One of the main problems of modern entrepreneurs is the security of their confidential data. Even with all the progress of modern technology, it is not so easy to find a place for secure storage of sensitive information. Online storage providers offer many, but the software must have complete security for corporate purposes. Virtual data rooms have become the solutions that have taken data storage to a new level of protection.
Why is the use of VDRs the future?
The virtual data room market is overflowing with various offerings. Business is visibly booming, and according to many experts, this will continue to be the case for years to come. Traditional methods of storing cumbersome copies of documents have long since become a thing of the past, as it is long, inefficient, and insecure. In addition, recent world events have shown us how important digital solutions are now, with which we can access the information and processes we need while sitting at home.
Data rooms offer a different level of security compared to other online solutions. These programs have international security licenses, which ensure their ability to handle sensitive corporate data. VDRs are used for litigation, medical research, due diligence, and many other operations requiring sharp data handling.
Security features of virtual data rooms
Virtual data rooms vary depending on the scope of their use, but a certain set of security features are the basis for any secure virtual data room. Below we highlight these features and their characteristics:
- Compliance with international ISO 27081 security standards
ISO is considered one of the best security licenses because vendors who follow it ensure that they follow the guidelines that allow identity verification in cloud storage.
- Secure encryption methods
Encryption is the process of encoding data, and usually, it is only encrypted during transmission. However, the encryption methods that VDRs use allow documents to be encrypted even at rest. This ensures that no unauthorized user can obtain information valuable to them.
- Digital Watermarks
Watermarks are provided to protect the copyright of the content and prevent the illegal copying of data. They apply to any file, including video, audio, presentations, etc. With their help, administrators can track who printed, sent, or copied a document.
- Flexible settings for access rights and viewing restrictions
One of the main features of VDR is the function of access restriction. Thus, administrators can fully control the actions with the documents and guarantee their integrity. For example, in legal data, only lawyers can see it; depending on their duties, they will have their privileges. Furthermore, you can prohibit copying, printing, uploading, forwarding, editing, and even screenshotting the document. Also, you can set partial document visibility during collaboration.
- Two-Factor Authentication
This feature reduces the risks of password theft and unauthorized entry into the system. For example, users must enter their password and additional information, such as a one-time code, when logging in. The use of this method significantly reduced the break-in rates.
- Access restriction by IP
VDR owners can even see the IP addresses of invited users, the type of device logged in, and the location.
- Audit Logs
Audit logs produce automatic reports of all activity within the VDR, and administrators can view these reports on demand, thus gaining important analytical data. This allows for better control of the situation in the space.
- Remote destruction
Data owners have the right to manage the data, even outside of the VDR space. If data has been downloaded to a third-party device, you can remotely erase it. You can also set access deadlines, after which access will be blocked.