Virtual datarooms (VDRs) are a valuable tool for businesses that deal with sensitive and confidential information. They provide a secure platform where companies can store, share, and manage their documents online. Setting up a VDR requires several steps, including creating an account and establishing user permissions. Here is more information about the VDR installation process:
Identify Your Needs
Identifying your needs involves determining the purpose of the dataroom, assessing how much data storage is required, and identifying the types of files that may be stored. Confirm the number of users who may need access to the VDR and the level of security required for your data. These specific requirements can influence the choice of virtual dataroom provider. Providers offer varying storage levels, security features, and user access options. A company with highly sensitive information may require a VDR provider with more advanced security measures, such as in-transit data encryption, audit trails, and watermarking.
Create Your Account
Creating your account involves providing basic information about your business, such as name, address, and contact details. You may also need to give information on the nature of your business and the type of data you may be storing in the VDR. You can then choose a subscription plan that best suits your needs. These plans can vary based on storage size, number of users, and additional features.
Using a mix of alphanumeric characters and symbols, set a robust and unique password to promote account security. Some providers may offer two-factor authentication for added security. For cloud-based VDRs, you can typically access them from anywhere with an internet connection. You may also choose to download optional tools compatible with the VDR, such as advanced document readers.
Customize Your VDR
Customizing your dataroom may involve tailoring the VDR to suit your business needs and enhancing user experience. Customization can range from aesthetics, such as aligning the VDR interface with your brand’s colors and logo, to functional aspects, like setting up user groups and permissions. User groups can allow you to categorize users based on their roles or departments, and permissions dictate the level of access each group has to different documents or sections within the VDR.
Upload Your Documents
Locate the files and documents you plan to store in the VDR. This could include sensitive business information, financial records, and legal documents. To help organize and categorize your documents for easy retrieval, some VDRs allow you to create folders and subfolders. The actual upload process may vary from one VDR provider to another. It typically involves selecting the files from your local storage and uploading them into the designated folders within the VDR. Some providers may offer bulk upload features, which can save time if you’re dealing with many files.
Set Access Permissions
Setting access permissions involves determining who can access what within your VDR. You can set permissions at various levels, from individual users to groups. You might grant full access to senior management while limiting access for lower-level employees or third-party users.
Permission settings can be adjusted to control access to specific folders, documents, or actions like viewing, downloading, or editing. Some VDRs also offer dynamic watermarking and view-only access as additional security measures. Review and update these permissions regularly to keep up with changes in roles or projects.
Train Your Users
Training your users confirms they understand how to effectively navigate and utilize the VDR, maximizing its benefits and maintaining data security. Training can be conducted in various ways, such as webinars, tutorials, or hands-on sessions, depending on the VDR’s complexity and the users’ tech-savviness. It should cover basic tasks like logging in, navigating the interface, uploading and downloading documents, and using search functions. More advanced topics might include understanding permission settings, setting up alerts, and managing user groups. Educate users about security best practices, such as reporting suspicious activities and not sharing login credentials.
Work With a Reputable Virtual Dataroom Provider
When choosing a provider, look into the user-friendliness of the VDR. The VDR should have an intuitive interface and robust search capabilities. Training and support provided by the VDR provider can also be beneficial, especially during the initial stages of setup and usage. Consider working with a VDR provider today to enhance your document storage and security.
