The security of storing and sharing confidential data is a serious issue every company faces. Although storing documents in physical form is long, outdated, and impractical, storing data online has challenges. Organizations, in particular, struggle to find a solution that provides them robust security and mobility. Nevertheless, many companies have been able to find a way out, and a virtual data room has helped them do just that. Find out what security features it provides.
Virtual Data Room: Introduction
Before global digitalization, companies used physical documents stored in physical storage facilities. So, during deals, interested parties had to travel in person to review the necessary records, meet in person to discuss important issues, and finally sign contracts. This was time-consuming and energy-consuming, and companies were worried about the integrity of their documents, so they were careful to make sure no data leaks occurred. This delayed the process and made it difficult to establish trust between the parties quickly. Virtual data rooms have become a modern replacement for physical premises, and as a result, they have outperformed them in every way. First and foremost, they provide space administrators with complete control, security, flexibility, and ease of use. Data rooms allow you to expedite complex transactions, such as mergers and acquisitions, IPOs, fundraising, etc., without compromising the confidentiality of your documents.
How secure are virtual data rooms?
VDRs are from public cloud storage because they are licensed software according to international security regulations. Virtual data rooms with one or more licenses prove that they use advanced security technology that protects your data from external cyberattacks and internal data breaches. Visit dataroomreviews.org to learn about the most trusted virtual data room providers.
What’s remarkable about the principle of VDRs is that they provide multiple layers of protection on the bank or military facility security level. They offer physical protection, virtual protection against external attacks, and control within the online data room environment itself. That way, owners of sensitive documents can remain calm during data exchange with third-party users and give them the access they need without caveats. Next, we’ll take a closer look at VDR security features.
The main security features of the Virtual Data Room
As mentioned earlier, VDRs have several layers of security, one of which is physical security. VDRs offer this physical layer security:
- Multiple storage centers -when your data is spread across various centers, the likelihood that it will remain intact during an unforeseen event is much higher
- Constant backups -recover the most recent version of your data at a single click
- Secure data centers – all are protected 24/7
Other VDR security features include:
- Data encryption -Documents are encrypted from prying eyes during storage and transmission and cannot be decrypted without a special key
- Dual authentication – Users authenticate their identity twice, not only with a password but also with a one-time code
- Watermarks – protect the document from theft because they count information about the users that have accessed the record and what they have done with it
- Access Control – The administrator has the right to control who can see what documents and how they can use them. Admins can prohibit everything from partial visibility to screenshots to increase document confidentiality
- Remote destruction – delete documents from someone else’s device, wherever they are
- Access timelines – set document access deadlines, after which access to the document will be instantly blocked
- Audit logs – track every action users take with automated reports