Data room software must be capable of handling large volumes of documents. This feature is usually evident in the variety of tools offered by the provider like multilingual search (about 16 languages), OCR, file preview and smart AI categories, and translation of documents. A reputable service will provide flexible viewing options that allow users to look at documents in their own format or without it.

To ensure the security of sensitive information, a reputable service provider should use the highest amount of encryption and security features. They should also offer a 24 hour multilingual user helpline as well as dedicated customer service managers who can assist with fast project start-up, best practice implementation, and expedited due diligence procedures.

Some providers, for example offer the option to synchronize desktops using shared folders, FTP, and the virtual data room. This makes it easier to upload or download any file. Others offer an automatic naming system, which makes it easier to manage and locate files. The top providers also permit you to set up different access permissions to view as well as print and secure PDF download, and customized watermarks that display the user’s name, IP address, and the date and time of the document viewing.

A good VDR should include built-in NDAs that can be automatically applied to all users to stop unauthorised disclosure of data. It should also be equipped with a comprehensive audits system that allows to drill down into activity, determine who is responsible for what (document and user) when and in what order.