Data rooms are a secure and easy method to share documents with partners, clients or investors. It can be difficult to keep track of who has looked at what when numerous people are viewing the same documents. Here’s how you can ensure that data stays where it should be – in the control of authorized users.

Determine what documents to include. Before uploading, determine which documents belong into the data room. Make sure you create an organization structure that is reflective of the business or transaction, as well as labeling folders and files appropriately to allow stakeholders to quickly locate what they’re looking. Consider creating a due-diligence checklist to ensure that you are organized and minimize the chance that sensitive information can end up in the wrong hands.

Set permissions and access restrictions Use granular security tools to limit who can view or www.dataroomconference.com/danger-of-unauthorized-acces print documents in the data room. For the most secure data rooms, look for multi-factor authentication, as well as other industry-standard security measures to keep unwelcome third parties from getting access to the data room.

Monitor usage: Once the data room is launched it is important to monitor activity using features like audit logs as well as reports on user activity to know who has viewed which documents and when. This gives administrators the ability to track any concerns that might arise during a transaction and react to any issues.

Keep stakeholders up to date: Send out custom email notifications based upon frequency via the dashboard of your data room to keep everyone updated with tasks, Q&A threads and deadlines. Look for a provider who offers flexible subscription packages. This allows you to easily upgrade or reduce functionality or storage according to your business needs.