A well-organized folder structure is a key component of successful data room due diligence. There are various ways of organizing files based on specific criteria such as project stage department or confidentiality. The most common one is to organize files into main folders that correspond with particular kinds of information, and then to create subfolders to make the system more user-friendly.
In order to ensure that all stakeholders will be able to find the documents they require, without lengthy searches, it is best to select one that provides the ability to index files, that assigns a unique number to each document and renumbers it automatically whenever you alter the order of its file structure. This can help you save time and effort, particularly when there are several interested parties examining the same set of documents.
Certain VDR providers allow users to add watermarks to documents to deter users from copying sensitive documents. This will safeguard intellectual property and assist with due diligence. Additionally, they often have the ability to allow users to present terms of access agreements for users to accept before they can access the sensitive content. This will make it easier for project participants to comply with the regulatory requirements regarding confidential data in specific sectors. It is essential to select a vendor who is aware of these requirements and offers features that meet them such as access control, audit trails and granular control of permissions for users.