Data room software should be capable of handling large volumes of documents. This characteristic is typically reflected by the range of tools provided by the provider, such as multilingual searches (about 16 languages), OCRs File previews, intelligent AI categories, and translation of documents. A good service provider should offer flexible viewing options, that allow users to look at documents with or without their own formatting.
A reputable provider will use the highest encryption level to safeguard confidential information. They should also offer 24/7 support in multi-lingual languages, and have dedicated customer service executives who can assist with project startup and implementation of best practices. They can also assist with accelerated due-diligence processes.
For example, some providers let you connect shared folders, desktops and FTP with the virtual data room, making it easier to upload and download any file. Other providers have an automatic naming scheme, which makes it easier to arrange and locate files. The top providers also permit you to set up different access rights for viewing print, secure and view download, and personalize watermarks that display a user name, IP address and the date and time of the document viewing.
A good VDR will come with NDAs in place that can be applied automatically to all users. This will prevent unauthorised disclosure. It should also have an extensive auditing system that allows to drill down into activity, see who does what (document and user) when and in what order.