Virtual data rooms (VDRs) are online storage services that enable secure exchange of digital documents. VDRs combine cloud storage with security to allow users to access shared information from any online device, at any time. VDRs allow companies to share data more conveniently and securely than physical data rooms or other sharing methods.
A modern-day virtual data room offers a variety of security features specific to documents that ensure granular control over who can print, save, or view the particular file. It should also offer the ability to search and locate information within various documents and files, including PDFs – and provide intelligent results. It should also have document processing capabilities that can convert handwritten text, paper documents and text stored in images into digitally readable formats. It should be able to track and record user activities from page to page, providing a detailed audit trail for compliance reasons and in the event of disputes.
It is essential that VDR providers offer an extensive onboarding and training program for users, as many will be new to the platform. This could be accomplished via videos, webinars, online tutorials or other interactive training sessions. It’s also crucial that the VDR can be seamlessly integrated with popular productivity tools like communication platforms, and document editing applications. This will allow for easier navigation and more efficient collaboration. It must be compatible with mobile devices as well as cross-platform platforms to make it easier for remote users to work.
