A virtual dataroom permits companies to upload multiple files to be saved, then manage them. The information is accessible anytime, anywhere and securely transferred through the internet. This aids in managing projects and speeds up the whole process. Furthermore, it helps eliminate the need for physical meetings and reduces overall costs and the amount of paperwork that has to be printed and stored.
The most frequent use of VDR is when a VDR occurs during the due diligence phase of a merger acquisition deal. This requires the sell-side to communicate with potential investors and the buyers in a secure and safe environment. This can reduce costs as buyers and sellers do not have to travel to review the documents. The seller also has the ability to manage user permissions in a secure manner.
Investment bankers also use VDRs to prepare for IPOs and capital raising as and M&A transactions. Virtual data rooms are great for these types of processes, which can require a large amount of document sharing. The ability to create a checklist function within a virtual room allows users to keep records of which files were viewed and which have not.
In addition it is possible to track all activity that takes place in the data space by using an audit trail. This includes the date a file was viewed, by whom and how many times. This information can be used to spot suspicious behavior and prevent leaks of data. This functionality is especially important for large projects with a number of individuals involved.