Different Types of Virtual Data Rooms

15 June, 2022 Education

Different Types of Virtual Data Rooms

 

Modern business worldwide strives for efficiency, constantly optimizing all processes within the company. This trend extends to corporate systems and technical upgrades and provides higher information security. At the same time, in every organization, a large part of office employees are used to working the old-fashioned way, coordinating documents in printed form or by e-mail. Very often, especially in government organizations, employees, together with colleagues, draw with a pencil, and coordinate documents on paper in negotiation rooms, exposing the company to risks. VDR will help solve the issues of effective workflow, level the risks of information leakage, and stimulate financial growth: https://dataroom-rating.us/ipo-data-room/.

 

What is a virtual data room & why is it essential?

Let's imagine a situation where a binding contract is being discussed, the details recognized as confidential. One of the invited partners secretly takes a photo of the document on his smartphone and puts it on the Web. The deal is broken. Or in another case, an employee with trusted access takes a photo of a secret document from his desktop, and then it appears on one of the telegram channels about leaks. There are dozens of situations where you can lose or deliberately compromise a confidential document, but there are only a few ways to counter this. One solution is to use permanent or temporary cloud storage or virtual data rooms.

 

According to many studies, such an approach when working with documents already increases the organization's efficiency. An electronic data room is a space where documents are sorted into folders, and all participants have a certain level of access rights to them and can download files, upload them, and share them. This space format allows you to organize convenient collaboration within various production business processes.

 

Virtual Data Rooms: The Main Types

Today, providers offer various solutions and try to implement unique features. However, if we compare virtual data rooms, we can distinguish the following main types:

  • File: Here, all data is organized in a convenient directory structure. Knowing the name of a document, you can access it by clicking on it. You can perform any operations with them: open, modify, rename, delete, copy, or to another folder;
  • Block: Here, the layout structure is the same, but all the files that get there are divided by the system into blocks, each of which is assigned its identifier. With its help, the system collects files if necessary;
  • Object: Here, instead of a file system, it has a flat space consisting of many objects, each of which consists of an identifier and metadata. An identifier is an assigned address, which is a 128-bit number. Knowing it, you can easily find the desired file: metadata (information about a file) - its name, size, coordinates, and other information.

A virtual data room is an effective tool for storing documents and sharing them with internal and external agents. Creating folders, delimiting access rights, and other functional features of an online data room software allow you to organize comfortable collaboration within the workflow. However, data room software needs protection, which can only be provided in a complex way: using a protected VDR space and an invisible marking of documents. Implementing such a solution in a company will create a preventive effect and identify the source in case of information leakage. Nevertheless, data room comparison shows that this technology significantly improves the efficiency of exchanging and collecting critical business data.

 

VDR With Invisible Marking Function

Comprehensive VDR protection and document marking may be relevant for regulated industries such as the financial sector, government organizations, etc. It is because they store and process confidential data. One of the advantages of the best data rooms with the invisible marking option approach can be its relative compactness in terms of project implementation. Most DLP solutions can be heavy in terms of performance, consulting, and integration, and therefore the project's cost. All documents entering the system are automatically marked with invisible marks based on the steganographic approach. Micro-shifts occur with a change in the distances between words, lines, paragraphs, etc. Using a labeled VDR solution is quite affordable for small and medium-sized businesses, and for large enterprises, it will help:

  • Significantly save on implementation while maintaining information security at a high level.
  • Avoid loss of documents when agreeing and exchanging via email.
  • Fewer traffic loads, mail servers, and traditional data loss prevention systems exist.
Implementing such a data room services solution in a company will create a preventive effect! For example, an employee who potentially wants to commit an illegal act will know that all generated copies will be marked when viewing documents in VDR, downloading, or sending and that the system will point to him in the event of a leak with an almost 100% guarantee.

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