Security Information About Multi-User Data Room Access

The Virtual Data Room is a unique a safety system for the storage and interchange of sensitive documents internally and externally. Although VDRs allow you to create multi-user access, they have many useful security features that enable you to complete control over your data privacy. In addition, you don’t need to have a separate IT department to use it, and if you do, you’ll be less of a bother to them. This article will look at how exactly to find the right data room.

VDRs – physical security features

Even though VDRs is an online solution, they still have to meet some physical security standards because all your data is accumulating in physical data centers. So, a quality VDR provider offers these physical security features: 

  • Strength of physical security -Data centers are secure and guarded 24/7. Monitoring takes place 24/7 to ensure your company has a smooth data processing process

  • Quality infrastructure – quality hosting provides you with almost 100% uptime

  • Constant backups – continuously creates a copy of your uploaded document so that in case of failures, you can restore everything without any problems

  • Multi-level encryption – encloses your data at rest and in transportation to lower the chance of data breaches

  • Multiple server locations – installed in multiple processing centers increases your security assurance

VDR – access security features

One of the primary functions of a virtual data room is the transmission of sensitive data during various business transactions. In this case, VDRs give space administrators the ability to regulate and control access. However, when it comes to completing a transaction, multiple unauthorized users must access your sensitive data. Data Rooms has made sure that you can grant multi-user access to your company’s sensitive information without any risk, with features such as: 

  • Selective visibility settings – you can decide which parts of documents other users can see, depending on their responsibilities

  • Detailed permissions settings – the administrator can adjust the visibility and the interaction possibilities for individual users or entire groups. For example, you can forbid copying, printing, editing, forwarding, and downloading documents

  • Single sign-on – makes it easier for users to sign in to the system with the same credentials, even if they are participating in different projects

  • Two-factor authentication -protects login from hacking and requires an additional code in addition to a username and password

  • Monitoring and reporting of actions – the system allows you to track user actions in every detail, even including the time spent in a document 

VDR – document security features

To increase the assurance of data leak protection, VDR systems also offer other additional features to protect your documents, such as: 

Dynamic Watermark is a unique feature that protects your copyrights and allows you to identify sources of data leakage. They encrypt in the document access information the users’ IP addresses and the time and date of access. 

  • Fence view -the feature protects your system from being tampered with by your device’s camera

  • Secure spreadsheet viewer – protects your Excel files, which typically contain critical financial data, and allows you to customize access to them

  • Remotely wipe -If your data room device is lost or stolen, you can remotely wipe essential files from your device

  • Set document access deadlines – you will be able to block access to a file after the deadline. You could lock a file even if it were downloaded to a third-party device