The right folder structure is a vital element of a successful data room due diligence. There are many ways of organizing files according to particular criteria such as the stage of the project and department or the level of confidentiality. The most popular method is to organize the files into main folders which correspond to particular types of information and then create subfolders that enhance the accessibility of the system for users.
In order to ensure that all stakeholders can find the files they need without wasting time searching It’s a good idea to choose the provider that has an indexing feature for files that assigns a unique number to each document and renumbers it automatically when you reorganize its location in the structure of the folder. This can save time and effort for you, especially in the event that there are multiple users looking at the same files.
Certain VDR providers allow users to add watermarks to files to discourage recipients from copying sensitive documents. This will protect intellectual property and help with due diligence. Often, these VDRs include features that give users to present conditions of agreement to the recipients to agree to prior to viewing sensitive content. This will make it easier for participants to meet regulatory requirements for confidential data in specific sectors. It is crucial to select the right provider who is aware of the requirements and has features that address them such as access control and audit trails.