What is a Secure Data Room?


Secure data rooms are an online collaboration platform that facilitates due diligence, speeding up timelines in M&A and other deal making while ensuring security. It enables buy-side and sell-side teams to manage the entire cycle of transactions from beginning to end with confidence.

What makes a secure dataroom different from file-sharing sites such as Dropbox is the fact that it’s targeted towards the business market and allows users to be organized and permissions to be assigned at granular levels. Analytics can also provide information on the use of your data (e.g. when, how and from where the data is accessed. Some also come with more advanced features such as the ability to block downloading and copying (a major no-no) or even displaying documents on a screen which cannot be captured. Many useful reference have industry-leading encryption technology that can scramble sensitive information and use multi-factor authentication to ensure that it’s the person trying to log in that is seeking access to the information.

Most secure data rooms also permit download of documents for offline viewing in PDF format. However, if you let users print these documents to physical printers or allow them to save them to file drivers for other reasons, they will lose the security that is provided to the original data in the virtual data room.

If you are able to extract these downloaded files from the data room or other systems and then open them on a computer, without being connected to the Internet this would defeat the purpose of using an encrypted data room for M&A due diligence compliance, litigation, and other sensitive documents that need to be locked to devices and not transferring to servers. This is the reason we recommend using a DRM system that locks documents to devices instead of to servers which makes it impossible to extract them from devices or share them with others.

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