How to Select a Document Management Virtual Data Room
It is crucial to consider several aspects when choosing a virtual data room for document management. VDRs should be able to meet the specific needs of your business, such as the ability to modify the interface and include extensions such as Word, Excel and PowerPoint. Other important features include the ability to grant granular permissions, audit logs and a robust search function. In addition, ensure that the VDR can safeguard sensitive documents by using tools such as the fence view and dynamic watermarks which stop screenshotting and unauthorised sharing.
Once you’ve narrowed down your choices now is the time to start comparing providers. Begin by looking at their websites https://www.affordableboard.com/document-management-best-practices-how-virtual-data-rooms-can-help-your-business/ and looking at their reviews. Find a mix of reviews from both past and present users and also professional review sites like Glassdoor. Choose a service with an easy-to-use and visually appealing interface, as and a variety of options for downloading and uploading files. Make sure they have free webinars, or any other material.
Create a clear hierarchy of folders to arrange your files and documents in your VDR. This should comprise a variety of “main” subfolders and folders for categorization along with standard document names and an index. Set granular permissions so that only the right people have access to the information. It’s also a good idea for users to be guided through the VDR through regular training sessions and detailed documentation. Also, ensure that you regularly delete outdated documents and update permissions as team members shift roles.