All advanced companies introduce modern virtual data rooms when organizing due diligence procedures. This article is written to help the person deciding to implement a data room, determine the list of requirements for the system and make the right choice.
Due diligence in the data room: what are the prospects?
One of the most important questions that an investor faces is how not to become a victim of fraud and how to minimize possible financial losses in the future. Due diligence is one of the most effective ways to identify and assess financial risk. This procedure is based on collecting and analyzing information about changes in the external and internal environment of the company. At the same time, all aspects of doing business are subject to verification. As a result, companies need to share business-critical data with investors or contractors. Therefore, they first introduce virtual data room software to arrange secure business collaboration.
Well-organized and protected data management is an important part of the due diligence procedure, especially when dealing with certifications and complaints. Unfortunately, some companies like to use now not so efficient paper systems with folders, filing cabinets, and the smell of dust in the archives. Others appreciate the convenience of online data rooms and the benefits of software-as-a-service (SaaS).
How to pick the data room vendor for due diligence?
At the moment, the manager of the company, when deciding on due diligence automation, is faced with the problem of choosing the data room software which would be able to solve the tasks with the greatest success and would justify the investment in its implementation. There are many vendors of this class on the software market. There is also a sufficient amount of materials comparing such systems with each other and describing the advantages of any particular product over the others. Therefore, we have prepared basic criteria to help you determine the most important things looking in a data room software. They include:
- Easy data management
The data room should offer automatic file creation, search, and indexing functions. You can save all customer, supplier, employee, and project data in one place and transport them from A to B across departments without paper. It is also advantageous to save frequently used search queries as templates. In this way, you do not have to enter all the parameters again and again for systematic searches.
- Legal compliance and security
First, it is worth paying attention to the issue of personalized access to the company’s information system. You must be able to guarantee that an auditor or an employee of the financial administration can access your digital archive at any time for audit purposes. By law, they have the right to view and use your documents. It also includes logging every change in the archive. It is the only way to prevent subsequent and possibly unauthorized document changes.
Today’s customers may approach system selection from a variety of angles. If the company has standard tasks, for example, automating some business processes, agreeing on contracts, and setting up the exchange of documents with counterparties, then customers tend to choose a system taking into account the cost-functionality ratio, where they do not want to overpay. Before using it, you should activate a free trial mode. You can study the platform for 30 days and be sure of the correctness of your choice. If you already have questions, contact technical support, which is available 24/7.