Setting up your data room is an important step to ensure a successful project. The user interface, file type and size limitations, as well as storage are among the most important factors to consider. Also, look into the compliance features and what type of auditability you get with the service. Compliance features lower the possibility of fines as well as legal actions, and even closure of your business.
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The way the data room is organized and indexed is another consideration. The way files are organized, named and in what format are uploaded will have an enormous impact on how easily they are later found. For example, separating text documents into PDF format, and financial documents into Excel will make it easier to view and manipulating the files. When naming the folder or file it might be beneficial to include the date the file was uploaded, as well as any other relevant information.
Maintaining a current data room will make it easier for you and your investors to save time, especially when it comes to due diligence or a potential deal. It also shows that you take investor communication, transparency and trust seriously.
When selecting a service make sure that the service provides granular permissions which allow you to restrict the types of files that users can view and download. Also, ensure that your provider can encrypt your files throughout storage and transmission. This will improve the security of your project. Other features that enhance security include a configurable timeout which shuts down a user’s session following a specified period of time, if the user does not log out. Multi-factor authentication is another feature which will increase security.