In an era of rising digitalization of corporate operations, the safe sharing of data – such as contracts, business numbers, personnel and project documentation, design drawings, medical information, and much more – even across company borders is becoming increasingly crucial.
Close collaboration with suppliers, consultants and service providers, sales partners, and customers is essential for future company success. Access to data and documents must be secure while still being quick and accessible, regardless of location or time. At the same time, our working environment is getting more mobile and adaptable. As a result, working from home, in addition to working in project teams at several locations, is becoming increasingly important.
This tendency will persist even after the COVID-19 (Corona) pandemic is over. Virtual data rooms are a highly secure and user-friendly option for data interchange across locations and businesses.
Problems With Data Exchange Nowadays
Today, traditional data communication mechanisms frequently approach their limits. It might be due to a lack of security and control choices on access and the type of usage of secret papers, but it could also be due to data size. Who hasn’t had issues with too-large email attachments or a lack of clarity regarding e-mail delivery? Furthermore, when documents are transferred numerous times by email, there is often version pandemonium, and you can never be certain that the most current version of a file is being handled. Furthermore, e-mails are typically sent unencrypted, resulting in inadequate data privacy and no protection against industrial eavesdropping.
Every year, industrial espionage costs businesses billions of dollars. Industrial espionage targets are not limited to “global players” or multinational businesses. White-collar crime poses a threat to medium-sized businesses in particular, but also to small businesses. Alternatives are necessary for this context.
Due to the complexity of setup and use, FTP/SFTP apps are not a viable option for most users. Many firms’ specialized departments utilize cloud storage or file sharing services to transmit critical project papers with clients or business partners. However, with these solutions, neither data privacy nor most company compliance criteria are fully assured.
What may be adequate for private usage in terms of security may not be applicable to business data interchange processes: When transmitting sensitive documents like balance sheets, design drawings, personnel records, health data, or contracts, a virtual data room is a safe and simple alternative.
Maximum Security In a Virtual Data Room
The aforementioned issues and security dangers are eliminated with a virtual data room. Companies may use this solution to securely and efficiently communicate and make available sensitive data and large project papers online. With configurable access privileges, customers may manage who obtains their data and how it is used: solely for viewing, downloading, or altering.
Furthermore, particularly sensitive papers might be further safeguarded by a watermark. All documents in the data room are highly encrypted with the Advanced Encryption Standard (AES) 256-bit and protected from illegal access. When files are uploaded to the data room, they are automatically scanned for computer viruses, protecting all users’ systems from possible threats.
Regardless of Location, Maximum Security Is Provided
A virtual data room also provides security and compliance when working from home, as well as the ability to communicate highly protected data with colleagues and business partners regardless of the user’s location. When transmitting data from the home office, compliance norms and the highest security standards may be taken into account without requiring sophisticated integration into the business network. Files (up to 4 GB in size) may also be made available to external parties safely, swiftly, and effortlessly using the integrated managed file transfer capabilities without the requirement for a user account.
Interested companies can get to know more about the advantages of VDRs: https://applemagazine.com/5-benefits-of-using-a-data-room-in-2022/53358.