Data room software must be capable of handling large amounts of documents. This feature is usually evident in the number of tools offered by the company like multilingual search (about 16 languages), OCR, file preview, smart AI categories and translation of documents. A good service provider should offer flexible viewing options, enabling users to view documents in either their own formatting.

A reliable provider will employ the highest level of encryption to secure confidential data. They should also offer a 24 hour multilingual helpline for users and dedicated customer service representatives who can assist with rapid project launch, best practice implementation and accelerated due diligence procedures.

For example, some providers provide the ability to connect shared folders, desktops and FTP with the virtual data room, which makes it easy to upload and download any file. Other providers offer an automatic naming scheme, which makes it easy to organize and locate files. The most reliable vendors allow you to set different access permissions for viewing as well as print and secure PDF downloads, as well as customize watermarks that display a user name, IP address and the date and time of the document viewing.

A good VDR should have built-in NDAs that can be automatically applied to all users in order to prevent the unauthorised disclosure of information. It should also have an auditing system that lets users look deeper and determine what was disclosed (documents and users) when and how.

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