Virtual data rooms are cloud storage systems, but unlike the regular cloud storage that everyone uses, VDRs are more specifically tailored and provide more security than the normal cloud storage. This is why a virtual data room is much more secure than an email or conventional cloud storage.
Why a virtual data room is much more secure
These days businesses have gone beyond borders; requiring business meetings and engagements to be organized over the internet between distant parties. A Virtual Data Room (VDA) makes it possible for individuals engaged in any business or professional interaction to discuss, exchange, and review documents securely online.
With VDAs, privacy is also guaranteed as no third party – expect those granted access – can get into the virtual meeting room which is what a virtual data room actually is.
Reasons why a virtual data room is secure
Protected document preservation and exchange
Emails can be hacked through phishing attacks which make it an unsecured medium to preserve or exchange vital documents. Conventional cloud storage can also be breached by anyone with the right skills and software. But with a virtual data room, due to its high level of encryption, hacking and unpermitted access to confidential documents and content is restricted; making VDAs a much more secure platform for document preservation and exchange. With a VDA, you can store and preserve a document for eternity.
Control and monitoring
Operating a virtual data room allows you to control and monitor confidential documents being shared with third parties by your staff. Unlike physical document storage rooms, a VDA affords you the added security advantage of being able to monitor all exchange of content with outside parties. It also grants you the leverage to restrict what confidential document to be shared outside your organization and what shouldn’t. With a VDA, you are always in the know of who had access to what document and who it was shared with.
Limiting access to what can be done with a document
With a virtual data room, you can limit the access of a permitted user. A VDA gives you the ability set access to specific documents according to security clearance. Documents can be set as read-only with print access disabled. Documents can also be codified to restrict editing. So, a third party might have access to view a document but will not be able to download, print, copy or edit the document unless such access is granted to the user or third party by you or the administrator.
Most VDA is programmed to automatically watermark all shared document. Of course, this feature can be enabled or disabled depending on desirability. By watermarking a document, VDA helps you prevent document theft even when access to copy or print a document has been granted to a third party.
Engaging in business interactions, negotiations, and exchange of data, information and documents is always a tasking process for businesses and business owners as documents tend to go missing during these exchanges. As a business owner, you will agree that anxieties of security leaks are always present during data and document exchange, particularly during a merger and acquisition process.
Having the ability to manage document exchange and also to control what can be done with such shared documents by third parties is one capability you would want to have as a business or professional individual. A virtual data room gives you this advantage in a most secure and privacy guaranteed fashion.