Enhancing Data Security with a Virtual Dataroom

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Data has become a valuable business asset, providing endless opportunities for growth. As businesses and individuals share and store data, safeguarding it should be a top priority.

One way to protect your organization’s sensitive information is by using a virtual dataroom (VDR). Here are a few ways datarooms will help enhance your business’s data security:

Granular Access Control

Organizations rely on datarooms to assign permission to individuals who can access files or documents. With granular access control, administrators specify what actions users are able to perform with those documents. This feature permits or restricts users from downloading, printing, taking screenshots, and copying or pasting specific documents. Robust access controls prevent unauthorized individuals from accessing sensitive information, minimizing the risk of data leaks.

Dynamic Watermarking

Dynamic watermarking is another feature available in a dataroom that further enhances the security of protected documents. The feature overlays your documents with unique identifiers like the user’s organization, email address, IP address, and current date. Watermarks should be visible and overlaid on the text on every page of the documents.

Regardless of their location, dynamic watermarks must not interfere with the quality and legibility of the main text. Organizations can also apply watermarks on videos to track individuals viewing, downloading, or sharing their information. This feature deters readers or viewers from distributing printed documents or downloaded videos to unauthorized individuals.

Time-limited Access

Dataroom administrators can implement the time-limited access feature when granting access to specific documents. This feature is useful, especially when working with external auditors, consultants, or other collaborators. Such individuals can access your documents within a given date and time. Once they’ve completed the project, the dataroom will automatically revoke their access to the documents. Besides allowing limited access, this feature is ideal for enforcing project deadlines.

Audit Trails

Administrators can use a dataroom to track user activities and understand what each individual does with the documents. A detailed audit trail helps track document access, prints, edits, and downloads. These trails make it easier to spot malicious activities, including data leaks. The feature adds transparency and accountability when it comes to data access and sharing. It also provides a detailed record that can be used during an investigation of security breaches.

Remote Shredding

Dataroom providers implement information rights management (IRM) technology to enhance data security. They encrypt their documents to make sure only authorized users can open or download them. This allows for easier “shredding” of documents when the need arises. A remote shredding feature revokes a user’s permission to open or access a document, even one that has been downloaded. This allows organizations to retain control over the files they share with third parties.

Use a Dataroom to Enhance Security

A virtual dataroom is a quality choice for organizations seeking to enhance data security and streamline their due diligence process. It offers various measures to secure your documents, preventing unauthorized access and data breaches. Use the power of a virtual dataroom today to enhance data security and help your business close deals more efficiently.