Common Use Cases of a Virtual Data Room Software Solution For Improved Business Communication & Security

Online data rooms are used by modern businesses to store and share sensitive and confidential corporate data securely and are most commonly used in transactions. So, for what deals and business operations is this software the most suitable? Here is more about it.

Data room software: how to improve business communication and security?

Numerous companies, investors, service providers, research institutes, and state institutions have to deal with confidential documents regularly and comply with legal and internal regulations. At the same time, it is important to ensure smooth cooperation between all internal and external project participants. Therefore, it makes sense to use the flexibility and speed of the internet to share and store information. But this also increases the risk of neglecting security aspects and losing control of confidential documents. This problem can be countered with virtual data rooms.

In addition, for companies, the full economic potential of their data usually only becomes accessible when they exchange it with employees, companies, and authorities via various end devices. Cybercriminals know this and prefer to use insufficient or unprotected data transfers as a gateway for their attacks. Virtual data rooms, via which data can be shared with customers, partners, or even colleagues from other locations, offer effective protection here. These particularly secure virtual rooms protect personal and other sensitive data from unauthorized access and limit access to defined recipients and recipient groups.

The most common use cases for virtual data rooms

After we have already explained the purpose of the data room software, we want to tell you at this point what they are used for and by whom. So, according to, there are the most widespread use cases of data room vendors:

  • Due diligence

Data rooms have their origins in the area of so-called due diligence checks. Because during these checks, a data room was often set up as part of the sales process, to which only the respective bidders and consultants had access to check the documents. Digital solutions only replaced such data rooms over time with ever-advancing digitization, which has many advantages.

  • Strategic partnership

Even when companies don’t officially merge and acquire another company, it often makes sense to partner with other companies to offer products or services or to invest in an entirely new company. As with most partnerships, these agreements undoubtedly involve exchanging a significant amount of data. So again, it is a situation where the use of a data room proves invaluable and gives peace of mind to executives involved in the partnership, knowing that all valuable data is protected.

  • Finance

In the financial sector, digital data rooms are usually also used to ensure the security of sensitive data. These can be documents about the processing of transactions or the sale of real estate, which should be protected from unknown access. The software ensures keeping digital property files, setting up access for interested parties, ensuring anonymous bids, and documenting transactions. It provides secure storage and exchange of confidential documents in areas such as asset management, tax or estate planning, trust, and investment advice.

  • Board management

The data room software minimizes the organizational effort in the board of directors or supervisory board office. In addition, the platform implements secure committee communication and cooperation and provides information regardless of location.

  • Biotech out-licensing

The data room is used to secure the out-licensing of research results, protect confidential documents (e.g., studies, dossiers, and sales documents), quickly identify prospective buyers, accept anonymous bids.

Cloud-Based vs. On-Premises VDR Servers

As a rule, government agencies and large companies store data on their servers, as this is justified by security considerations and meets internal requirements for speed and performance. But for most other companies, cloud-based and on-premises solutions are the best choice.

The Most Important to Distinguish in the Cloud-Based Services

Cloud-based infrastructure is a complex of IT resources that gives you complete freedom in creating any IT landscapes: virtual machines, virtual disks, and networks combined into an IT infrastructure within a virtual data center. IaaS – Infrastructure as a Service (or Virtual Data Center) for corporate clients, built on the platform of cloud-based services – a leader in the field of virtualization and cloud technologies.

Among the main advantages of cloud-based services are:

  2. THE HIGHEST LEVEL OF INFORMATION SECURITY. High level of information security management in the cloud, confirmed by certificates.
  3. TRANSPARENT RATES. Tariffs for cloud infrastructure, cloud-based services, and software licenses in the public domain.
  4. OPTIMIZED IT INFRASTRUCTURE COSTS. Instead of capital expenditures for the purchase and updating of physical IT equipment – planned operating costs.
  5. PROTECTION AGAINST FINANCIAL INSTABILITY. Payment without reference to the exchange rate. Pay for services in any way convenient for you.

The endless technological possibilities of the cloud-based platform open up to your business: hosting and data processing in 100 secure data centers in more than 60 regions of the world. The machines themselves can physically be in different places – this does not affect the convenience of users, since the client has access to one virtual server where the necessary information is stored. That is, the user does not see the entire server structure, and he does not need it, because the download and use are carried out through a special site or program.

The Main Advantages of the VDR Services Over Cloud-Based Solutions

The question of cloud computing and on-premises solutions is no longer as acute as it used to be. This may seem like a bold statement to experts who are used to thinking of the cloud and the indoor environment as two different universes. Let’s go over the pros and cons of cloud vs local storage so you know exactly what to choose when it comes time to make a decision.

Small, medium and large businesses are moving to cloud storage solutions because they can generally be considered optimal in several criteria, but there are also extreme cases where they are not ideal. The VDR is a fixed portion of the resources of one physical server. On the contrary, the cloud is built on the basis of several dedicated servers, and the configuration can be changed at any time.

The main advantages of the virtual data room services over cloud-based solutions are:

  • Increased power.

Use the technology and computing power of virtual data room services for ultra-fast development and flexible administration of business applications.

  • Protection against threats.

VDR has all the necessary tools to prevent and protect against threats, which are confirmed by the appropriate certificates in the field of data protection and security.

  • Security of your data.

VDR’s built-in management and services help you quickly and efficiently protect customer data, networks, infrastructure, and enterprise applications. The functionality of the data room provides ongoing protection and provides detailed analytics to eliminate threats in the early stages, including DDoS attacks.

