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A virtual data room is a device that provides secure, central storage for digital documents. This lets users share information with external and internal stakeholders. It also facilitates document version tracking and improved security.

Investment bankers use VDRs to conduct due diligence in M&A transactions. These transactions usually require multiple parties to look over large quantities of confidential documents. To ensure that a deal is closed, they must be able upload and review the documents that are confidential quickly. They also need an efficient storage space to store this sensitive data. A specially designed VDR makes this easy for to manage thanks to an organized folder structure and robust controls for document access that can be instantly revoked when a deal fails to go through.

VDRs can also be useful tools for audits and regulatory filings that require transparency with internal stakeholders as well as external regulators. These projects often involve lengthy collaborations between teams working in different locations and time zones. A specially-designed VDR allows you to collaborate, track the progress of activities and communicate with all stakeholders on a project-by-project basis without the necessity of emails or meetings.

When choosing a provider be sure to look for features such drag-and drop functionality as well as bulk uploads of files and support for the most popular extensions for files. You should know the degree of physical security the company provides, which includes offsite backups and redundancy. You should also check whether they provide the ability to apply dynamic watermarks on printed and viewed documents or set access restrictions for specific IP addresses.