A virtual data room (VDR) is an online repository that allows for the secure sharing of digital documents. VDRs offer cloud storage and security to let users access shared data from any device on the internet, at any moment. VDRs enable companies to share data more easily and safely as compared to physical data room or other digital sharing methods.
A modern virtual data room offers a variety of document-specific security features that provide granular control over who can print, save or even view the specific file. It should also incorporate the ability to search and locate information within various files and documents – including PDFs – and deliver intelligent results. It should also come with document processing capabilities to convert handwritten text, paper documents and documents saved in images to digitally-readable formats. It should be able to track and record user activities at the page level as well as provide a comprehensive audit trail to ensure compliance and for use in disputes.
Because a large portion of users will be unfamiliar with the platform, it’s crucial that the VDR provider provides extensive onboarding and training sessions. This can be accomplished through webinars, online video tutorials or other interactive training sessions. It’s also crucial that a VDR permits seamless integration with popular productivity tools such as communication platforms, and applications for editing documents. This will facilitate better navigation and more efficient collaboration. It should also have advanced mobile and cross-platform compatibility to allow users to work remotely.
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