Electronic data room – confidential file-sharing system

All of us mentioned the concept of a secure virtual data room. Exactly what are other file sharing systems besides online data? We meet more often: records, emails, CDs or mobile hard disk drives, as well as encrypted file transfer protocols. What are their respective benefits? A few explain one by one.

Archive Room


Archives would be the oldest and oldest way to discuss files. Find an office or meeting room, print all the necessary paperwork and disassemble them. This method offers existed for a long time, but it has many limits. First, find a suitable office or even conference room that was used to store documents. Secondly, printing all documents and linking them is a waste regarding resources. For a company with a significant project size and a large number of paperwork, this preliminary preparation is labor intensive and lengthy.

Again, the space of the room is limited, and various participants must make an appointment to come and find out it with the appropriate staff. This particular put some pressure on the coordination on the project. Different companies must agree on different times. Participants must read numerous documents within the specified time. If the estimated time is exceeded, the complete plan needs to be adjusted. When it is required to work overtime in special conditions, this can be done by coordination with the appropriate companies.


Email is a common file exchange method. However , for financial projects, the email also has unavoidable flaws. Documents sent by e-mail cannot be monitored by the sender, and the other party could arbitrarily send, copy and distribute all received data without any restrictions. This is very dangerous for financial jobs, especially for mergers and acquisitions. Imagine that your company’s business plan is still under development and your competitors are completely aware of your plans and how this will likely affect your company.

COMPACT DISC or mobile hard drive

A CD or mobile harddrive is a way to be widely used right after email. Compared to email, a travel or removable hard drive can include more files and can be encrypted. However , the most serious drawback of this approach remains data security. The encryption pointed out here is often a simple password. Each time a user reads a file with the accurate password, he can copy or forward the file as desired, without the restrictions. The administrator is also unaware of this. If the administrator wants to deliver different files to different users, they needs to burn a large number of discs plus send them separately. In the event of a blunder, the information sent will be difficult to restore.

Encrypted file move protocol

Encrypted data file transfer protocols have advantages regarding space capacity, security has also been improved, and some may send different data for different companies. As on the COMPACT DISC, here the encryption is usually a easy password, and the user can copy or forward the file. Or even a simple password leak is another great that causes a file leak, because the supervisor only knows that someone has see the information with the correct password, nevertheless cannot verify the identity of the other side.

Also, the login passwords used by everyone are identical: when a leak occurs, no one knows who is responsible. Also, a professional tech is required to create a file transfer protocol, which to some extent increases the cost of you’re able to send workforce.

Data rooms

In recent years, the most widely used method is the best virtual data rooms system. Just what exactly are the characteristics of a due diligence virtual data room? We can say that the due diligence data room is a system created by integrating the needs of commercial file sharing, overcoming almost all of the above limitations. To begin with, the does not have geographical time limit, and users may decide how and when to view files.

Secondly, in terms of data ability, qualified data room providers can easily expand capacity limits at any time according to customer needs. Once again, after the manager uploads the file, different rights can be set for different participants according to the nature of the user. The operation is very simple.

Most importantly, typically the has been rapidly improved in terms of security. Administrators can easily set various viewing permissions with regard to users, including adding watermarks to be able to files, prohibiting users from publishing, and much more. Moreover, administrators can even remotely manipulate files that users have uploaded and block user permissions at any time. Also, each user provides a separate password for the account, and everything user actions are recorded in the project log so that the administrator can easily view them at any time. If a outflow is suspected, the administrator can easily track the leak of the accounts using watermarks, logs, etc ., and prevent further leakage of the document by deleting the permission.