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VDRs are often associated with M&A diligence, can be used in virtually any data-sharing process that requires the company to share confidential information beyond its firewall. When it comes to sharing intellectual property to support an IPO or soliciting funds from limited partners, VDRs can aid in making any document sharing process more efficient by enhancing communication and automating tasks.

Contrary to their predecessors which required companies to mail physical documents to reviewers, virtual data rooms enable users to access and view documents on demand. While this makes reviewing much quicker and more efficient, it also ensures that only authorized persons can access confidential business documents and eliminates the possibility of a security breach or compliance violation.

A VDR, for example, can track user activities in full detail on every document in the room. This includes who accessed the document, and when. This feature is helpful in security audits since it can show that only a small percentage of users viewed the sensitive business documents. It can also be helpful in M&A due diligence since it helps to get a better understanding of interest levels and can help companies gauge which documents are most enticing to investors and bidders.

When choosing a VDR make sure you choose one that provides customizable reporting and real-time analytics that give administrators the behind the scenes intelligence they need. It should also offer an easy upload process for multiple users, and be simple to use on any device, particularly mobile devices.