To effectively use virtual data room software, you need to adhere to some recommendations. In this article, we will analyze the most common data room rules.

What is a data room?

A mandatory element of the “digital” infrastructure of a modern enterprise or organization is a document management system. Work with external and internal documents is referred to as the most complex, labor-intensive, and “problematic” area of enterprise activity. Digital solutions like virtual data rooms make it possible to significantly simplify and optimize it.

The data room is a place where the potential buyers have controlled access to certain confidential documents related to the company for sale. By having access to these documents, the prospective buyer (and his advisors) can read the documents and do his due diligence.

Cloud computing has also changed the possibilities for building the data room. Today, in regular M&A processes, one mostly encounters virtual data rooms in which all documents are made available in digital form and are accessible online around the clock. The virtual data room offers various advantages. This makes the due diligence check more efficient and transparent. This also makes it much easier to address international prospects. Each inspection area can be viewed simultaneously by potential buyers and their advisors from anywhere in the world with no travel time or expense.

Facilities and documents organization on the platform

Since the data room contains sensitive company documents, its use in professional M&A processes is subject to certain rules. The purpose of data room rules in the case of a company acquisition is to find a suitable way for the potential buyer to access the information and documents requested by him in his due diligence questionnaire. The users of the software undertake in writing to comply with confidentiality and the data room rules. They are as follows:

  • Each buyer must name the data room users;
  • No documents may be removed from the data room;
  • Only transcripts are allowed, no copies or photographs;
  • The number of data room users is limited;
  • Each user must sign the data room rules;
  • Most stored documents are accessible only with reading authorization.

Assigning access rights to a document in a data room

Rights to a document must be assigned following the organization’s privacy policy and the intended future use of the document. When assigning access rights to a document, it is recommended to adhere to the following rules:

  • in general, viewing rights should be given to all users (groups of users) who may need this information to perform their job duties;
  • the rights to change documents must be given to those users who will participate in the development or approval of this document, as well as to users who will register the document;
  • Full access to the document is recommended to be left only to the author of the document and the person responsible for this document.

Best practices for using folders to store tasks in a data room

The placement of tasks and tasks takes place in personal folders, so it can be individual for each user. However, some general recommendations can be made:

  • remove links to completed tasks and tasks from the Inbox/Outbox folders as soon as they are completed (return to them by searching as needed);
  • select subfolders for non-urgent tasks and tasks sent to other employees in the form of subtasks in the Inbox folder;
  • transfer to personal folder links to the Inbox folders of those employees who have to be constantly monitored.