13 . 03 . 2023

GOOD PRACTICE What documents can you load to data room?

13 . 03 . 2023

In today’s dynamic business environment, the collection, sharing, and management of documents play a crucial role in the efficient functioning of enterprises. In the article “What documents can be uploaded to the VDR system?” we will delve into the variety of documents that can be stored in the Virtual Data Room (VDR), and discuss why choosing the right VDR system can significantly impact the security and efficiency of business processes.

In summary:

  • A Virtual Data Room is an excellent alternative to programs like Dropbox, OneDrive, SharePoint, or Google Drive, especially when security, confidentiality of data exchange, and usability are at stake.
  • VDR is a proven method for organizing any files and project data within a company.

Security and convenience in file exchange

Popular file sharing tools do not guarantee that we will upload all files that are important to us to the server. Google, for example, as we wrote in the article “Are your email attachments safe?”, has a limit on the size of the uploaded file, which can be a maximum of 25 mb (50 mb after conversion to one of the Google formats), which can be an obstacle in the case of work on technological projects. Dropbox does not have these restrictions, however, it does not guarantee the security of shared data, because it allows all types of files, including executable scripts, as well as types of files that can be easily equipped with code for automatic execution. In an enterprise environment it can therefore be a potentially unsafe tool. Companies that care about security and comfort at work can use the Fordata Data Room, which allows users to load files up to 200 mb in size, and ensures complete data security online with a filter for suspicious file types.

Strict protection of Excel and PDF files

In many companies, Excel documents and PDF files serve as the primary source of information. Spreadsheets are an integral part of the finance department, but also many other departments. Financial reports, key strategic analyses, sales data – in other words, Excel is the undisputed leader in the business world. That’s why within the Fordata VDR system, Excel files (in formats XLS, XLSX, XLSB, XLSM, XLTX) are treated particularly – as the only company in the VDR industry, we offer the possibility of redacting information in these formats! In the event of needing to conceal sensitive data in spreadsheets, such as amounts, company names, personal data, the client can proceed with this process manually or use a dedicated tool supported by artificial intelligence mechanisms, known as the AI-Powered Redaction Tool. Additionally, content editing is possible in the following formats: PDF, Microsoft Word – DOC, DOCX, Microsoft PowerPoint – PPSX, PPT, PPTX, and other formats such as CSV, MSG, ODS, ODT, RTF, TXT, XML. All these formats are encrypted using a 256-bit EV SSL algorithm, ensuring full data security.

Fordata ensures full security for PDF files and over 30 other non-PDF formats, such as MS Office, PNG, JPG, JPEG, TXT, ODS, GIF, TIF, TIFF, XLTX, CSV, XLSB, XLSM, XML, EML, MPP, MSG, RTF, ODT, PPSX, VSD, VSDX, XPS, as well as Autocad files – DWG and DXF, and many others. Read more about it in the article: “We protect the largest number of file types in the industry. How exactly?

What does this mean for the client? You no longer need to convert them to PDF to increase security. We provide you with complete protection:

  • Read-only mode
  • Document write protection on the disk
  • Print lock
  • Dynamic watermarks
  • Prt Sc key combination lock
  • File activity reporting

Loading and handling other types of files in VDR

We can load many different file formats in the virtual data room (VDR), not only the ones mentioned above such as PDF, Microsoft Office, or Autocard, but also, for example: 7z, html, mp4, zip, and many others. Therefore, creating a central document repository in this enterprise will not be an issue. SSuch a database will offer both a very transparent folder structure, a detailed reporting system, as well as a diversified level of permissions, thanks to which the repository can reflect the company’s structure. For example, department directors will be able to grant file permissions to individual employees and view reports, and users will never see files and folders for which they have not been given permission. It is a useful tool especially in companies operating in the life science, energy and technology industry, as well as law firms.

Wherever safe information exchange inside and outside the enterprise and comfort of work is essential, the Data Room will be perfect as an alternative tool to non-dedicated solutions, such as Dropbox, SharePoint, Google Drive, or email. With its help you can load almost all types of files, and much larger compared to Google services. We write more about the FORDATA VDR system as a repository of company documents in the article “What is electronic data repository?”.

Article updated on 25.03.2024.

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Together with the #FORDATAteam, I plan and coordinate all sales and marketing initiatives. My passions, such as sports and travel, influence our approach - we always emphasize building international relationships and teamwork.

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