Key Features to Look for in the Best Data Rooms

December 6, 2023

As of 2023, the average cost of a data breach in the United States reached $9.48 million. The global cost per data breach is estimated at $4.45 million. These numbers prove that the need for secure and efficient data storage and sharing has never been more critical. 

Businesses and organizations often handle sensitive information and require a robust platform to manage and exchange data securely. This is where the best data rooms come into play. 

In this article, we explore the key features to look for in the best virtual data room service providers.

What are virtual data rooms?

Virtual data rooms (VDRs), or electronic data rooms, are secure digital spaces designed to store, manage, and share sensitive information. These platforms have evolved to cater to the growing needs of businesses, law firms, financial institutions, and various other industries where data confidentiality is paramount.

13 key features to look for in a virtual data room

Choosing the best data room vendors and the right data room software is crucial for maintaining data integrity and ensuring efficient collaboration. Further, we define the key features to consider when evaluating data room services.

Security and data encryption

Security is the foremost concern when dealing with sensitive data. The best virtual data room should provide top-notch security features, including data encryption, multi-factor authentication, and granular access control

User-friendly interface

A user-friendly interface is essential for efficient data management. The best virtual data room providers offer intuitive software that allows users to easily upload, organize, and access files. Additionally, the ability to customize user permissions and roles is crucial for a streamlined workflow.

Document management and version control

Efficient document management and version control are critical for tracking changes and maintaining data accuracy. The best online data room software should offer features such as automatic version tracking, document watermarking, and the ability to set document expiration dates.

Collaboration tools

Collaboration is at the heart of data room services. Look for an electronic data room that provides collaborative features such as real-time commenting, task assignment, and Q&A sections. These tools enhance teamwork and make it easier for multiple stakeholders to work together in a virtual environment.

Customization options

Every organization has unique data management needs. The best data rooms should offer customization options to tailor the platform to your specific requirements. This includes the ability to add branding elements, create custom workflows, and integrate with other software solutions.

Audit trail

An audit trail is a crucial feature for maintaining transparency and accountability. It allows you to track all users’ actions within the data room, providing a detailed history of document access and changes. This feature is particularly important during due diligence processes and regulatory compliance checks. 

Reporting and analytics

An ability for tracking user activity and document interactions is essential when working on a big project or complex financial transactions that with many parties involves. The best data rooms offer robust reporting and analytics features that provide insights into user behavior and document access. 

Data backup and disaster recovery

Data loss can be catastrophic, so a reliable data room should have robust data backup and disaster recovery measures in place. Ensure that the data room software includes regular backups and a plan for disaster recovery to keep your data safe.

Customer support

Adequate customer support is crucial for addressing any issues or concerns that may arise while using a data room. The best virtual data room providers should offer responsive customer support through multiple channels, including email, phone, and chat.

Cost and pricing structure

Cost is an important factor when choosing the best data room for your organization. Compare virtual data rooms based on their pricing structure, including subscription plans, storage limits, and any additional charges for extra features or support.

Mobile accessibility

In an increasingly mobile world, it’s essential that your data room software is accessible on a variety of devices. Look for data room providers that offer mobile apps or responsive web interfaces to enable secure data access on smartphones and tablets.

Compliance and legal considerations

Depending on your industry, you may have specific compliance and legal requirements. Ensure that the virtual data room providers you consider are compliant with relevant regulations, such as FISMA, GDPR, or SOX.

User training and onboarding

Efficient onboarding and user training are vital for a smooth transition to a new data room. The best data room providers should offer training resources and support to help users become proficient in using the platform.


Choosing the best data room is a critical decision for any organization that deals with sensitive data. The right data room software can enhance data security, streamline collaboration, and improve overall data management efficiency. By evaluating key features such as security, user-friendliness, collaboration tools, customization options, and compliance considerations, you can make an informed choice that aligns with your organization’s specific needs.

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