Virtual Data Room Blog

Online Data Rooms - A Secure Solution

19-Jan-2015 11:00:00 / by Harsh Batra


Cyber security is a theme that will play a major part of how businesses operate in 2018, with the enforcement of new GDPR legislation set to take effect from May 2018. Companies could face fines of up to £20 million, or 4% of global turnover for any data breach or preventable cyber attack, so the stakes are high for companies to keep their data secure and compliance processes up to date.


With so much as stake, can companies really rely on off the shelf document exchange platforms such as Google Drive or Dropbox, or even internal server solutions for sharing confidential and sensitive material?

Online data rooms have traditionally been used as part of the mergers and acquisitions process, but as companies look to tighten up their document control policies in light of the threat of GDPR, they could play an increasingly important role in the storage and exchange of sensitive corporate information in more everyday scenarios.

Encryption ensures 24-7 security of your documents

No matter where the documents are accessed from or what device is used, you have the luxury of full encryption to keep your documents secure.

You should look for 256-bit encryption, with ISO/IEC 27001 and ISAE3402 SSAE16 certification to ensure maximum protection for your documentation.

Online data rooms give you complete control over what happens to your document, from the ability to disable print and download functionality to the ability to control who has access to your documentation. The data room admin has full document control for every user and access can be changed or revoked at the touch of a button, perfect for dealing with employee churn or giving temporary access to project documentation.

The value of watermarks  

Having document control is one thing, but what about other variables come into play, such as someone taking a photo or screenshot of a document and sharing it that way?

Watermarked documents give you peace of mind against rogue employees or contractors sharing your documents by copying them to their own devices. Watermarks are attached to documents that have the recipient’s name on them, making it easy to track down the source of any leak and mitigating the risk of anyone sharing sensitive documents publicly.

If you’re reviewing your document sharing processes in the light of GDPR, or simply want to find a more secure solution, online data rooms could be the answer you’re looking for. Speak to one of our team to understand how it can improve cyber security in your organisation.

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