A well-organized repository for your virtual files is crucial for any business, whether you’re trying to convince investors, closing www.dataroomus.com/virtual-data-room-providers-secure-your-files-online/ an M&A deal or sharing information with partners. Investors do not have the time to sift through a myriad of documents or deal with files that aren’t correctly formatted. They want a clear professional presentation of their sensitive information that is easy to read on any device.
Follow these best practices for streamlined processes and provide third parties with the most up-to date information.
Uploading and Organizing Files
Utilize operating procedures to decide which documents are to be placed in the VDR and the way they should be named. Having consistent naming and folder structure makes it easier to organize and locate documents. Tags and metadata also provide context to documents, which aids in search and filtering.
Permission Settings
Set permissions for different types (admins corporate employees, clients, investors, etc.). to stop unauthorized access and enhance the overall security of the repository. If you have sensitive or private information, a fence view mode is a great feature that stops users from printing, downloading, saving, scanning, or taking screenshots of certain documents.
Monitoring Activity
Create customizable reports that can be sent to project managers regularly. For instance, FirmRoom provides reporting that includes detailed analytics for documents, making it simple for teams to monitor user engagement with the repository. This enables better follow-up with stakeholders as well as streamlined communication.