Technology

How Are Data Rooms Used?

A virtual data room, also known as an online data room, is an online data room where companies store important and sensitive company documents. Some of the documents often stored in virtual data rooms include employee information, intellectual property information, case litigation files, financial statements and capitalization tables.

Data room

Having an online data room allows you to safeguard your company’s essential information to guarantee it remains confidential. Due to this, different industries have quickly embraced virtual data rooms, including biotech, corporate, funds & private equity, litigation, investment banking, and mining & energy.

If you’re thinking about when’s the right time to use a data room, here’s an overview of the different scenarios when this is necessary.

Mergers & Acquisitions

During mergers and acquisitions, there’s a lot of due diligence that needs to be observed. The mergers and acquisition process happens when a huge company is acquiring a smaller one or is merging with a different company.

The details of the mergers and acquisition procedure are highly sensitive, hence why it’s best to conduct these transactions in a virtual data room. This guarantees the safety of the essential details and offers an easy way to conduct the business.

The online data room makes it cheaper for the parties involved in the deal to exchange and review documents without going to the seller’s offices. This is also the case since large documents don’t need to be moved from one point to another for closer scrutiny.

Should the deal not fall through, access to the virtual data room can be revoked. This ensures not sensitive information finds its way into the wrong hands.

Raising Capital

Lack of capital is one of the reasons many businesses fail. For this reason, it’s essential to find ways of raising capital from investors, and there’s no better way than through an initial public offering (IPO). But this process typically involves lots of paperwork and parties such as investment bankers, lawyers and several others.

For this reason, all these dealings must be done in an online data room to guarantee the integrity and safety of documents. This is the only way of ensuring crucial details can’t be accessed either by copying, printing, or editing the documents by your competitors or any other third-party members not involved in the deal.

Conducting Audits

The auditing of company accounts, procedures, policies, practices and much more is required across different businesses. But for auditing to be a success, auditors must interact with company employees. Doing this might be challenging if the firm has several offices worldwide in different time zones or remote workers.

But virtual data rooms help alleviate this issue by giving everyone involved in this issue, from external and internal regulators, accountants, and lawyers, to have a centralized meeting point. This allows for transparent communication between these parties, and lower reduces the likelihood of any error being made.

Court Proceedings 

During court proceedings, vast volumes of very confidential documents are exchanged. But being legal proceedings, these documents can either be stolen or lost. Because of this, regulators and lawyers use virtual rooms as a platform to exchange these sensitive details and not worry about them being stolen.

This is achieved since the access to these sensitive documents is a centralized location rather than sending these details using different platforms.

About the author

Arpita Patel

Arpita Patel is an active tech and food blogger. She has Masters degree in computer science from Mumbai University. She has contributed a number of great and informative articles to the internet. Apart from blogging she loves music, movies, outdoor games, cycling and helping people.