The process of collecting and organizing business-critical documents before a merger, an acquisition, a fundraising or any other due diligence exercise can be strenuous at best. To ensure the success of such transactions, it goes without saying that business owners must make sure that their sensitive files are well protected.

Ordinary document storage platforms are not effective solutions for such financial transactions which involve the circulation of highly-sensitive information. The security they have to offer is just not good enough to ensure the absolute safety of business-critical files. These platforms don’t provide view only capabilities, they cannot restrict the downloading or printing of file, and they also don’t offer dynamic watermarking. But that’s not all… Business owners also need to provide investors, lawyers, clients, and advisors with appropriate and anonymous access to their files, access that’s recorded in the data room’s audit trail. Finally, service providers are increasingly aware of their own brand importance. These business owners are progressively on the lookout for vendors who can serve an extension to their own brand.

The Solution: A Virtual Data Room

A virtual data room (VDR) provides an online repository of data which can be used by businesses to share critical documents with external parties in a highly-secure online environment. VDRs serve as virtual “meeting” rooms where buyers, attorneys, accountants, and other professionals can safely review confidential documents. A virtual data room provides businesses with the means to effectively collect, organize, share, and monitor important business files during such transactions.

Business owners can…

• Assign security clearance levels to users to control access to specific files.
• Specify view only, printing and download permissions by file and user.
• Place dynamic watermarks on each page of viewed and printed documents to further ensure document security.  
• Establish time frames for user access.
• Track all user and document activity in their data rooms. Business owners can easily know who, when, where, and how many times each document has been accessed and can monitor the login activity of every user.
• Provide a seamless experience to their clients through a branded and integrated virtual data room.

In short, virtual data rooms provide business owners with the safety and peace of mind they need while sharing their business-critical files during crucial financial transactions.

Vault Rooms – A Leading Virtual Data Room Provider

For more than 13 years, Vault Rooms has been an industry-leading cloud-based virtual data room provider. Vault Rooms has proudly facilitated tens of thousands of global M&A transactions across a wide range of industries for a variety of clients – including business brokers, investment bankers, accountants, attorneys, private equity firms, and banks. Vault Rooms’ virtual data rooms enable worldwide clients 24/7/365, to safely collect, organize, share and track business-critical documents on the Vault Rooms platform.

About the Author

Karen Perkins is the CEO and Co-Founder of Vault Rooms, Inc. She is a troubleshooter, problem solver, and efficiency expert. Her career experiences have provided a broad foundation of skills that make her uniquely qualified to assist companies with their growth, transition, and operational improvement. She advocates for the use of simple and secure technology tools designed to make work and life easier with the Super S.M.A.R.T. Women platform. Likewise, her company, Vault Rooms, is a technology platform for the simple and secure sharing of business-critical files.