The security of your sensitive data depends on how you store and share it. Paper-based storage is rare in business these days because most companies have already digitalized their business, but there are a few nuances and misconceptions here as well. One of the best ways to store and share documents and make transactions is through a virtual data room. These spaces meet modern security standards and have many useful tools to protect them. In this article, we’ll take an in-depth look at why VDRs are considered secure.
How do you currently store your documents?
With the advent of the internet, document sharing and storage have certainly become several times easier. The global network has made it easier for us to communicate with other users at any distance and allows us to do so quickly and efficiently, but every coin has another side that leads to problems arising from this innovation. That is why nowadays every user must take care of his cybersecurity because of its constant threat. One wrong step or human error can lead to a security breach and lead to unauthorized access and worst of all, data leakage.
For a company, a data leak is an irreparable event, and even major corporations such as Yahoo and eBay have fallen victim to these attacks. No one can be completely safe from such a thing, but they can do everything they can to protect themselves. That’s why it’s more important than ever to review your document storage and sharing practices and work on improving your company’s security before it’s too late.
Why is VDR the best security solution?
Data room virtual is by far considered the best security tool to protect your sensitive data and control access to it during storage, review, sharing, financial transactions, and so on. A sophisticated space mechanism facilitates your work and speeds up many processes without making you worry about the security of the company. So, for example, everyone knows that during transactions, especially mergers and acquisitions, there are large volumes of documents circulating with unauthorized third parties, and it all happens outside of your company. Data rooms support you through all of these processes and provide a balance of accessibility and control.
But a virtual data room is not only a robust security method, it’s also a great management tool that provides flexibility and ease of use of space, provides ease of navigation, and doesn’t require too much time spent learning how to use the tool. VDR helps you quickly and easily organize all the data within the program through drag-and-drop, bulk loading, automatic indexing, and document formatting.
VDR allows administrators to keep track of what’s going on within the program, and you can see who accessed the documents, what else was done to the document, and even the time when it was done.
The leading data room providers also help the organization reduce the risk of human error, i.e. they allow you to set permissions for documents at the group level or for each user separately. So you decide who can or cannot take various actions to documents, you can prohibit printing, copying, editing, and forwarding the document. Installing dynamic watermarks is also one of the advanced anti-data leakage features, they allow you to track documents that have been downloaded or forwarded to another device, and if the agreement is not respected can help in litigation.