Here’s a question – what’s the sense in paying good money for virtual data rooms when there are so many generic file sharing services like Box.net and Dropbox up for grabs free of charge? They appear to tick most of the same boxes – remote file storage, sharing and management – so is there really anything to gain by opting for the paid solution instead?
Well, the simple answer is that it all comes down to what you need and what you intend to use it for. If for example you are only looking to share a few family photos with friends or perhaps a few study notes, chances are you’ll be absolutely fine with the free file sharing programs on the market. If on the other hand you are looking to use such services for the storage, sharing and general management of important or sensitive business data, this is where things take a decidedly different turn.
The simple fact of the matter is that while they may not be on offer free of charge, professional VDR service providers bring a hell of a lot more to the table. The reason being that the two systems under consideration are in every respect built and provided for entirely different purposes – your own needs and preferences therefore determining which of the two makes most sense for you.
So in terms of the primary benefits, what exactly are the key advantages that come with professional VDR service packages?
Well, first and foremost it’s important to acknowledge the fact that while generic file sharing programs are built for convenience, the quality virtual data room is crafted with security as the primary concern. The fact that so many government agencies and global banks put their trust in the very best VDR services on the market it should tell you all you really need to know about the kind of security they can offer. Even when compared to the traditional physical data room, the kind of safety and security provided by the very best service providers on the market is extraordinary to say the least. So in instances where data security is a concern, the VDR is about as good as it gets.
The second primary advantage of the VDR is the way in which service packages are crafted directly in accordance with the needs of the client in question. Regardless of what it takes to make sure the data stored can be accessed with ease and utilised flawlessly as and when required, the service providers behind the VDR will make it happen. Not only this, but the promise of 24/7 customer care teams standing by to help and assist with any questions, queries or concerns is also a enormously advantageous for the modern business.
3) Advanced Features
There are also so many features that come as standard with a quality VDR – each of which can play a pivotal role in increasing business efficiency and productivity. For example, the ability to create a layered or hierarchical access system is ideal for businesses when employees at different levels and working in different capacities need to access very different types of data while being restricted from the other areas. Intelligent search systems and customised document filing systems provide the fastest and easiest access to all required data, again streamlining efficiency. There may also be the option of working collaboratively on documents with as many users as necessary at the same time, or leaving comments/questions for others to be picked up and responded to in a timely manner. And of course, the fact that the same total functionality and feature-set can usually be accessed by way of mobile device from anywhere in the world represents another extraordinary bonus.
4) Reporting and Audits
Last but not least, one of the single most convenient and useful facets of the VDR is the way in which it enables those overseeing the data to keep flawless watch over access to data and those utilising all data stored. Consistent and real-time reports are kept with regard to which documents are being viewed, who they are being viewed by, at what times, where from and whether any editing, downloading or uploading was carried out in the process. It’s basically a case of injecting absolute flawless accountability and control into the process, which for the most part is automated and made extremely easy to work with. So once again, in the instance of the business where data security and protection are of paramount importance, the benefits of the VDR are simply extraordinary.