Virtual data rooms – confidential file-sharing system

Many of us mentioned the concept of a secure virtual data room. Exactly what other file sharing systems besides electronic data? We meet more often: archives, emails, CDs or mobile hard disks, as well as encrypted file transfer methods. What are their respective benefits? Let’s take a explain one by one.

Archive Room


Archives will be the oldest and oldest way to talk about files. Find an office or discussion room, print all the necessary papers and disassemble them. This method has existed for a long time, but it has many limits. First, find a suitable office or even conference room that was used to retail store documents. Secondly, printing all data files and linking them is a waste of resources. For a company with a big project size and a large number of paperwork, this preliminary preparation is time-consuming and lengthy.

Again, the space of the room is limited, and various participants must make an appointment to come to see it with the appropriate staff. This kind of put some pressure on the coordination on the project. Different companies must acknowledge different times. Participants must read a lot of documents within the specified time. In case the estimated time is exceeded, the whole plan needs to be adjusted. When it is required to work overtime in special conditions, this can be done by coordination with the relevant companies.


Email is a common file pass on method. However , for financial jobs, the email also has unavoidable flaws. Data files sent by e-mail cannot be monitored by the sender, and the other party may arbitrarily send, copy and disperse all received data without any limitations. This is very dangerous for financial jobs, especially for mergers and acquisitions. Imagine that your company’s business plan is still underneath development and your competitors are totally aware of your plans and how this can affect your company.

COMPACT DISC or mobile hard drive

A CD or mobile hard drive is a way to be widely used following email. Compared to email, a push or removable hard drive can incorporate more files and can be encrypted. Nevertheless , the most serious drawback of this approach remains to be data security. The encryption described here is often a simple password. When a user reads a file with the proper password, he can copy or onward the file as desired, without the restrictions. The administrator is also unaware of this. If the administrator wants to send different files to different users, he or she needs to burn a large number of discs and even send them separately. In the event of a blunder, the information sent will be difficult to retrieve.

Encrypted file exchange protocol

Encrypted data file transfer protocols have advantages with regards to space capacity, security has also been enhanced, and some may send different files for different companies. As on the DISC, here the encryption is usually a simple password, and the user can duplicate or forward the file. Or maybe a simple password leak is another mindblowing that causes a file leak, because the supervisor only knows that someone has look at the information with the correct password, nonetheless cannot verify the identity of some other side.

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

Online data room

In recent years, the most widely used system is the system. So what are the characteristics of a data room software? We are able to say that the data room software is a program created by integrating the needs of commercial file sharing, overcoming almost all of the above limitations. To begin with, the does not have any geographical time limit, and users may decide how and when to view files.

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

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