A data room can provide an unsecure environment to share confidential business documents with partners, investors and other stakeholders. It includes features such as watermarking, auditing, as well as more specific settings for access control. Be aware of the security features offered by the vendor, and whether it can support the file formats used by your team when selecting a data-room vendor.

Some providers also provide additional security features, such as auto-indexing or fence view. Look for a solution that lets you synchronize your FTP, desktop or other storage devices with the data room. This will enable easy and quick organizing. Find out whether the data room comes with an multilingual search tool as well as OCR to search text in PDF documents and images.

It is important to know which service provider can redact certain fragments or even the entire document. This feature is able to protect sensitive information by removing personal data from images or PDFs.

Some of the top VDR vendors offer extensive reporting and analytics features which allow you to track the activities in your virtual data room. Find a solution that can keep track of all uploads, downloads, and viewings of files as well as providing you with custom reports based on the activity.

A trial-free offer is another option you should be looking for. It lets you test premium features such as data uploading, innovative collaboration and security features without committing in advance. iDeals offers a 30-day trial that allows unlimited preparation time, two admins, 500 MB storage, file encryption and dynamic watermarking, as well as basic digital rights management system.

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