Five Reasons Why It Is Necessary For You To Have A Virtual Data Room for your Business

As everything continues to go digital, it is becoming increasingly important to get new methods established for disseminating information quickly. It isn’t sufficient to merely have files stored on a hard drive; they must be well-organized and accessible.

A well-managed file system will help to ensure that everything is accounted for and doesn’t get lost, and provide the right individuals with continual access to certain computer systems and files that could prevent potential disaster before any serious damage is done.  It is very important that businesses have digital rooms, and the companies that delay in getting them implemented will lose the most.

(1) Preserves documents

Paper decays at a rapid rate, and it takes much longer to manually sort through files than it does tracking them down inside a computer system.   Established companies have tons of paper records already, and over time the problem just continues to compound.   Many of the hassles associated with traditional record keeping are completely eliminated by digital storage, so long as multiple backup of everything is maintained by businesses of everything up through the present day.  When this is done, there is little to no chance of losing anything.

(2) Accountability

It is very easy to have all pertinent information displayed that investors might want to see when you have a data room.  Investors really don’t like risk, and when everything is collected in one place is demonstrates an image of a company that is on top of everything and is trustworthy.  Having a well-organized data room allows companies to build solid relationships with its investors, making it well worth the effort and time for this reason alone.

(3) Investors can obtain access from anywhere

It isn’t absolutely necessary for data rooms to be placed online, however it does make communication very easy.  Security is a very serious concern, however there are programs that can deal with potential threats.  Also, having staff members who have a thorough understanding of how the data center works helps a company prevent major threats from breaking in.  Accessibility is the major benefit, and it can be very beneficial for a business to be able to share information with investors all over the world.

(4) Transactions are made easy by online data rooms

Giving customers what they want is the number one rule in business.  This is also true when it comes to investors.  Instituting an online data room will result in an increase in bids, and bids placed via data rooms on average are larger than bids that are placed via other channels.

(5) Investors are provided with more information

Bids placed via data rooms have a tendency to be larger due to the fact that more quality information is received by investors before they must make a decision.  A mixture of higher quantity and higher quality results in larger gains.  Data rooms make it very painless and quick to make transactions, so that numerous investors have started suing them exclusively to plan their deals.


7 Things To Look For In Virtual Data Rooms

If you are in search for a virtual data room, then there’s a good chance you’re finding it difficult to select from the wide range of options available. All of them appear to do the same thing, but there costlier options than others. Some also look flash while others come with features you may have not heard of before.

So where should you begin your search? This resource from Mergers Technology contains a list of the top 7 things to look for when finding the best virtual data room.

 1. Security

When it comes to your data room, security should be your top priority. You don’t want deals to be compromised by security breaches, causing all parties involved to lose their trust in you. It is best to find a data room provider that is certified for information security. Be sure to check whether it has ISO 27001 certification so you can rest assured that your data will be kept secure. Also make it a point that the provider only uses certified data centers. SSAE 16 Type II certification guarantees that you won’t be dealing with any compromises when it comes to your data.

 2. Round the clock access

One of the biggest advantages to using a virtual data room instead of a physical data room is that it allows you to access data even outside business hours. This results to faster and more convenient deals. There are data rooms that may come with restrictions in terms of access times, so be sure to find a provider that offers round the clock and unlimited access for all involved parties.

 3. Support and project management

It’s inevitable for you to have issues or questions regarding your virtual data room, which is why you need a provider that can always provide the necessary help. A data room provider that comes with 24-hour help desk support can help you take care of issues as quickly as possible. You may also choose to avail of dedicated project management support from some data room providers. This means you can speak to your dedicated project manager any time you need his support. You can even benefit from having your data room set up with their assistance.

 4. Ease of use

You can’t afford to invest precious time into training a person to handle a sophisticated data room. For this reason, it is recommended to find a data room platform that’s specifically designed for ease of use. It must be able to provide an optimized user experience, one that is intuitive enough so as not to require training in order to master the different functionalities. The easier it is to use the platform, the smoother the deals will run.

 5. Quick set up with bulk upload

Setting up your data room may call for a significant time investment, especially when you use the incorrect platform. Things get worse when you have large and complex deals. A virtual data room that enables you to upload zip files in bulk can speed up the setup process, making the transfer of documents extremely quick. There are also platforms that come with other ways of uploading files, such as dragging and dropping or emailing the documents straight to the data room.

 6. Compatibility

Remember that multiple parties will access your virtual data room using different devices. For this reason, it is an absolute must to choose a data room platform that’s compatible with different devices and operating systems. Ideally, you should go for a platform that works with all major operating systems and can be accessed on tablets and smartphones. A platform that doesn’t require any plug-ins can also come in handy. In most cases, web-based platforms are the best in terms of compatibility.

 7. Cost

Virtual data room can vary immensely in terms of price. This is largely influenced by the vendor and the deal you have. Some providers price their data rooms by data usage, while others require a fixed amount. There are also subscription-based platforms. Take a look at your unique needs and decide which one suits you best. In general, working with a one-off deal calls for a virtual data room prices by data usage. If you see yourself running multiple large deals in the coming months, then it’s usually a good choice to select a virtual data room with a subscription payment model.