How to Choose a Data Room Provider

A virtual data room (VDR) is a highly effective tool to streamline mission-critical operations and processes, eliminating bottlenecks, and guiding them towards the desired outcome. However there are many differences between VDRs. VDRs are made equal, and selecting the wrong one could expose your important documents at risk of unauthorized access, theft, or loss.

To ensure you select the most appropriate option to your needs, look carefully how a service compares to other vendors on these important criteria:


One of the most significant and most often overlooked differences between VDR providers is their pricing structure. Many legacy providers charge on a per-document basis and, while this might work for small-scale projects that have well-defined document structures but it's not ideal for larger, more complex deals or M&A due diligence. The flat-rate pricing offered by newer providers is a more attractive choice for large projects as well as long-term contracts. The flat monthly charges typically include unlimited pages, users and storage.

Permission Setting

The degree of permission settings in a VDR will greatly affect your ability to comply with confidentiality commitments and prevent miscommunications. Look for options such as "view only" and the ability to set watermarks so that they can be disabled to prevent downloads of files that are intended for consultation only. Explore detailed activity logs to help you identify workflow roadblocks and assess the level participation in your team.


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