5 Key Features to Look for in a Virtual Data Room Provider

Gokul VaradhaGovern 365, Virtual Data Room

5 Key Features to Look for In A Virtual Data Room Provider

An Introduction to Virtual Data Room

A virtual data room (VDR) solution is a secure platform for storing and sharing sensitive business documents with external parties, such as potential investors or acquirers. There are plenty of virtual data room solution providers in the market, however, all VDR solutions may not be effective for your organization. Here are the 5 essential VDR features that you should consider when opting for a suitable virtual data room provider. 

  • Easy navigation: A VDR should be intuitive and easy to use, with clear labels, menus, and instructions that make it simple for users to find what they need and perform tasks efficiently. 
  • File organization: A good VDR will offer tools for organizing and categorizing documents, such as folders, tags, and search functions, so users can easily find and access the information they need. 
  • Customization options: A VDR should allow users to customize the appearance and behavior of the platform to meet their specific needs and preferences. For example, users should be able to change the layout of the interface, adjust notification settings, and assign permissions to different users. 
  • Security measures: A user-friendly VDR should have strong security measures in place to protect the confidentiality of the documents and data stored within it. This might include encryption, authentication protocols, and monitoring tools to detect and prevent unauthorized access. 
  • Support resources: A good VDR provider will offer a variety of resources to help users get the most out of the platform, such as training materials, support documentation, and customer support staff who can answer questions and troubleshoot issues. 

What are the benefits of using a Virtual Data Room Solution? 

There are several benefits to using a virtual data room (VDR): 
  • Secure storage and sharing of sensitive documents: A VDR provides a secure data room platform for storing and sharing sensitive financial and legal documents with external parties. It offers advanced security measures, such as encryption, authentication protocols, and monitoring tools, to protect the confidentiality of the data stored within it. 
  • Streamlined due diligence process: A VDR can make the due diligence process more efficient by providing a centralized location for storing and sharing documents related to a potential merger, acquisition, or investment. This can help reduce the time and resources required for the process. 
  • Enhanced collaboration and communication: A VDR can facilitate communication and collaboration between team members and external partners, making it easier to work on projects together and share documents and updates. 
  • Improved data protection and compliance: A VDR can help organizations meet regulatory requirements and protect sensitive data by providing secure storage and access controls. 
  • Increased efficiency and productivity: A VDR can streamline the document-sharing process and help organizations save time and resources by reducing the need for physical document storage and in-person meetings. 


You might be thinking, all this sounds great, but I use Microsoft 365 to share my documents using SharePoint, Teams, OneDrive, and Outlook. How does Microsoft 365 help me with a Virtual Data Room like some of the products that are out there in the market today? Microsoft 365 can be used to create and manage virtual data rooms (VDRs), which are secure platforms for storing and sharing sensitive business documents with external parties. By using Microsoft 365 to create and manage a VDR, organizations can streamline the document-sharing process, enhance collaboration and communication, and meet regulatory requirements for data protection and compliance. Please reach out to us for more information. 

About the Author

Gokul Varadha

Gokul Varadha is a seasoned Senior Consultant at Netwoven, where he is responsible for overseeing the product Govern 365. He brings extensive experience in business analysis with a focus on security to Netwoven. Before joining Netwoven, Gokul served as an Information Security Analyst at Wells Fargo, where he spent a year enhancing their identity access management security tools. Prior to that, he worked as a Business Analyst for the Identity and Access Management (IAM) team at Gilead Sciences, where he played a key role in designing and implementing SailPoint Identity IQ. During his tenure of almost two years at Gilead Sciences, Gokul collaborated with high-level executives and decision-makers within the IT department and various business units to ensure their needs were met. Gokul holds a Bachelor of Science in Finance from San Jose State University, California.