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A data room provides an unsecure environment to share confidential business files with investors, partners and other stakeholders. It includes features such as watermarking, auditing, and granular access control settings. Be aware of the security features offered by the vendor and whether it supports the formats that your team uses when choosing a data room vendor.
Additionally, some providers provide additional security options, like auto-indexing and fence view. Look for a solution which allows you to sync your desktop, FTP or other external storage with the data room. This will enable rapid and easy organizing. Find out whether the data room comes with a multilingual search tool, as well as OCR to search text within PDF documents and images.
It is also essential to determine if your selected provider can redact specific portions or the entire content of the document. This feature can protect sensitive information by removing personal information from PDFs or images.
A few of the top VDR vendors provide comprehensive analytics and reports that help you monitor the activities of your virtual data room. Find a solution that can track automatically all file uploads, downloads and views and allow you to build custom reports based on the activities.
A free trial is another option you must look for. It lets you try premium features like data uploading, innovative collaboration and security features without committing to a long-term contract. iDeals offers a 30-day trial that provides unlimited preparation time, two admins, 500 MB storage, dynamic watermarking and encryption of files, as well as the basic digital rights management system.