Data rooms can be used for many reasons and situations. However they are typically employed in mergers and acquisitions. A data room is a safe repository in which each party to a transaction can access and review information. It’s typically configured to have various security measures, including firewalls and encryption to guard sensitive information. The most common use of a data room is sharing financial documents such as legal contracts and sensitive business data.
Many data rooms cater to M&A deals and offer a variety of features designed specifically for these types of projects. Some are expensive, however some offer subscription plans that permit unlimited users.
Data rooms are often equipped with a well-organized folder structure and a search engine that can find keywords and phrases both within the file’s name and content and also the ability to add notes or comments to a document. It is essential to include a tool for Q&A so that users can get answers and ask questions in a collaborative environment.
Other common features include a watermarking feature that displays who has viewed or modified files as well as an auditing feature to monitor changes and activity as well as a granular level of permissions for groups and individual users. Some data rooms also have an advanced function called “redaction,” which blacks out parts of files so that personally-identifiable information isn’t shared.
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