Best Use Cases for Virtual Data Rooms

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 Online spaces are becoming the standard way of exchanging data. Faxing has mostly been phased out and other, similar platforms like emailing and peer-to-peer uploads have also been outmoded as new alternatives have risen in the open market. What matters most in the exchange of essential data within, or between, a business isn’t just the speed or scope of the packages: it’s security.

Virtual Data Rooms (VDRs) or “Deal Rooms” are areas where meetings can be conducted in a controlled setting. Only select individuals can gain access to them, which controls the spread of the information exchanged within. This is the new way to conduct business and is being utilized and innovated more and more frequently. It shouldn’t be neglected by any business that uses disclosure agreements or brokers deals out of public view.

Team leaders and vendors alike should make room in their infrastructure or plans for expansion for at least one VDR solution. It’s the long-distance alternative to the board room meeting or the secret lounge in the penthouse suite. It’s where the business deals of the future are done today.

What is a Virtual Data Room?

The specifics of a VDR come down to the technology behind them and their primary usage. VDRs are cloud computing solutions to private, clandestine data deals that use secured, encrypted access that can only be given by the main user — the owner — to various clients and partners. This privileged access-only parameter makes it more secure than email, which is shared with multiple recipients and with the storage server. What happens in a VDR only exists within that VDR and isn’t stored anywhere.

These services offer real-time data exchange in various forms. Some come with integrated video chatting or audio chatting, which allows clients to connect directly and effortlessly using their own devices. VDRs also take and dispense data in the form of documents that must only be opened by specific individuals. Once the VDR is closed down, the cloud service wipes it out, leaving nothing behind; reducing the risk of essential contracts being intercepted or leaked.

The VDR can’t be entered without permission and permission is only sent by the owner. Even the vendor, who distributes the software solution and hosts the VDR on their server, won’t be allowed in or know what’s going on. It’s for trusted eyes only.

Also read: Mainframes Still Matter in the Digital Business Transformation Age

Why Virtual Data Rooms are Relevant

Any major business has had at least one “email scare”, a message meant for one person sent to another, or to many, with a single misclick. Some of these are harmless memorandums or personal messages. Embarrassing, but not risky. Some of these emails have compromised major corporations in ways that they still haven’t recovered from yet.

Security is key. Leaks are happening more often than ever. Even major corporations keep losing secrets through their employees, or more likely, through interception. Email passwords can be guessed, or brute-forced with enough effort to let strangers into the intranet.

VDRs exist on an extranet. They are hosted by a third party and only exist temporarily. No information is stored that can be leaked. It all goes to the eyes that were invited to see it. This makes it essential in financial dealings, acquisitions, mergers, and other major business decisions that can’t go public without careful preparation.

VDRs are the internet equivalent of inviting clients over to a room with no windows, an airtight door, and no running electricity for cameras or wires to work in secret. They are digital vaults where information comes, goes, and are then sealed off completely.

Why Should You Consider VDRs?

VDRs offer an attractive proposition to your client. It allows them to engage in highly private deals and crucial, of-the-moment sales decisions from any place they feel safe. They can be at home, in their own office, or far away from anyone who could leak information — essentially allowing them to  conduct their meeting with their safety guaranteed. It eliminates the need to host a physical space and exchange printed, written data in the form of folders or documents. Those can be sent digitally and read on a device of the client’s choosing.

The main benefit is safety. The extra benefit is the long-range potential it offers. Proper use of VDRs to set up appointments and meetings can, for example,  turn a local business into a regional one as they can invite new clients from all over to engage with them fairly and equally.

Using a VDR shows compliance with rising standards for security and communication. They are easy, straightforward, and give a secure place for a team to gather data and information together without using up all of the free space on their own computers or servers. It can help a team within a company or help gather a team of clients from outside.

Also read: 10 Ways Companies Screw Up Their Cyber Investigations

What Businesses Should Use a VDR

Any business that deals with confidential data should use one to handle the transactions in a secure way. This includes financial institutions that need to go over sensitive client information without including any outside members in the meeting. IPOs and real estate asset management are traditionally upheld through VDRs.

Tech companies can also make use of them to share and go over code or sensitive data that is essential to operations. Only the right eyes will see it and only the right hands will manage it. The same goes for clients who are trusting their precious code to only the most qualified professionals within an organization. Code isn’t something that can be printed and brought over in a folder. It belongs on a computer and must be shared between computers.

Any business that manages data in documents, legal firms, or financial advisors, can make use of a VDR. Those are documents that need to be always handled and controlled privately, and that privacy is hard to keep when they’re on a server that other people can access. Consider a VDR the lock on the file cabinet to keep all those folders and documents safely in your control.

The Future of VDRs

As long as there are security concerns, VDRs will continue to improve to meet those concerns. Security is the main struggle that the VDR seeks to overcome. There are many ways to send large pieces of data quickly between users, but one wrong move could send that data to hundreds who shouldn’t receive it.

The future of VDRs will be born through competition to see which service offers the most security and additional features. Chatting functions will become increasingly common so important meetings won’t have to be held on more public platforms like Zoom, which often suffer from connection issues and lack security functions.

VDRs will also become the future for many companies. Anyone who considers having private meetings to go over private documents can do that with a VDR without leaving their office or even their home. Having that much control over an environment will be a very attractive prospect for many clients as well who don’t want to or can’t leave their home but must conduct business regardless.

Virtual Data Rooms are set to become a standard of modern business and they will only improve with time.

Read next: Detecting Vulnerabilities in Cloud-Native Architectures

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