Virtual Data Room – confidential file-sharing system

All of us mentioned the concept of a virtual data rooms. Exactly what are other file sharing systems besides online data? We meet more often: archives, emails, CDs or mobile hard drives, as well as encrypted file transfer protocols. What are their respective benefits? Why don’t explain one by one.

Archive Room

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Archives are the oldest and oldest way to discuss files. Find an office or discussion room, print all the necessary papers and disassemble them. This method provides existed for a long time, but it has many constraints. First, find a suitable office or even conference room that was used to retail store documents. Secondly, printing all files and linking them is a waste involving resources. For a company with a big project size and a large number of files, this preliminary preparation is labor intensive and lengthy.

Again, the space of the room is limited, and different participants must make an appointment to come to see it with the appropriate staff. This put some pressure on the coordination of the project. Different companies must agree on different times. Participants must read many documents within the specified time. If the estimated time is exceeded, the complete plan needs to be adjusted. When it is required to work overtime in special situations, this can be done by coordination with the pertinent companies.

Email

Email is a common file pass on method. However , for financial jobs, the email also has unavoidable flaws. Documents sent by e-mail cannot be tracked by the sender, and the other party could arbitrarily send, copy and disperse all received data without any limitations. This is very dangerous for financial tasks, especially for mergers and acquisitions. Suppose your company’s business plan is still within development and your competitors are completely aware of your plans and how this may affect your company.

CD or mobile hard drive

A CD or mobile hard disk drive is a way to be widely used right after email. Compared to email, a travel or removable hard drive can have more files and can be encrypted. Nevertheless , the most serious drawback of this approach remains data security. The encryption talked about here is often a simple password. Each time a user reads a file with the accurate password, he can copy or forward the file as desired, without the restrictions. The administrator is also not aware of this. If the administrator wants to give different files to different users, they needs to burn a large number of discs together with send them separately. In the event of an error, the information sent will be difficult to restore.

Encrypted file move protocol

Encrypted document transfer protocols have advantages regarding space capacity, security has also been enhanced, and some may send different data for different companies. As on the COMPACT DISK, here the encryption is usually a simple password, and the user can backup or forward the file. Or perhaps a simple password leak is another monster that causes a file leak, because the administrator only knows that someone has browse the information with the correct password, nevertheless cannot verify the identity of some other side.

Also, the login passwords used by everyone are exactly the same: when a leak occurs, no one is aware who is responsible. Also, a professional specialist is required to create a file transfer process, which to some extent increases the cost of the company’s workforce.

Virtual data rooms

In recent years, the most widely used system is the brainloop system. So what are the characteristics of a online data room? We can say that the due diligence virtual data room is a method created by integrating the needs of commercial file sharing, overcoming almost all of the above limitations. To start with, the is without geographical time limit, and users may decide how and when to view files.

Secondly, in terms of data ability, qualified data room providers could expand capacity limits at any time according to customer needs. Once again, after the manager uploads the file, different privileges can be set for different participants depending on nature of the user. The operation is very simple.

Most importantly, typically the has been swiftly improved in terms of security. Administrators could set various viewing permissions with regard to users, including adding watermarks in order to files, prohibiting users from stamping, and much more. Moreover, administrators can even remotely manipulate files that users currently have uploaded and block user accord at any time. Also, each user provides a separate password for the account, and all user actions are recorded in the project log so that the administrator may view them at any time. If a flow is suspected, the administrator can track the leak of the account using watermarks, logs, etc ., preventing further leakage of the document by simply deleting the permission.

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