Collaboration through a Data Room: protection against selecting and copying

Modern technology has greatly simplified business operations. The work of an organization is no longer limited to the office; many processes can be performed from home or even on the go. This has contributed to increased productivity and efficiency in the business environment, but concerns around cybersecurity are still lingering. Using a virtual data room has given entrepreneurs more freedom and confidence in their privacy because the main goal of any quality VDR is to guarantee their customers a highly secure space for various collaborations, transactions, and working collaborative projects.

What makes virtual data rooms secure?

Virtual data rooms are online spaces based on cloud technologies. This fact causes the misconception of many users that VDRs are no different than public cloud storage such as Google Drive and Dropbox. However, data room solutions are professional business software that complies with regulatory and industry security measures and are licensed by the relevant authorities. This is how VDR vendors show that they have the legal right to handle sensitive documents and inspire business confidence. Data rooms have multiple layers of security, which we’ll talk about below.

Physical security measures

Although virtual data rooms are online solutions, data is stored in physical data centers, requiring high protection against various threats. The primary physical security measures of VDRs include:

  • Physical data protection

This protection includes surveillance cameras, chip access cards, and permanent guards.

  • Permanent backup

All data that has been uploaded to physical centers are automatically backed up on servers, so you’re guaranteed to be able to ensure the integrity of your documents

  • Rugged design elements

High-quality server hardware guarantees 99.5% to 99.9% uptime and a failsafe environment

  • Disaster recovery button

Your documents and backups are stored on multiple servers instead of one, greatly reducing the risk of failure

  • Servers with multiple locations

Any top data rooms maintain their servers in different locations. This way, they increase the integrity of the data, so it doesn’t happen.

VDR access security features

Virtual data rooms protect the space from both external threats and internal threats, and they do so by using:

  • Two-factor authentication

This feature is now one of the most essential for any platform as it allows one to identify the user better and ensure that no impostor enters the server. In addition to a password, users can also enter additional information, such as a one-time code.

  • Multistep verification

Users who log in from a new device must undergo multistep verification, which usually becomes a major barrier to hackers.

  • Time limits for IP.

Administrators can track the IPs of invited users and even deny or limit their time in the space by UI address.

  • Audit Logs

Audit logs provide complete and detailed information about every action taken by other users. They are useful not only for collecting analytical data but also for detecting fraudulent activities.

  • Non-disclosure agreements

Users must sign an NDA before engaging with VDRs. This ensures that your data is legally protected. VDRs offer templates for constructing NDAs.

  • Remote destruction

Administrators have control over documents from the VDR even after other users have downloaded them to their device so that they can delete that file from someone else’s device remotely at any time.

  • Document access rights

Different users have different jobs and responsibilities, and only certain actions and documents are available to them; with VDR, you can make sure that users do what they are supposed to do because you control the visibility, copying, printing, uploading, editing, forwarding and screenshotting of the document.

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