Security in Virtual Data Rooms: 6 Things to Keep in Mind

Keeping company files secure is a must for any business. These documents contain information that not only helps the company thrive, but also includes your employees’ personal files, their salaries, and home addresses. That’s why storing these documents in a specific location, protected from any external threats, is good for your business.

Of the many cloud storage solutions available on the market, only a few are able to provide complete file security. Virtual Data Rooms are built around the idea of ​​a secure document environment that can be shared with the outside world if needed. But what features should the best data rooms have?

1. Safety certificate

Virtual data room providers must have all the necessary certificates and security algorithms to make it as secure as a fortress. Take a look at the most popular virtual data rooms available on the market and compare what security certifications they have and what they really do with secure space.

If online file storage is built on the idea of ​​security, it also has tools that allow the client to make the space even more secure. These are usually permission settings, watermarking features, and two-factor authentication.

2. Permission settings

A secure VDR is designed not only for storage, but also for collaboration. That’s why it’s important to keep track of who has access to which files.

With permission settings, you can allow certain people to access selected documents. Thus, only the files directly linked to them will be available to them.

You don’t risk information leaks or privacy breaches, and you can be sure that only the people who need to view the documents will be able to view them. Virtual data room providers are sure of it.

3. Watermark Features

If someone wants to retrieve a file from the virtual data room software, these documents will have a watermark underlining who uploaded the file and when.

If there are any issues with leaking sensitive information, you can use the watermarking feature to identify a weak spot in one of your employee accounts.

It’s also much easier to keep track of what types of documents are printed and who needs to print them for management purposes. There are also options for the tool, depending on the needs of the virtual data room user.

4. Secure file sharing

As mentioned earlier, online data room software is not only a place to store documents securely, but also to share them with others.

The way they are shared must also be secure, and the virtual data room must be able to provide you with that security – through encryption algorithms and granting access to people with the appropriate authorization. And there shouldn’t be any privacy concerns during file transfer or file access, and you’ll need to check the virtual data room provider’s reviews to see how strong their security measures are.

It is a combination of tools available to the client and those built into the solution that makes the exchange of experience truly secure.

5. Two-factor authentication

When it comes to personal account security, one of the things you can be sure of on your side is two-factor authentication. Many hackers try to access your data and a simple old password is not enough.

The combination of what you have (authenticator) and what you know (password) is practically unmatched. A virtual data room must have this functionality to be a truly secure environment for storing your business files.

6. Support

If there are any issues while using Virtual Data Rooms, a good support team can provide the extra security you need. Any bugs in the software or simply mismanagement of the available tools can be corrected through a competent provider’s hotline.

When looking for a virtual data room solution, you should also be aware of the help you could get from the team – do they have a hotline or chat feature built into their virtual data room? Is there always a live representative available to help you?

Security in virtual rooms

Safety is critical in all situations. In the business world, this is one of the most important functions that any tool can have. That’s why the electronic data room, where all the company’s most important files must be stored, must be a secure environment. By looking through all the listed features and searching for them in the virtual data room market, you are sure to find a solution that suits all your data room service needs.