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Many consider data rooms to be part of the due diligence process that occurs during a merger or purchase (M&A) in which both parties review business-critical documents. But, nowadays, data rooms are used for more than M&As and can also assist with fundraising and equity transactions as well as company restructuring.

There are a variety of software solutions for data rooms, and it is crucial to choose one that suits your business. Ideally it should be easy to get started and be accessible from anywhere in the world, with secure logins, encryption technology and tools to block any unauthorized access or downloads.

Another key feature is the ability to create an organization structure that is compatible with your project/due diligence requirements and easily assign uploading and reading tasks for members of your team as well as advisers and third parties. Access permissions can be tailored at the document and folder levels. When it is the Q&A stage of a possible deal, look for an application that is user-friendly and efficient editing tool that is in the wiki style, which allows you to add notes only visible by you (and only you and no one else).

The most reliable online data room offers an array of reports that provide administrators a complete view of the user’s activities. This includes the type of documents were seen, as well being able to tell if they were downloaded or printed. They should also allow users to export their data in a secure format for future use if needed. Additionally, you should look for a company that provides ongoing support for account management and technical issues that is accessible 24 hours per day all year round.

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