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A well-designed dataroom will help your team close more deals faster. It’s a secure place to store and share documents, facilitate discussions and meetings and aid in long-term collaborative efforts. The best data rooms also offer workflows and processes that have been reverse-engineered from thousands of successful transactions, offering an easy path to the desired result.
Use dynamic watermarks to ensure only authorized users have access your data. Track user activity with detailed reports, such as heat map analytics as well as an overview of group members.
A well-organized structure, coupled with a searchable index, will help your team members to navigate your data and understand it. A hierarchical folder structure, standardized document names, and a master index will help your team find the information they require quickly.
The capability to upload and manage large files including multimedia and CAD files is an essential feature. Most data rooms offer this but you should pick one that has an array of storage sizes that can be adjusted and versions of files to satisfy your requirements.
A secure virtual dataroom will have physical security in place. This includes a solid business continuity plan backup system, offsite backups and an encrypted datacenter that includes fire protection and access by biometrics. It will also employ two-factor authentication and 256-bit encryption to protect against unauthorized access, even if a person knows the password.
