When you’re pitching to investors or closing an M&A deal, or sharing data with business partners, having a well-organized and organized virtual repository can make a huge difference. Investors don’t have time Home Page to sift through a mess of documents or deal with files that aren’t correctly formatted. They’re looking for a clean professional presentation of sensitive information that is easy to browse on any device.
Follow these best practices to improve workflow and give third parties the most accurate, up to current information.
Uploading and Organizing Files
Utilize operating procedures to decide what documents should be placed in the VDR, and how they should be named. The consistent folder and name structure make it easier to locate and manage documents. Tags and metadata add information to documents, facilitating the search and filtering.
Permission Settings
Set permissions for different types (admins, corporate employees clients, investors, etc.). To block access to the repository by anyone else, and to increase the security of the repository. Fence view mode is an excellent feature for those who have sensitive or private information. It blocks users from downloading documents or printing them, storing them, scanning or taking screenshots.
Monitoring Activity
You must ensure that you have an audit log that is secure from tampering the activities in your VDR by setting up customizable reports that are emailed to key project managers on a regular basis. For example, FirmRoom provides reporting that contains detailed document analytics, making it simple for teams to monitor user engagement with the repository. This allows for better follow-up and more efficient communication with the stakeholders.
