Security of the data room is crucial to both businesses and individuals. After all, sensitive information could be exposed if the uninitiated get their hands on it. For businesses, this information may comprise confidential financial reports or trade secrets. Individuals may use PII/PHIs like credit card numbers and a social security number. Thankfully, there are ways to ensure your information is secure when you use the virtual data room.

A secure virtual dataroom features many security features that are industry-standard to ensure that documents are kept where you want them and aren’t lost or stolen. These include banks that offer 256 bit security, multi-factor authentication and audit logs. Security personnel with training can add a human element to your data center’s protocols. They are also able to respond swiftly to threats.

The first thing to do when you create a VDR is to set up user permissions. This usually involves creating different groups and assigning granular access permissions. You can even hide accessing and exchanging files in a secure data room members from each other and hide upload dates to determine the narrative in certain instances.

It is crucial to be precise in your permission settings. Unnecessarily restrictive permissions could hinder collaboration, while unclear titles can create confusion and could lead to loss of important files. Certain VDRs like Firmex Virtual Data Room, even have a “View As” tool to enable administrators to view what each user is able to see when they click on the file. This is an excellent method to prevent unauthorized disclosures and reduce the risk of assumptions.