A data room is a secure repository for storing sensitive information. Data rooms are used to facilitate a variety transactions, including mergers and purchases, fundraising, the first publicly traded offerings (IPOs) and legal instances. Traditionally, companies would share files via email and spreadsheets, which is dangerous and inefficient for sensitive information as it is easy to lose track of different versions of documents and who has access to which data. Data rooms are a central location for sharing documents with multiple parties simultaneously and offer advanced security options such as redaction, fence-views and activity monitoring.
The majority of the time, data rooms are used in mergers and purchase agreements. In the course of due diligence, buyers will require access to large quantities of confidential documents. A virtual data room permits buyers to access the documents without having travel to a seller’s office and saves the company costs on overheads.
There are a variety of virtual data room providers with various capacities, prices and features. Select a provider that is compatible with your needs in terms of security storage capacity, security, and ease of use.
Once you’ve setup your dataroom, you will need to upload the data and arrange it into folders that reflect the transaction. Make sure to clearly label the folders and documents so that stakeholders can easily locate the information they require. Also, think about adding metadata to documents to allow them to be searched and categorized. This will decrease the amount of time spent on reviewing documents, and will increase accountability and transparency if there are any problems with the content.