Thanks to data rooms, storing and sharing files online has never been easier than it is today. However, not every VDR is the same as each offers different features, and the one you choose depends on what you want for your business. To make your search easier, here are vital factors you should consider.
1) Security
You may consider this as an obvious factor to expect in any virtual data room, but certain features may be missing in some. Therefore, it is important to check that the product you are going for has important features that will offer your most sensitive documents the security they deserve. Two-factor authentication, audit logs, data encryption, dynamic watermarks, and SAS certification are some important features to look for.
It is vital to prevent unauthorized personnel from accessing your company’s files not to leak important information. It would help to control which document users can edit, download, share, or print. Without effective security features, it would be hard to safeguard information.
2) Customer Support
You can assess how the customer desk responds as you contact your provider. Check if it is a voicemail message you get or a real person answering you. It is essential to have a person you can reach out to at any given time because a problem may occur which needs an immediate response.
Look out for a data room provider who offers you 24/7/365 customer service. You can also lookout for a section with FAQs and instructional videos, which can be beneficial if you are stuck on how to operate a certain feature.
3) Easy To Use
Nothing is frustrating like having a product you cannot use without a technician guiding you. Some data rooms are complex to use, and it is essential to choose the one you can operate with ease. You can go for a provider offering you a free trial, so you can know how to install and see how long it will take to start and run.
As you try the interfaces, go for user-friendly ones and require an easy implementation process. As a business person, you do not want to waste time fixing difficult features or running to a technician every time you are stuck.
4) Price
Each service provider offers a specific pricing structure for every product. Some may have a lower price to attract customers, but it is essential to know what you are looking for before falling for the bait. Also, going for the highest-priced commodity does not always guarantee you excellence.
A data room may be cheaper but offer your business all its needs. As you consider pricing, consider features, users, or extra storage as they may attract an additional fee. Go through your contract first before signing, so you do not end up spending more than you had budgeted for.
5) Reputation
When looking for a data room provider, it is good to learn what their clients say about them. However, reading reviews on a website may not be enough, and you may have to take a step further. You can read review websites that offer genuine information on various providers.
You can also ask for references before purchasing so you can ensure the reputation of a provider you want to work with is a good one.
