The virtual dataroom (VDR) is a useful tool to share, store and/or analyzing information by multiple parties. Certain tasks, however, require something more. Due diligence in M&A requires a solution which is more than just secure storage of documents. It should also provide additional tools to collaborate and manage projects. This type of VDR is often called a lifecycle management tool and some providers offer solutions designed to help with the entire M&A deal process, including due diligence NDAs and document expiry, reporting, and more.
The first step in choosing the right provider is to look at the kinds of documents and files that you’ll be sharing, uploading, or reviewing using the software. It’s also important to determine the kind of features you’ll require for security, like dynamic watermarking, to protect against illegal copying and document encryption remote access revocation, even after downloading and the ability to create folders to restrict access to or permissions.
Another consideration is cost. Some data rooms use per-page pricing which can be expensive when you have a large quantity of documents to share. It is best to find a service that offers the opportunity to try the software before committing to the plan.
In the end, you’ll need to ensure that the company you choose provides a comprehensive audit trail that records all user activity. This will let you know how long each user spent on each document as well as the location they clicked on the file. Some providers will provide reports for each groups of users or other charts to assist you in understanding the stats.