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Electronic data room – confidential file-sharing system

All of us mentioned the concept of a secure virtual data room. Precisely what are other file sharing systems besides virtual data? We meet more often: archives, emails, CDs or mobile hard disk drives, as well as encrypted file transfer methods. What are their respective benefits? Take a look at explain one by one.

Archive Room


Archives would be the oldest and oldest way to talk about files. Find an office or convention room, print all the necessary docs and disassemble them. This method offers existed for a long time, but it has many limits. First, find a suitable office or conference room that was used to retailer documents. Secondly, printing all files and linking them is a waste associated with resources. For a company with a large project size and a large number of paperwork, this preliminary preparation is time-consuming and lengthy.

Yet again, the space of the room is limited, and various participants must make an appointment to come and see it with the appropriate staff. This specific put some pressure on the coordination of the project. Different companies must acknowledge different times. Participants must read a large number of documents within the specified time. In the event the estimated time is exceeded, the entire plan needs to be adjusted. When it is necessary to work overtime in special instances, this can be done by coordination with the appropriate companies.


Email is a common file exchange method. However , for financial tasks, the email also has unavoidable flaws. Data sent by e-mail cannot be monitored by the sender, and the other party can easily arbitrarily send, copy and distribute all received data without any restrictions. This is very dangerous for financial projects, especially for mergers and acquisitions. Suppose your company’s business plan is still below development and your competitors are totally aware of your plans and how this will likely affect your company.

COMPACT DISC or mobile hard drive

A CD or mobile hard disk drive is a way to be widely used after email. Compared to email, a drive or removable hard drive can consist of more files and can be encrypted. Yet , the most serious drawback of this approach remains data security. The encryption talked about here is often a simple password. Any time a user reads a file with the correct password, he can copy or forwards the file as desired, without the restrictions. The administrator is also not aware of this. If the administrator wants to send different files to different users, this individual needs to burn a large number of discs plus send them separately. In the event of an error, the information sent will be difficult to recover.

Encrypted file copy protocol

Encrypted data file transfer protocols have advantages in terms of space capacity, security has also been superior, and some may send different documents for different companies. As on the CD, here the encryption is usually a easy password, and the user can replicate or forward the file. Or maybe a simple password leak is another monster that causes a file leak, because the supervisor only knows that someone has see the information with the correct password, but cannot verify the identity of the other side.

Also, typically the login passwords used by everyone are identical: when a leak occurs, no one knows who is responsible. Also, a professional tech is required to create a file transfer process, which to some extent increases the cost of you can actually workforce.

Virtual data room services

In recent years, the most widely used system is the secure virtual data room system. What exactly are the characteristics of a electronic data room? We are able to say that the data room providers is a program created by integrating the needs of commercial file sharing, overcoming almost all of the above limitations. Firstly, the does not have geographical time limit, and users can easily decide how and when to view files.

Secondly, in terms of data ability, qualified data room providers can easily expand capacity limits at any time based on customer needs. Once again, after the manager uploads the file, different legal rights can be set for different participants according to the nature of the user. The procedure is very simple.

Most importantly, the has been quickly improved in terms of security. Administrators could set various viewing permissions regarding users, including adding watermarks to be able to files, prohibiting users from making, and much more. Moreover, administrators can even slightly manipulate files that users include uploaded and block user permissions at any time. Also, each user has a separate password for the account, and all user actions are recorded in the project log so that the administrator can view them at any time. If a leak is suspected, the administrator can track the leak of the account using watermarks, logs, etc ., and prevent further leakage of the document by simply deleting the permission.