How to Maintain Data Room Access Control

Data rooms offer a secure and simple method of sharing documents with partners, clients or investors. However, with so many parties looking over the same files, it isn’t easy to track who saw what. Here’s how to ensure that the information is in the hands of authorized users.

Decide what to include. Before uploading, you must decide which documents belong in the data room. Make sure you create an organizational structure that reflects the business or transaction and label documents and folders with appropriate labels so that users can quickly find what they’re looking for. Consider also creating a due diligence checklist that helps keep things organized and can reduce the risk of sensitive information getting into the improper hands.

Set permissions and restrictions on access Use granular security features to limit who is able to view or download files in the data room. For the most secure data rooms, make sure you have multi-factor authentication and other industry-strength security measures to block unwanted third parties from gaining access.

Monitor usage: After the data room is created, monitor activity by utilizing features such as audit logs and user activity reports to see who has viewed which documents and when. This allows administrators to track and address any issues that might arise during the course of a deal.

Keep everyone on track: Ensure everyone is aware of the tasks including Q&A threads, deadlines, and deadlines, by sending email notifications that can be tailored according to frequency via the dashboard data room file storage capabilities of your data room. Find a service that offers flexible subscription plans. This allows you to easily upgrade or reduce functionality or storage depending on the requirements of your business.