Virtual Data Room Blog

Efficient Virtual Data Room Setup: How to Save Time and Money

09-Mar-2023 07:13:00 / by Ankita Rathore

Setting up a virtual data room is essential for secure file sharing and collaboration, but the process can be daunting. Fortunately, following a few simple tips can help ensure a smooth and efficient setup that delivers a safe and secure virtual environment for your confidential information.

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Hire Professional Virtual Data Room Providers

Setting up a virtual data room requires expertise and experience. Instead of trying to do it yourself, consider hiring professional virtual data room providers who can help you through the process. They have deal coordinators who can assist you at every step, saving you time and money during setup and transition.

Prepare a Data Room Index

Before setting up your virtual data room, prepare a data room index. Consult with your virtual data room provider for samples or recommendations specific to your industry or transaction. This will add structure and order to the setup process, speeding up the transaction. Double-check the index against the finished data room to ensure all documents are transferred.

Prepare Your Documents

Ensure all documents are in the proper format for virtual sharing. Scanned documents should have the optimal resolution for viewing. Your virtual data room provider can take over the reformatting process, saving you time.

Plan for Permissions

Don't plan your virtual data room first and think about permissions later. Incorporate the type and levels of permissions at the planning level to drive the index structure. A well-planned permissions framework will make future backtracking unnecessary. Verify assigned access rights to eliminate risk by logging in as a potential participant to test security permissions.

Assign a Data Room Owner

Assign a data room owner who can manage and coordinate with team members during the transaction. Discuss roles and escalation matrices with your deal coordinator to ensure smooth operations.


Setting up a virtual data room requires attention to detail and expert assistance. By following the above tips and enlisting the help of professional virtual data room providers, you can ensure a smooth and secure virtual environment that saves both time and money while benefiting your daily operations.

At Ethosdata, we provide secure and reliable virtual data room solutions to help businesses of all sizes share and collaborate on confidential information. Our deal coordinators have extensive experience in setting up virtual data rooms for a variety of industries and transactions, so you can rest assured that your setup will be in good hands.

Contact us today to learn more about how our virtual data room solutions can help you streamline your business operations and protect your confidential information.

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