Virtual Data Room Solutions: What You Need to Know

In the current-day business sphere, companies that adopt digitalization have the upper hand. They are more efficient compared to those who are still sticking to traditional routes. Businesses nowadays prefer automation in everything they do; that is why business solutions like a virtual data room are becoming common with every passing day.

One common reason why data room software has penetrated every business sector is its versatility. A virtual data room basically automates three different processes — data management, business communication, and task management. But how does a single solution make all these processes possible?

The answer lies in this guide about virtual data rooms, where you will be able to explore the benefits of data rooms, their everyday business uses, and the most common use cases of this high-end technology.

What are virtual data rooms?

A virtual or electronic data room is a blend of different technologies primarily used by businesses and professionals for secure data management, online collaboration, and dealmaking.

Data rooms are cloud-based, remotely accessible data repositories globally used for storing, sharing, exchanging, and managing daily-used or confidential business documents. Unlike many traditional data storage methods and free online repositories, virtual data rooms allow keeping data in multiple formats of documents, images, videos, and audio.

In addition to that, online data rooms facilitate secure and real-time intra-business and inter-business communications. That said, data rooms can be used as safe communication channels for a business’s employees as well as external parties.

Lastly, a virtual data room is also an online deal management tool used worldwide for expansive or unusual business transactions such as property acquisition, capital raising, private equity deals, real estate sale or purchase, strategic business partnerships, joint ventures, etc.

Things to consider while choosing data room software

Although data rooms are for-all business solutions, the following things must be kept in mind before making a purchase decision:

1. Identify your business needs: what do you need a data room for?
2. Determine your budget and the necessary features you need.
3. Run a thorough data room software comparison based on features, pricing models, customer support service, user intuitiveness, and security.
4. Read online customer reviews.
5. Ask for free trials.

What are virtual data rooms used for?

The use of virtual data rooms has expanded to almost all business sectors for different reasons (just as mentioned above). Still, here are a few practical examples of data room usage:

1. Clinical trials
2. Fundraising/IPOs
3. Litigation
4. Board communications
5. Mergers and acquisitions
6. Real estate transactions
7. Data storage and sharing

1. Clinical trials

Clinical trials are time-taking, step-by-step processes, and organizations involved in such activities need data storage solutions that are impossible to hack. That’s because clinical findings falling into the hands of competitors can waste millions spent on research, and the organization may lose its competitive edge. It explains why virtual data rooms are commonly trusted for such data-sensitive jobs.

2. Fundraising/Initial Public Offerings (IPOs)

Whether a corporation intends to go public or needs investment for expansion or new projects, investors need access to corporate documents for decision-making.

Virtual data rooms help businesses create a win-win situation where potential investors can review their desired documents while the company seeking investment can easily protect its confidential data. Also, all parties involved in the transaction use safe communication routes offered by the data rooms.

3. Litigation

For lawyers, protecting their client’s data is a sacred duty, and failing to do so can prove to be career-threatening for them. Besides, it becomes difficult to communicate with corporate clients through orthodox channels.

Data rooms are used by law firms or individual lawyers to keep private clients’ data safe and use built-in communication tools to ensure safe and regular collaboration with them. Some data room providers offer dedicated services to lawyers.

4. Board communications

Virtual data rooms are also used by corporations, enterprises, and nonprofits for board communications. Due to their impeccable security features, board members can use an electronic data room for communications, data sharing, and task management.

5. Mergers and acquisitions

Mergers and acquisitions are the earliest, or most probably, the first use cases of virtual data rooms. 

Mergers and acquisitions, commonly known as M&As, are data-driven business transactions in which one party (buyers) intends to probe into all business documents of another company (target company). On the other hand, the target company tries to protect its corporate data while fulfilling all requirements of due diligence. Online data room software helps both sides achieve their goals.

6. Real estate transactions

The real estate sector is amongst the biggest consumers of electronic data rooms. Real estate firms use VDRs for portfolio management, legal paperwork, data sharing, communication with clients/investors, and due diligence in real estate dealings. Virtual data rooms are also used to arrange visual tours of concerned properties.

7. Data storage and sharing

Apart from using data rooms for specific purposes, a massive magnitude of businesses from all sectors uses virtual data rooms as their primary data storage units for routine work. That’s because online data room software is easy-to-access from anywhere, anytime. You can access your data rooms via mobile, tablet, desktop, or laptop.

Moreover, online data rooms allow you to view, edit, share, and alternate business documents in real-time. Data room users can create live document links, work on shared documents, and upload and share files in bulk quantities. 

Final words

Virtual data rooms are cloud-based data management solutions primarily used for centralized data storage and other purposes, including online business communications and deal-making. They are easy to use, user intuitive, secure, and cost-efficient. Most importantly, data rooms are highly suitable for all sizes and types of businesses.

FAQS

Who uses virtual data rooms?

Companies involved in mergers, acquisitions, fundraising, IPOs, bankruptcies, and other deals that require sharing sensitive data.

What types of documents are stored in virtual data rooms?

Financial statements, tax returns, board minutes, intellectual property, supplier contracts, and more.

How does a virtual data room work?

Users are granted secure login credentials to access restricted documents pertinent to the deal. Activity is tracked and monitored.

What are the benefits of a virtual data room?

Enhanced security, efficient document sharing, detailed activity reports, ease of access for authorized users anywhere globally.

How is a virtual data room more secure than alternatives?

High encryption, user authentication, granular permission controls, and audit trails prevent unauthorized access and leakage.