How to Choose a Data Room Provider

A virtual dataroom (VDR) can be a useful tool to streamline mission-critical processes and transactions, reduce bottlenecks and steer them towards the desired outcome. Not all VDRs are created equal and choosing a flawed one could put your documents at risk for theft, unauthorized access or loss.

Be aware of the way a vendor is compared to other vendors based on these essential factors.


One of the most significant and most obfuscated differences between VDR providers is their pricing structure. A lot of the older providers charge on a per-document basis, and while this may be appropriate for smaller projects with well-defined document structures however, it's generally not suitable for larger, more complex deals or M&A due diligence. The flat-rate pricing offered by newer providers is a better alternative for large projects or long-term contracts. These flat-rate monthly fees include unlimited users, pages and storage.

Permission Setting

The level of permission settings in the permissions of a VDR can greatly impact your ability to keep pace with confidentiality obligations and avoid miscommunications. Consider options like "view only" and the option to activate watermarks to prevent downloads of files designed for only consultation. Explore detailed activity logs to aid in identifying workflow roadblocks and determine the level of engagement in your team.

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