How to Select a Data Room Service

A data room service offers an encrypted, virtual environment to share information during due diligence, M&A, financing, bankruptcy, and other business processes and transactions. In these instances, the data shared could be sensitive or confidential. Therefore, it is important to protect this data. By using the data room, you’ll save time, money and effort compared to emailing or printing documents. The selection of the best data room is a matter of doing some preliminary research to determine which features are most beneficial for you and your specific situation.

There are many data room service providers each with a different set of features. Some focus on security, some on user experience and communication while others offer an array of both. A few of the most popular options are Firmex, VDRSimple, iDeals, Intralinks, and Merrill Datasite.

Most data rooms have access permissions to users that can be granular. This helps guarantee confidentiality and ensure that users only access relevant content. Certain data rooms also offer multiple factor authentication, time and IP restriction on access and limitations to prevent unauthorized downloading or usage. Some also offer internal team messaging which can reduce the necessity for external tools to communicate like email and can help to cut down on redundant communications.

Certain providers offer additional services to accelerate due diligence, like scanning and transcription of documents. These services are often extra cost, but they could be worth it for smaller firms or complex transactions.