Virtual Data Rooms have become one of the best solutions for businesses that allow you to perform complex processes remotely, strengthen communication with partners, simplify and speed up employee work, and store and share your documents in absolute security. VDR’s level of security is on par with that of banking or military institutions, which is why this tool has become so in-demand in virtually every industry. In this article, we’ll tell you exactly what makes a data room so secure.
Physical security features
The physical set of data security features is certainly important, even though the space is virtual. On-site security has a direct impact on keeping your sensitive information safe online, data room developers understand this, which is why the best ones provide the following physical security features:
- Physical Data Protection – All of the data centers that hold the vast accumulation of companies’ data around the world are strictly and securely protected. They are monitored around the clock, every day, without exception. This guarantees uninterrupted uptime
- Reliable infrastructure components -data centers use only the best equipment, which provides nearly 100% uptime in a failsafe environment
- Real-time data backup – documents are continuously backed up via a special encrypted VPN tunnel
- Disaster recovery – with this feature your documents are not at risk, as it allows you to recover the most recent copies of the documents in the remote mode
- Multi-level data encryption – data encryption occurs all the time, both at rest and during transmission
- Multiple server locations -If your data is divided into parts that are stored in different service centers this increases its safety in case of disaster
Access to security features
VDRs were created so that documents of high importance and confidentiality could be uploaded to their space. Therefore, access to this information must be restricted, this also reduces the chances of data leakage. The features described below are features that are the most common among quality VDR providers:
- Selective permissions settings – users, according to their role in the data room, can only see certain portions of documents
- User permissions -administrators can configure permissions for documents, according to which users can or cannot view them. Also, the administrator can customize the interaction with the documents, prohibiting copying, editing, forwarding, or uploading
- Single sign-on – users can log in to their account inside the program using the same credentials, even if they participate in different projects
- Two-step verification – besides the password and login users will also need to enter a one-time code, which they will receive on their phone each time
- Time and IP limits – to reduce the potential for violations, VDR has a feature that allows you to limit IP addresses and set their access time
- Audit Trail and Reporting – VDR automatically captures and records any changes that take place within the space that can be easily reviewed by the administrator. You can see any actions that any user has performed inside any document. This helps to stay informed, prevent errors, and anticipate future events
- Assigned user security -Assigned user allows the administrator to ensure that only the right amount of access is available
- Dynamic watermarks – Watermarks also allow you to track your document and ensure that it is not leaked. By placing a watermark on a document, it encrypts the access session information, which also includes the user’s IP address as well as the date and time he accessed the document