The success of major business events such as tenders, capital raising mergers and acquisitions other significant business ventures depends on having all the facts. This may mean going through hundreds of thousands of highly confidential documents and ensuring that the information isn’t in the wrong hands. With the help of a virtual data room businesses can access and look over all the required documentation in one go. This helps speed up the complicated transactions, improves due diligence and allows the participants to concentrate more on their responsibilities.

It is important to consider how user-friendly and easy the platform’s operation is when selecting the best online data rooms. To do this, go through reviews on various platforms and observe how often the word “easy” is used in feedback. After you’ve narrowed down the providers test their service for at least one week, and then run mock-ups of the essential due diligence processes.

If you prefer a top-down or bottom-up approach to organizing the information is also important. The former involves creating main folders that correspond to specific kinds of documentation, project department or stage and then subfolders to facilitate further division. The second approach is more widespread and makes it easier to find files.

Other features include multilingual search (about sixteen languages), OCR and file preview. Smart AI categories are also available along with document sorting. A watermark that can be customized protects the integrity of documents, stopping the sharing of documents that are not authorized. Furthermore the built-in nondisclosure agreement makes users agree to certain terms before viewing or obtaining the documents.