Security of confidential information like documents agreements, financial statements, and other documents and restructuring is a critical consideration when negotiating business deals, including initial public offerings, M&A, project management, restructuring, and other. Common file-sharing applications can be useful but they don’t come with the capabilities needed to reliably secure data during these transactions. Virtual data rooms simplify the management of sensitive documents in these situations and protect the intellectual property of companies from unwelcome snooping.
The most secure virtual data rooms come with advanced security features that prevent unauthorised access to critical business data. They include 256-bit encryption during transportation, firewalls, and virus protection. Some providers also use multiple servers at different locations to ensure that data is always accessible and backups are kept.
Physical security is another crucial aspect of a reliable VDR. The most secure data centers are world-class and have multiple levels and types of fire protection. They also provide secure remote access with two-factor authentication. Some vendors allow you to select a specific data center location aligned with your security policies.
Other data room security features to look out for are password complexity changes and expiration requirements, inactivity timeouts and many more. Some virtual data rooms also allow you to blacken out sections of documents, making sure only the most vital information is displayed. You can also add dynamic watermarks to documents that show who viewed and printed the document. These are especially helpful in situations where someone might have taken a sneaky photo or printed your document.