Data rooms are a safe and efficient way to share documents securely with clients employees, investors, or partners. However, with so many people who are looking at the same files it can be difficult to keep track of who was able to view what. Here’s how to ensure that the data stays where it should be – in the in the hands of authorized users.
Determine what should be included before uploading: determine what documents should be included in the data room. Create the structure of your folders that reflects your business or transaction. Label the folders and documents to make it easy for users to locate what they’re searching for. Consider creating a due-diligence checklist to maintain organization and decrease the chance that sensitive information will get into the wrong hands.
Set permissions and access restrictions Use granular security tools to limit who can view, print, or download documents https://dataroomconference.com/box-secure-file-sharing-platform-review/ in the data room. For the most secure data rooms, you should look for multi-factor authentication, as well as other industry-standard security measures to stop unwelcome third parties from getting access to the data room.
Monitor usage: After the data room is created it is important to monitor activity using features like audit logs and reports of user activity to track who has viewed which files and when. This allows administrators the ability to monitor any issues that might arise in the course of a deal and react in a timely manner.
Keep stakeholders up to date: Send out custom emails based on frequency from the dashboard of your data room to keep everyone on track with tasks, Q&A threads and deadlines. Look for a company that offers flexible subscription packages. This will allow you to easily upgrade or downgrade functionality or storage in accordance with your business requirements.