Best Practices for Data Rooms

A well-organized virtual repository is essential for any business whether you’re pitching investors, closing an M&A deal, or sharing data with partners. Investors don’t have the time to sift through a mess of documents or deal with files that aren’t correctly formatted. They want professional presentation of their sensitive information that is easy to read on any platform.

To improve your workflow and provide third parties with the most accurate and up-to-date information Use these best practices for your online repository:

Uploading and organizing files

Utilize operating procedures to determine which documents belong in the VDR and the manner in which they are referred to. Consistent folder and name structures make it easier to locate and manage documents. Tags and metadata provide context to documents and facilitate search and filtering.

Permission Setting

Set permissions for different types of users (admins corporate employees investors, clients, etc.). To block access to the repository by anyone else, and enhance the security of the repository. If you have highly sensitive or confidential information, fence view mode is an excellent feature that prevents users from downloading, printing, saving, scanning, or taking screenshots of certain documents.

Monitoring Activity

Create customizable reports that can be delivered to project managers on a regular basis. For example, FirmRoom provides reporting that contains detailed document analytics making it easy for teams to monitor the level of engagement of users with the repository. This allows for a better follow-up with stakeholders and improves communication.