What Can a Data Room Be Used for?

You need to collaborate with colleagues on a large number of sensitive documents. And they're in different companies, and their offices are far apart. How do I organize all this?

What Is a Virtual Data Room?

A virtual data room is a secure way for companies to share sensitive documents with each other. An internet site, usually created for some specific period and purpose, provides authorized people with access to a secure document database, in accordance with their rights.

Why Do Companies Use a Data Room?

Initially, virtual data warehousing was created as an alternative to traditional physical data warehouses during due diligence during mergers and acquisitions (M&As).

Before the era of widespread broadband Internet access, people were familiarized with the documents by looking at them one by one.

The seller allocated one room to the torrent, into where folders containing paper documents were destroyed, and recorded the loss of rent or lost profits from the misuse of the room in the expense item.

To speed up the process, a schedule was made for visiting the premises and looking at documents for potential buyers (the bidder). With a large number of them, this significantly increased the time of transaction.

If the bidder was from another city or country and its representatives were happy to travel to world cultural centers and reluctant to industrial regions, spending money to increase business trips, they would be willing to go on a business journey to these locations.

The virtual data processing room solves these three problems by allowing you to access documents from anywhere at any time.

Currently, data room services accompany the activities of organizations across a variety of industries.

Who Needs a Data Room?

What is a virtual data room? And why would I want to use one?

When a company needs to share confidential information simultaneously with several people, they should use a private channel for each person.

  • analysis of corporate reporting;
  • creating an archive of files
  • conducting an audit;
  • IPO;
  • Search and provision of financial information for investors.
  • Factors When Buying a Data Room

    When selecting a data room, several important factors must be considered.


    It's important for you to know that this aspect is the most interesting to you. You need to choose a developer who keeps all the information himself, so he doesn't pass it off to subcontracted developers. Of course, certification. Plus reviews, customers, and so on.


    Developers usually base their pricing policies on the location where the VDR is located and the length of time the VDR will be open.

    Some law firms specializing in mergers and acquisitions might be able to afford to purchase their own video conferenced systems. If you need VPS for one month, use services that offer monthly plans. If your business is growing quickly, it may not be feasible to have all of the equipment necessary to support a large number of employees working from home. In this case, you can rent a virtual private server (VPS) instead.

    Convenience and usability.

    It is important to consider the format of files that your system can work with. If you work with foreign transactions, it is important to ensure that VDR is open 24/7 and supports multiple languages. If there is a free demo, pay attention to whether there is one.