The capability to manage large volumes of files is one of the primary requirements for data room software. This is typically demonstrated by the number of tools offered by the provider that include multilingual search (about 16 languages) OCRs and file previews, as well as intelligent AI categories, and translation of documents. A reputable service should provide a variety of viewing options, enabling users to look at documents with or without their own formatting.
A reliable provider will employ the highest encryption level to ensure the security of confidential data. They should also provide 24/7 support in multi-lingual languages, and have dedicated customer service representatives who can assist with project startup and implementation of best practices, as well as rapid due-diligence procedures.
Some providers, for example offer the ability to synchronize desktops with shared folders, FTP, and the virtual data room. This makes it easier to upload or download any file. Some offer an automatic naming system, which helps you organize and locate files. You can also assign different access rights to view, print, and secure PDF download. The best providers can also allow you to customize watermarks that display the name of the user, their IP address, as well as the date and time of viewing a document.
A good VDR should come with built-in NDAs that are automatically applied to all users to prevent any unauthorised disclosure of personal information. It should also include an auditing system that allows you to look into specific activities, see who does what (document and user), when and how.