual data room providers for organizations. What to pay
attention to before choosing the best ones?
What Is a Virtual Data Room and Why Do You Need One
Let’s imagine a situation: an important contract is being discussed, the details of which are
considered confidential. One of the invited partners sneaks a photo of the document on his
smartphone and posts it online. The deal is blown up. Or another case: an employee with
trusted access simply takes a photo of a secret document from his desk, and then this photo
shows up on one of the leaked feeds.
There are dozens of situations where a confidential document can be lost or deliberately
compromised, but the ways to counter this are few. One solution is the use of permanent or
temporary cloud storage or virtual data rooms (VDRs). According to many studies, this
approach to document management is actually already increasing the efficiency of an
A virtual data room is a space where documents are sorted into folders, all participants have a
certain level of access rights, and they can download and upload files, and share them. This
format makes it possible to organize convenient collaboration within different business
processes. Click here to find more about electronic data room features and advantages.
What Matters When Choosing a Data Room Provider
Not sure what goes into finding the best data room vendors for your organization? Don’t worry,
here is what should be in a good online data room software.
Data rooms are primarily designed to store information securely. In mergers and acquisitions,
especially during due diligence, the seller must provide potential buyers or bidders with various
records about the company. These records include the company’s financial, corporate,
personnel, and legal documents.
Having decided that your organization needs a virtual data room, another decision you have to
make is to decide on virtual data room providers, i.e. a reliable organization that will be
responsible for the security of your documents. You should choose a provider based on the
- Experience – determined by the availability of finished projects, so that your virtual data
room is not the first one to get into trouble.
- Cost – in order to obtain objective data, you need to compare offers from several
companies, not forgetting other factors.
- Technical support – preferably 24 hours a day, which is easy to contact and resolve
- Data room services “for your case” – not a standard product, but development with
flexible changing functionality.
- A simple and clear interface that does not require special knowledge and skills, so that
each user can work without problems.
- Provision by the provider of the ability to convert existing documentation into electronic
- Security of the hosted data – the security level of the providers is mostly about the same,
but it does not hurt to be more specific.
Be sure to invest in a digital tool that offers a dedicated document management center. For
example, a good virtual data room should offer user-friendly features including search tools,
automatic indexing, bulk uploads and drag-and-drop uploads.
How to Work with the Virtual Data Room
Once you have selected a provider and clarified all the details, you can move on to the actual
creation of the project.
If necessary, the documents are converted into electronic format by scanning them, a service
often provided by providers such as iDeals Solutions. The nearly completed project is then
populated with documents, access rights are established, functionality is tested and the virtual
data room is handed over to the customer for testing.
Once the work is approved, and/or edits are made, the provider trains the customer on how to
use the data room software, after which access can be handed out to potential customers.
The basic materials needed to provide information services are contained in databases. They
contain information about who can be the online data room software provider of an information
service and, accordingly, who uses the service. How are providers and users linked and what is
their relationship to each other? Databases provide information about the way the service is
provided, and the conditions needed to obtain it.
The next step is to work with the database. It is a preparatory step in the creation of the finished
search product. The relevant services choose either a bibliographic database or a non-
bibliographic one. Computer technology makes it possible to have such databases on a larger
scale than archives, libraries or reference services.
If primary sources are needed for an order, just click and an information service starts the
search by obtaining information from a library database. The result of the search is transmitted
to the client as a file, if available by e-mail, or sent by post as a hard copy.