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A proper structure for your folders will help you to perform due diligence in a data room. There are many ways of organizing files based on specific criteria such as project stage department, or level of confidentiality. The most popular method is to separate files in main folders that correspond to specific types of information and then create subfolders that enhance user-friendliness of the system.
In order to ensure that all stakeholders can locate the documents they require, without wasting time searching, it is a good idea to choose the provider that has an indexing feature for files, which assigns a unique identifier to each document, and renumbers it automatically when you reorganize its position in the file structure. This will help save time and effort for you, particularly if there are multiple people looking at the same files.
Certain VDR providers have the capability to add watermarks to documents to discourage recipients from copying sensitive documents. This will protect intellectual property rights and aid in due diligence. Additionally, they will usually include the functionality that allows users to present conditions of access agreements for users to accept before they are allowed to access the content that is considered sensitive. This will make it easier for the project participants to meet regulatory requirements for confidential data in certain sectors. It is important to select a vendor who is aware of these needs and provides solutions to address them including access control, audit trails, and granular control of permissions for users.
