If you’re in the middle of an important business endeavor, such as M&A due diligence, raising capital or a similar high-risk undertaking it can be difficult to gather all the relevant information to make a sound decision. This was previously carried out in a physical room, but nowadays many organizations prefer using virtual data rooms.

The most important feature to take into consideration when selecting the best provider is security. You should choose a provider that offers secure encryption, multi-factor authentication and options for data backup and recovery. A good option will let you customize the permissions of users, document expiration and watermarks.

Other essential features include organization and management. The software should include tools to organize documents in a logical organized manner and assist in the search process by offering naming conventions, version control, intelligent AI categories, and a file preview. It is also essential to determine who has access to the software and to have a method for revocation of access if an authorized person leaves or changes roles.

Certain providers specialize in specific industries or types of projects. For example, some provide specific solutions for M&A due diligence, whereas others specialize in helping non-profits and educational institutions. Some even provide solutions for certain procedures in business, like crowdfunding or capital raising. This is due to the fact that they understand that every project has its own specific requirements and requires a different approach.