How Much Should You Pay For Your Virtual Data Room?

The concentration of information on the virtual data room in one place allows you to reduce management costs, improve the quality of information analysis, and identify the causes of cost overruns and deviations.

Avoid Cyberattacks By Using the Virtual Data Room Plan

Due to the gaps and vagueness of interpretations in the legislation, many controversial situations arise. Often these situations are associated with a large number of unregulated issues and the lack of clear mechanisms for the implementation of the prescribed norms of corporate law, which has a negative impact on the transparency of corporations and the secrecy of information on transactions.

When it comes to cyberattacks and data breaches, we only see the tip of the spear. Threats will become larger and more sophisticated as technological advances benefit both sides. Along with the growing threat of cybercrime, companies that fail to comply with these requirements face harsher penalties. If you have a business, don’t put off implementing a solid cybersecurity plan. The last thing you want is a hard fine from a data privacy regulator or a charge of violating laws. The news of failure will sting and damage your stock, but a large fine can bury you.

The virtual data room is used to evaluate the synergistic effect after the merger/acquisition of companies and losses/acquisitions in the value of the company after the transaction as well. In foreign studies of a retrospective assessment of the effectiveness, they consider: accounting, market, and combined. The greatest efficiency in attracting financing for mergers and acquisitions is achieved through a well-structured financial policy of the company, aimed at implementing business development programs in general, and not at finding and attracting investments for only one transaction.

How Much the Virtual Data Room Will Charge from You?

Typically, data rooms will charge between $100 and $250 per administrative user. Before choosing a data room provider, it is important to check how many users the room will allow without charging extra. Based on international best practices for data protection and privacy, the VDRs have developed a security program to help customers work securely and take full advantage of our security management environment. The security and management processes have been repeatedly audited by independent third-party experts.

Among the main factors that influence the price of the virtual data room are:

  • Integration with Active Directory.
  • Support for Syslog/SIEM reports.
  • The ability to implement two-factor authentication.

Perhaps the factor that has the most significant influence on the data room price is firm size. The size of a company may be indicative of its competitiveness as an independent publicly-traded company. Conducting an IPO involves high and fixed costs. Therefore, for small private firms, the VDR can be quite expensive, with limited potential for returns from becoming an independent public company. At the same time, they can benefit larger companies willing to acquire them. This form of cooperation favors not only large companies but also small firms being bought out, as they can gain access to the brand, resources, infrastructure, and experience of the controlling company.

The use of VDR to finance the M&A procedure is optimal and profitable if the funds spent do not lead to a deterioration in the condition of the acquiring company (the target company must have a lower value than the initiating company). However, the use of exclusively own funds may lead to the risk of realizing the expected synergy, which lies entirely with the initiating company.

Importance of Virtual Data Rooms in M&A Transactions

The virtual data room in M&A transactions compiled in accordance with the company’s strategy allows you to clearly follow the set goals. Ensuring an appropriate level of project alignment and implementation in line with company strategy

How to Consider Your Organization Needs a Virtual Data Room?

The leaders of large companies today will not be able to fully function in the market without a minimum understanding of the business. And if you start making deals without this knowledge, this will lead to the fact that potential partners can make the contract more profitable for themselves. The question of the purchased brand after the merger. Often one firm buys another, which is more popular and has a “loud” brand. Then you have to make a decision – leave it or replace it with your own.

To meet data privacy obligations, companies must first understand where these rules intersect. Adjusting policies to reflect other regulatory requirements is key to covering all the fundamentals. If you are doing a horizontal merger method, it would be better to replace the company name with your own, and vice versa in a vertical one. In the second option, you were not competitors, and the area of ​​​​work of another enterprise is slightly different, so most likely it already has a certain reputation and regular customers. Organizations should consider the following:

  1. Make sure customer records remain accurate and up to date.
  2. VDR for M&A transactions is a great opportunity to expand your company, get partners and increase the scope of activities.
  3. The result of corporate takeovers is usually the division and subsequent resale of the object of capture.
  4. The M&A market faces difficulties associated with the lack of a developed legislative framework.

Therefore, the security of protection in M&A transactions at the initial level provides for an effective limitation of VDR. Controls authenticate the distribution rights of users and applications, restricting their access to the database. This includes granting appropriate user attributes and roles, as well as restricting administrative privileges.

Virtual Data Room Benefits for the Information Technology Department

Among the main benefits of the VDR for the information technology department are:

  • A single web interface for managing all the features: Data backup, data protection on mobile devices, collaboration with documents;
  • Reduction of external and intranet traffic – mail attachments are automatically converted into safe links;
  • Virtual data room, as a rule, does not require significant resources for implementation;
  • Simplicity and convenience of everyday use – there is no need for employee training.
  • Integrity and confidentiality. Personal data must be protected by information security measures to prevent leakage, alteration, or loss.
  • Accountability. This is a separate principle, according to which companies must document and demonstrate the compliance of the processing with the requirements of the GDPR.
  • In conclusion, it should be said that data privacy is not about secrets, not about the secret of information about a person, but about a person’s control over it.

Under no circumstances does the virtual data room disclose customer content, except as required by law or by a mandatory regulation issued by a government agency. If a government agency submits a request to VDR for customer content, it always encourages that government agency to request that data directly from the customer. If the data rooms are compelled to disclose customer content to a government agency, reasonable notice of the requirement will be provided to the customer so that the customer may file a protective order or another remedy if VDR is legally entitled to do so.