Before the advent of virtual datarooms, when a company was sold or capital raised, the entity that acquired the company would request the seller for historical and financial documents. The information was kept in a secure space that stakeholders could visit to examine the documents. Nowadays, these rooms have been replaced by virtual data rooms that make it much easier to share and review documents.
When you’re getting ready to launch the data room, consider what you want to include and with whom you will share access. Depending on the stage at which your startup, certain documents might be more important than others. Investors might be more interested in specific revenue and costs projections if your startup has a proven history of success.
Once you’ve decided on the items you’ll need, arrange and upload the documents. Create an organization system for your folders that is appropriate for your company and use consistent naming techniques to make it easy to find documents. It is recommended to include relevant metadata in the files to provide additional context. Separate related files into subfolders so that users can find the information they’re seeking.
If you’re using the Pro version it is possible to assign access to users after having uploaded all documents. You can select individual documents and choose the appropriate access groups, or click on ‘Add a new group(s)’ to add new groups.
http://dataroomreview.org/4-steps-to-launch-your-own-functional-data-room/