A data room can provide an unsecure environment to share confidential business files with partners, investors and other stakeholders. It comes with features like watermarking, auditing and the ability to control access in granular ways. When choosing a data space vendor, you should consider the type of security the product offers and if it is compatible with the files that your team is using.

Furthermore, some providers offer additional security options, like auto-indexing and fence views. In addition, look for a service that allows you to synchronize the contents of your FTP, desktop, or other external storages to the data room to ensure quick and simple organization. Find out whether the data space has a multilingual search tool and OCR to search text within PDF documents and images.

It is important to find out whether the service you choose can cut certain parts of your document or even the entire document. This feature can protect sensitive information by removing personal data from images or PDFs.

Some of the top official source VDR providers provide complete analytics and reporting features that let you monitor the activities in your virtual data room. Choose a vendor which can automatically monitor all uploads, downloads and views and allow you to build custom reports based upon these activities.

Another feature to look for is a trial offer that lets you test the premium features, including uploading data, new security and collaboration features without the requirement of a upfront commitment. iDeals offers a 30-day trial that includes unlimited preparation time, two admins, 500 MB storage, dynamic watermarking and encryption of files, as well as a basic digital rights management system.