It is understandable that virtual data rooms may seem like a complicated software when compared alongside generic online platforms such as Dropbox. Their extensive features and intuitive interface can leave a beginner feeling intimidated by the extent of tasks that can be accomplished and the amount of money they can potentially cost during a longer project.

While these concerns are valid for anyone dabbling in new software, the practicality of a VDR can outweigh the hesitation in the initial investment so that more functions are being performed with increased security and a higher sense of control on the part of the user. No one wants their important information divulged, even if it is as innocuous as corporate minutes or field notes. Security should be expected and easily attained for even the smallest tasks. This article will highlight a few practical uses of a data room for any inexperienced beginners.

Document Storage

The most basic use for a virtual data room, if for nothing else, is document storage. The key function to take note of with this is not just storing documents, but housing them somewhere safe and impenetrable so that they can be viewed by whomever you or your company invite onto the platform. Most commonly, this is implemented for mergers and acquisitions, from the buy side or sell side as they attempt to perform their due diligence on a certain company.

A VDR is the easiest way for information to be shared back and forth while simultaneously keeping track of whoever views it. For deals as arduous as M&As, it is evident why enhanced security is needed as vital financial and company information is being accessed by multiple users within the virtual data room.

However, a VDR is just as easily utilized in a more simplistic way for anyone who wants to ensure their information will remain safe. Perhaps by a marketing company sharing confidential client information with a remote copywriter. In this scenario the client’s data can’t be leaked without the marketing company’s knowledge and the copywriter is still able to do their job outside of a dedicated office.

This provides boundless opportunities for individuals to launch their careers from home or even from different countries. The cloud-based platform means we are no longer susceptible to the impact of space and time on our abilities to remain effective overseas. Projects can be completed faster and from the comfort of your own home if necessary, making virtual data rooms a contemporary alternative to the mundanity of traditional office life.

Global Document Exchange

This leads to another basic use of a virtual data room which is exchanging documentation on a global scale. More and more companies seem to be moving towards remote employees and attempting to expanding their reach to various countries around the world. With this change comes the unavoidable need for reliable and quick communication amongst colleagues and clients. A company’s strength lies with how cohesive its associates are and without an online platform working alongside them there is no way to facilitate their virtual success.

A VDR is one way to help a company remain connected even when working from different parts of the globe. The effortlessness of uploading important documents to be viewed at any time by only select individuals is a simple feature, but undoubtedly vital in keeping a company undivided in their ventures. Not only is information kept secure, but also easily accessible with templates that can be modified to a user’s preference.

The transition to online employment seems inevitable at this point and virtual data rooms are only the tip of the iceberg for how companies and clients will remain connected. The control of their vital and confidential data is left to their discretion and the details taken care of by their provider, ensuring that projects are completed smoothly.

Anyone who may be slightly intimidated by the notion of virtual data rooms should first discover the most basic uses of the software and understand how they can benefit their company in even the simplest of tasks. Whether it is exchanging company financials, sharing client data for internal use, or even safely storing years’ worth of company minutes – the capabilities are endless and the functionality of reputable VDRs and their providers is compelling.