What is VDR? A Virtual Data Room?

Updated on June 9, 2021

Over the last few decades, technology has completely changed the way we live our lives. The way we socialize with family and friends, the way we get information, and the way we work. Modern technology has had a major impact on a global scale in business, especially in the way employees at these businesses work. Nowadays, there are lots of devices available that allow workers to work remotely. Desktop computers, laptops, tablets, and other smart devices allow people to have a digital workspace wherever they are in the world. Due to the digital transformation in recent years, workers have been able to work more efficiently. 

Virtual Data Rooms, also known as VDRs have revolutionized the way a lot of companies do business. It is a highly secured online repository that is used to distribute and store documents. People find these VDRs extremely efficient because it makes disclosing, reviewing and sharing documents easy. 

Before Virtual Data existed, businesses around the world often used Physical Data Rooms instead. However, due to advanced technology, it was inevitable a digital version was to replace traditional data rooms. In comparison to Physical Data Rooms, Virtual Data Rooms can save businesses a lot of money, they are widely accessible, and they are available immediately.

Businesses Use VRDs for Security

Even if a Physical Data Room is locked away in the most secure room on the planet, there are still worries that sensitive data inside is not secure enough. At the end of the day, people have successfully gained access to highly secure buildings in the past, so it’s not surprising that business owners and employees experience these feelings. However, as we all know by now, technology can also be at risk. With cybercriminal activity on the rise, businesses want to do everything in their power to make sure that these bad boys of the internet are unable to gain access to their private data. This is why so many businesses around the world invest in a VDR.

It is a room designed to keep business files and other sensitive data protected. Once you have a VDR, the only people who can gain access to the room are you and any other participants that you have approved. This helps things like your business license and other sensitive data remain secure. For more information, check out Firmex’s VDR

VDRs can be used to Share Data

In today’s world, people want to share documents with each other, especially in business. However, sharing sensitive information through an unsecured network can and database can cause a lot of security issues. Not only does a Virtual Data Room allow people to store data safely, it also lets people securely share these files too. 

Each Virtual Data Room has different permission levels, meaning that not all people who have been approved access to the VDR can access all the data stored in it. They are only allowed to access files and folders that they have been approved to open. There are lots of other protocols that business owners can enforce to increase security in a VDR. For example, if you don’t want people editing certain data or copying files located in the VDR you can easily change the security settings. This helps business owners to be in control of the data that is stored inside their VDR. 

VDR can help a Business Save Money

Physical Data Rooms can cost a business an awful lot of cash to set up and to maintain. They can save a lot of money by investing in a Virtual Data Room instead. The cost of running Physical Data Room is so expensive because of the ongoing overheads including printing, the electricity costs of running powerful machines, copying, etc. For smaller companies, these overheads could be detrimental to the business. Every business owner knows that every little count and these costs can add up quickly. 

A lot of businesses nowadays are worried about the environment, so a lot of them take an environmentally friendly approach to the way they do their business. By having a Virtual Data Room instead of a Physical Data Room, not only are you saving money, but you’re helping save the environment too because you are using a lot less paper.  

A VDR can Help Businesses Save Time

Everybody knows that in the business world, time is money! Because employees can gain access to a VDR from anywhere in the world, they don’t have to come all the way to a physical room that stores data when they want to access a file. They can access the data any time of the day or night, making it a lot more convenient for them and their employees.

Due to the ongoing pandemic, more businesses than ever have been investing in a VDR. Because so many people have been forced to work from home, VDRs have allowed people to gain access to files without having to physically come into the office. This has allowed businesses all over the planet to continue running during these unprecedented times. 

VDR Can Help a Business Grow

It is important for businesses and investors to trust each other. Having a VDR in a business and allowing investors access to the files and folders provides transparency. Just like employees, investors can be given access to the VDR so they can track the work carried out by the business. This is a great way of showing how the business is progressing. 

Investment is needed for a lot of businesses to grow. If you are trying to persuade potential investors to put more money into your business, allowing them access to the VDR might help persuade them. However, businesses must be very careful showing sensitive data to people who are not yet officially involved with their business. 

How to Choose a VDR?

For many business owners, deciding on a VDR can be slightly overwhelming. There are a lot of VDR providers out there, and there are different types too. To make it a little easier, follow these steps:

  1. What do you need a VDR for? Try finding a VDR that works well with your company’s needs. Before investing, ask yourself what you will be using a VDR for. 
  2. What are the different features? Different VDR providers will have different features. 
  3. How much do you want to spend on a VDR? Before you splash the cash, you should know exactly how much money you have to spend on a VDR. There are a lot of providers out there, some aim for smaller-sized businesses while others aim for bigger companies. There are a lot of VDR companies that provide their service without having to break the bank. Before spending money on a VDR provider, find out if there are any free trials available first. