For merger and acquisition due diligence or capital raising or tendering, gathering all the relevant information before making important decisions requires the search through tens of thousands of confidential documents. When the right information is in the hands at the right time, it can help to accelerate the process and reduce risk. But this information isn’t always readily accessible and is often hidden behind uninspiring file sharing tools that don’t have the auditing capabilities, permission settings specific to documents and dynamic watermarks that are required to facilitate strategic business transactions.
A better option is to utilize data room management software that offers an upper-down approach to organizing files that allow users to arrange documents into easy-to-follow folder structures based on the type of information being shared or the phase of the project. A majority of providers also allow users to search files by a variety criteria such as keywords and optical character recognition (OCR).
A key feature is to be able to share and browse documents using high-definition. This makes sure that everyone can clearly see the data, no matter which device they are using. Typically, software for managing data rooms will also enable high-level security settings to control who is able to print, download, and view documents within the virtual data space.
Some companies offer a customized plan based on the specifics of the transaction, whereas others concentrate on tools for M&A diligence or specialize in specific industries. For instance, Firmex is a specialized platform used by legal and financial services companies for complex processes like compliance, litigation and diligence.