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Virtual data rooms (VDRs) have become an invaluable asset for businesses in recent years. In an era of increased security and compliance regulations, the ability to store and share sensitive documents in a secure environment is essential.
However, not all VDRs are created equal. Some features are more important than others when it comes to protecting your sensitive data and organizational assets. In this article, we are going to discuss the top four features of a virtual data room that every business needs.
1. Artificial Intelligence
There’s a lot of paperwork involved in everyday business processes and dealings. This paperwork is shared back and forth between a lot of personnel within and outside the organization. A single person or a manual system cannot handle such a level of paperwork.
That’s why artificial intelligence becomes a vital part of a VDR. Artificial intelligence (AI) allows users to keep everything organized so they can make sure no two documents fall under the same category with the same names.
Artificial intelligence in a VDR also allows you to search for a specific document in a directory. When you’re typing and searching for a specific file, the AI search makes it easy to recall the exact file you’re searching for.
As a business owner, one of the most important things you’ll need in a virtual data room is the ability to track everything. This includes team members and managers logging in and logging off from the system and the changes within files and documents.
The tracking within a virtual data room will also enable you to see how much time was spent on viewing a document and which document or folder was viewed the most. The tracking feature also enables you to see which files your clients view the most.
This allows you to have an idea about what they’re interested in, so you can make an informed decision to cater to their needs. If you want this ease of tracking and security within a data room, you can visit https://www.firmex.com/ to see a range of VDRs available for your business.
3. Drag and Drop File Upload
If you’re an average computer user, you might have noticed that certain programs allow you to upload a single file at a time. This is not efficient if you want to upload multiple files. Fortunately, virtual data rooms have adopted the drag-and-drop feature, and you can just drag multiple files to the screen and upload them to the data room.
Many data rooms also have the feature to sort files by date and time, so you’ll see an organized view when searching for a recent file in the directory.
4. Live Chatting
When your teams are not in the same office or area, and you want to hold a meeting about something urgent, you can use the live chat feature of data rooms. This way, multiple team members will be able to send and receive messages in real-time.
This will not only increase collaboration but will also help with version control issues. Moreover, data rooms have end-to-end encryption and the best antivirus software to keep the information within the room.