Online data room providers provide software-based virtual environments for conducting transactions that are safe. They enable a secure upload of important documents, facilitate secure Data Rooms access to the documents for specific groups of users, and monitor what happens within the repository. They can also provide additional support functions that can help speed up the M&A process and ensure a successful conclusion for any deal. Some VDRs charge additional fees for custom or complicated features, whereas others offer these features for a a discounted price with their base platform.

VDRs typically include multi-project management, detailed tracking of activities, search capabilities and the ability to share annotations. Users are able to be invited to large groups, and given the ability to grant them permissions that are flexible, which is especially useful for large-scale deals. Users can also see their progress in a project by using a real-time progress indicator and can leave comments for other users. The best VDRs offer a centralized, efficient way of reviewing vital documentation, which is perfect for M&A transactions.

Private equity funds and private equity firms can also use VDRs to share details about their portfolios including tax documents, fund documents with potential investors. As opposed to cloud storage services, VDRs are more focused on business transactions, and include advanced features that encourage collaboration and transparency when it comes to transactions.

A strong security system is the primary consideration. A VDR should be more than the standard data security compliances and include anti-malware and antivirus software as well as a firewall as well as encryption at rest and in transit and the ability to view a secure fence. It should also incorporate features that address the reality that the majority of data breaches occur due to human error. This may include password complexity, change and expiration requirements, timeouts during inactivity as well as multiple user types and accessibility controls.