The past year has taught us that working from home in a fluid state is not impossible. Working from home has been put into effect and adopted by most countries and businesses across the globe. This is because online collaboration has been made easier; thanks to virtual data rooms. A virtual data room allows you to store, manage, and share data online. You may think they’re just another cloud storage solution, but they’re more than that.
Cloud storage is everywhere and is often taken for granted. Most people use it for storing personal files or pictures of their vacations. Your confidential business information should be stored more safely and critically. That’s where virtual data rooms (VDRs) come in. They offer a higher degree of protection for confidential data. VDRs are commonly used by businesses that are merging or other joint projects that require access to shared data.
Different businesses, regardless of size, can utilize and enjoy the advantages of setting up a virtual data room. Here are six reasons why you and your company should start making use of a VDR.
- Easy Document Retrieval and Organization
A virtual data room allows users a quick and easy way to retrieve necessary data or documents anytime and anywhere. This setup will assure employees that what they’re working on will always be available. There’s no need to track down documents that are filed or archived in a physical filing cabinet in a physical office. Also, for companies with employees working in different time zones, this is a valuable advantage. This allows everyone to stay productive for more hours.
The organization of data is also highly customizable. Managing huge volumes of data can be tedious and time-consuming. Implementing specific data management can help improve your processes. With the help of a data conversion company, you can digitize any paper-based document and present information to your clients in an effective manner.
Using features like keyword searches, you can quickly view and process information, expediting your transactions. The virtual system can also be set to notify users when an updated version has been uploaded. With any business, keeping countless records and staying organized is vital for success.
- Data Safety
Perhaps the key feature of virtual data rooms is the effective security measures that are in place to ensure all confidential documents are protected and only accessible to specific users. It is no secret how critical cybersecurity is to businesses as there is always a threat of cyber theft. Now more than ever, businesses have to take effective measures in safeguarding their information.
The virtual data room can be set to have different levels of access depending on a user’s security clearance. This is essential for companies to uphold compliance with regulations protecting proprietary information. The virtual data room can be divided into different areas, each with a secure login to prevent unauthorized users from viewing certain information.
- Customer Support
Not only do virtual data rooms keep vital information safe, but most VDR providers offer customer support. They have dedicated experts available to help support clients should any issues arise.
Providers offer different levels of customer assistance. Some providers offer 24/7 support, while others offer more limited contact. There are also other ways you can get in touch. VDR providers offer a range of contact methods from email to phone to Skype connectivity.
- Data and User Activity Tracking
Virtual data room hosts understand that regulating access to data is just half of the puzzle. You also need tools to track the movement of information. With their insights or dashboards, you can easily track data and user activity.
It’s best to keep key administrators or even project participants updated by creating customized data room activity reports. Make sure to go for a provider that allows you to monitor activities to know who, when, where, and how many times a file has been accessed.
- Customizable and Expandable
Would you want a data room that’s designed just for you? Virtual data room hosts offer a custom design that perfectly fits your business requirements and processes. No project is too big or complex. They can make it work for you.
What makes a virtual data room a versatile and amazing tool for businesses is that it can be customized for any company— no matter the size and type of business. Virtual data room providers allow clients to have the specific features they need to facilitate seamless transactions.
A common feature among good virtual data room providers is they regularly upgrade their tools and services with up-to-date technology and security features. Good providers are keen to listen to their clients and gain insights from their feedback for future development.
- Budget-friendly pricing options
You have your own distinct needs when it comes to data storage space, the number of users, and customer support requirements. Good virtual data room providers offer transparent pricing options that meet your business needs.
Formerly, costs depend on the number of pages, users, security features, length of time the documents are available for viewing, and other factors. Nowadays, costs have come down. Most providers charge by the page. Much of the expenditure is in the initial scanning or gathering of documents and in building the system. After that, server space for the site is fairly reasonable.
Conclusion
There are many advantages of a virtual data room compared to a physical data room. With a variety of benefits, a virtual data room is a must to any business as it provides a safe, customized, and productive space to store information. Any organization needing to manage confidential information most securely and efficiently should look for one.
In this time, virtual data rooms are a necessity especially for data-driven businesses to function efficiently and make a lasting impression on their clients. If your business still relies on a physical data room, it’s time to switch to a virtual data room. It’s time to get an added advantage over your competition while improving business efficiency. Equip your organization with the highest level of security available.
