How to Reduce the Risk of Data Loss and Hack Attacks by Securing Your Files in a Virtual Data Room

Data and documents are increasingly available in digital form, and information flows are almost exclusively virtual: secure content collaboration is one of the central challenges faced by many companies.

How to keep sensitive data secure with a data room?

In the age of digitization, secure content collaboration is indispensable for many companies – particularly for sectors such as finance, fundraising law, and healthcare, in which strict data protection regulations apply. These industries are faced with the challenge of finding intelligent collaboration solutions that, on the one hand, allow the best possible data protection when exchanging data and, on the other hand, still offer partners, customers and colleagues the convenience of digital collaboration. The requirements in these industries often go far beyond the needs of the General Data Protection Regulation (GDPR) – standard file-sharing solutions cannot usually meet these requirements. There is no way around a solution for consistent and secure data exchange that is not only easy to use but also individually adaptable. To protect confidential business data from loss, manipulation or disclosure, technical solutions are required that reliably prevent any unauthorized access – including by operators and admins. Virtual data room software is a reliable alternative for operations with business-critical data.

The data rooms make it easy to share files, organize your documents, and track time spent on projects so you can easily skip unnecessary tasks. The software allows you to access important information about your company with just a few clicks on any device and at any time. This way, you can save time and focus on the actual business.

Data room software for fundraising operations

Many entrepreneurs know that attracting investors to finance their businesses is not easy. For startups and large companies, participating in multiple funding rounds is one of the keys to growing a business. Fundraising typically involves sharing a lot of data and documents, especially during due diligence. During these fundraising phases, data room due diligence may be used to facilitate the necessary disclosure of confidential information. Management teams on both sides of the contract can sigh relief as data room software provides better control and oversight.

The main tasks of the investor data room are:

  • entry and storage of a large volume of documents of a variety of formats;
  • ensuring accounting and reliable repository of documentation;
  • access control to documents;
  • organization of operational search for documents on attributive information and the content of documents;
  • providing funds for accounting for documents.

Finally, robust security measures are essential when transferring business data when companies need to securely exchange documents with service providers, potential investors, other third parties and even internal employees. Data room makes this process much more straightforward, faster and easier. Perhaps most importantly, stakeholders should be less concerned about their information being stolen or misused.

Why do companies choose a data room to share sensitive data?

There are the following reasons to explain the popularity of data rooms in business:

  • A comprehensive platform. Data rooms can be used in different ways. You define the application scenario yourself. Due to its multifunctionality, the secure data room is used by various companies, from product companies to large investment institutions.
  • In-depth access control. The creator of the virtual data room has the highest level of access. He also determines the hierarchy of the users himself. It ensures tracking of changes.
  • Protection of Confidential Information. All documents uploaded to the software are marked invisibly. In the event of a leak, the compromised data can be traced back to the source of information. The invisible mark is much more effective than a watermark