Currently, electronic documents are stored mainly on external digital media, often on optical discs. Over time, such storage can lead to the loss of about 30% of primary information. In addition, such storage involves the allocation of separate racks, rooms and constant viewing of such disks. Check how to choose the right virtual data room provider in the article below.
Improve electronic data management with the virtual data room
The special value of electronic data management is that it becomes an absolute filter for making all management decisions. Thanks to it, the organization decides whether to launch a new line of activity, which project needs to attract resources in the first place, whether to become partners with other organizations and so on. The answers to such questions become obvious when a business has a strategy.
The virtual data room should be able to automatically record in an audit trail each access to any official document or aggregation for the purpose of reading, printing, or otherwise presenting. VDR should be provided with full-featured management tools for regular backup of official documents and metadata. The system must be capable of recovering official documents if any of them are lost due to, for example, a system failure or a breach of security rules.
VDR is used for the preservation of electronic documents in archival funds, there is a fairly secure system of funds, and the issues of long-term storage are being resolved. However, one can notice a general trend in the existing problems of this issue. The problem of long-term storage is critical and has both a technical and organizational nature.
What are the best data room providers?
For a better understanding of the specifics of the permanent storage of electronic documents, it is worth analyzing this process in detail because it is not perfect and needs to be refined. After all, information technologies are only developing, and every year, they penetrate more and more into people’s lives, which means that in the future, there will be more electronic documents in archival funds. Therefore, the most relevant and urgent problem at this stage is the issue of long-term storage of electronic documents in virtual data rooms.
Among the best data rooms for your business are the following:
- Digify.
Digify software provides almost instantaneous delivery of the necessary sensitive data to all recipients at the same time.
- Sharify.
The platform provides high fault tolerance and security, the possibility of functional development in the long term, and a high level of integration with other applications. The range of tasks that can be solved using the platform is practically unlimited.
- Firmroom.
Firmroom is responsible for the periodic transfer of ED information from one data carrier to another or from one software and technical environment to another in order to ensure the possibility of using these documents in the future.
- Ideals.
Simplify documentation for team members: add multiple licenses to one account with the iDeals data room. The concept of file sharing is very simple: users upload their files to file-sharing servers, after which they can share a link to the file with other users. Users can download these files using these links.
- Doxned.
All files uploaded to Doxnet are encrypted using HTTPS. It does not access, use, analyze or store any processed documents.
- Ansarada.
Ansarada contains the tools you need to easily work with digital documents at any time and on any device.