While tools such as Dropbox or Google Drive are fine for daily sharing of files but when it comes to sensitive information that could be shared in an M&A process or IPO and IPO, data rooms have many more advanced features. These data rooms are designed to share files in conditions that are extremely secure. They can offer advanced permissions, auditing capabilities and watermarking, which ensures that only authorized parties are able to access and download necessary documents.
A virtual dataroom allows both parties to perform due diligence, and has a workflow that is managed for each document. This ensures that sensitive business information like financial performance, patents or product developments are only seen by buyers who are interested and keeps all conversations within the platform. This helps to prevent leaks and also reduces the risk of sensitive information falling into the improper hands.
Other key data room features include activity audit logs which provide a comprehensive look at who has accessed a particular document and when. This allows M&A team members to keep track of the interest levels and decide if they should continue or move on with negotiations. Data room reports aid teams in staying organized by providing a summary of the activities of the group. who has registered, who read and/or edited what documents and when).
A virtual data room lets users sort through a vast array of files through a robust search engine. This includes full-text searching, Optical Character Recognition, filtering by label, a wide range of logical operators and more. The ability to automatically number and index folders and documents makes it easy to find and manage large amounts of data.
