www.dataroomconference.com/what-to-expect-from-the-data-room-solution
Data rooms are a safe and convenient method of sharing documents securely with clients investors, partners or employees. With so many people who are looking at the same files it can be difficult to track who saw what. Here’s how to make sure that data remains where it belongs – in the hands of authorized users.
Decide what documents to include prior to uploading, determine what documents should be included in the data room. Create an organization structure that is reflective of 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 ensure that you are organized and reduce the risk that sensitive information can end up in the wrong hands.
Set the permissions and restrictions for access Use granular security settings to limit who is able to view or download files within the dataroom. For the most secure data rooms, you should look for multi-factor authentication and other high-quality security measures to keep unwelcome third parties from getting access.
Monitor usage: Once the data room is created it is important to monitor activity using features such as audit logs and reports of user activity to track who has viewed what documents and when. This gives administrators the ability to track any issues that may come up during a deal and respond to any issues.
Keep your stakeholders informed: Send personalized email notifications based on frequency from the dashboard of your data room to keep everyone on track on tasks, Q&A discussions and deadlines. Find a service that offers flexible subscription plans. This will allow you to easily upgrade or downgrade features or storage in accordance with the requirements of your business.