A well-organized virtual repository is essential for every business, whether you’re making a pitch to investors, closing an M&A deal or pop over to this web-site sharing information with partners. Investors don’t have time go through a messy document dump or deal with a variety of inconsistently formatted documents. They expect a professional presentation of sensitive information that is easy to read on any platform.

Follow these best practices to improve processes and provide third parties the most accurate and up-to date information.

Uploading and Organizing Files

Use operating procedures to decide which documents should be put in the VDR, and the best way to name them. The consistent folder and name structure allow you to find and manage documents. Tags and metadata provide the context of documents and help with searching and filtering.

Permission Settings

Set permissions for different types of users (admin corporate employees clients, investors and so on.) to stop unauthorized access and enhance the security of the repository. Fence view mode is a wonderful feature if you have highly sensitive or confidential data. It blocks users from downloading documents, printing them, saving them, scanning or taking photographs.

Monitoring Activity

You must ensure that you have an audit trail that is tamper-proof of the activity of your VDR by setting up custom reports that get sent to project managers at the top of the chain on a regular basis. For instance, FirmRoom provides reporting that includes comprehensive document analytics which makes it easy for teams to monitor the user’s involvement with the repository. This allows for a more efficient monitoring of stakeholders and speeds up communication.