Virtual data rooms imply an efficient and secure tool for sharing corporate information. If you need to securely exchange documents in a continuous online mode, then electronic data rooms will interest you. File protection inside electronic data rooms occurs due to the differentiation of user rights, document lifetime management, and event logging.
What Opportunities Does the Data Room Offer?
The most vital advantage that you get with a virtual data room is control. Neither FTP nor public storage will be able to provide you with such an opportunity. Using DRM protection technology, you have the power to revoke the right to access a document even after it is already outside the corporate network.
Stages of Internet Data Room Implementation
The software is installed on the workstation. Then the encryption keys are exchanged between the server and the client. Moreover, businessmen can work with an Internet data room without downloading a system, that is, by using a browser site.
The user with all the required rights selects a directory for synchronizing data with the corporate warehouse.
The information in the synchronized directory becomes accessible on the user’s desktop PCs and authorized mobile gadgets.
If necessary, the user can create a workspace and shared folders for collaborating with documents with their employees.
Virtual Data Room Process
Upload documents to an online data room and keep your data secure;
Set up access to files and folders and exchange documents with external and internal partners;
Get personalized stamped copies of documents every time you open them;
Determine the source in case of document leakage even from a photo or screenshot of a fragment.
What Should I Do if Confidential Information Is Leaked?
You can find the user who leaked by looking at the screenshot and hard copy, or by looking at a screenshot:
upload a copy or a fragment of it to the VDR;
the system recognizes the original document;
then it determines which user the compromised copy belongs.
How to Understand that the Company Needs a Virtual Room?
Go to this page and find the best online data room, if:
you exchange technical specifications, drawings, or any other documents that provide commercial value with contractors or customers;
you need to control a document even after it has already been sent and downloaded by a third party;
you often change personnel and you want to keep some of the data secrets even from your colleagues.
Which Companies Can Use Virtual Data Rooms?
Financial sector: companies that work with critical information are in dire need of reliable means of data delivery and access rights for branches and external counterparties.
Design organizations: such companies often face a situation where the working group needs to be granted access to data for a certain period and guaranteed to block access to documents after the project is completed.
Communication service providers: Internet operators need tools to protect user data and mark documents following the requirements of regulators.
Retailers: retail organizations need to protect data that resides on the devices of merchandisers and sales representatives and may have commercial value.
All organizations that require modern protection and control over the dissemination of information transmitted to external counterparties.