complex transactions

What to consider when choosing a data room to manage complex transactions

Using a data room, you will need to share sensitive data with investors and financial specialists at some point throughout your company’s growth. A data room used to be just that: a room full of printed files and reams of paper with patent details, clinical data, and financial estimates.

What to Think About When Selecting a Data Room

There are countless firms to pick from that offer a variety of services at various price points. We’ll take a look at a lot of them here. Please keep in mind that we are not supporting any one product or company; rather, we are simply offering an overview.

What Are Your Alternatives?

Each of the companies we’ll mention provides access control and auditing. The data room solution privileges govern who has access to the file and how long they have it. Companies may then see who has accessed the files, when they were accessed, and even how many times they were opened, depending on what is required. Some data rooms contain timers that keep track of how long a file has been open. Some services use digital watermarks to save the downloader’s information, allowing any sharing (such as printing data) to be traced back to the individual who viewed the certain file.

Full-service “White glove” solutions include Merrill’s DataSite and Donnelly’s Venue. Not only do these data rooms enable safe information sharing, but they also frequently involve teams of people working in actual offices. This might involve a project manager who will walk you through the SEC’s more complicated procedures. The cost of these personalized, hands-on services is, as one might guess, rather high. Pricing is determined per project (for example, per page) and is discussed in contracts. These high-touch suppliers are frequently used by small finance teams to ensure that files are completed smoothly.

Particularly for the financial markets, virtual-only data rooms, such as those offered by Synchronoss’ Intralinks, Features such as templates and task guidelines are targeted at fundraising activities and relevant SEC standards.

This is a less costly choice than the higher-end options. File sync and sharing services are provided by companies like Box and Dropbox. While these services don’t help with specific financial workflows, they are a safe and secure method to share and govern data. They both offer the same amount of protection. Indeed, the security of smaller services is probably stronger since the organizations only have one job: keeping papers secure — .

These services work in the same way as a shared drive and are meant to be as simple to use as one.

When Safety Is Critical

Some organizations provide digital rights management if your data is particularly sensitive and you are concerned about security. Blackberry Workspaces is an example (which, Despite the name, it does not require users to have Blackberry devices). You may embed. controls in the file itself with this service. This means that anyone with access to the document will be unable to print, change, or forward it, giving you complete control over how your information is shared. This is inherently inconvenient for the user, who must frequently install software and may find it difficult to see on a mobile device. Because it is difficult to use, digital rights management has failed to gain widespread adoption.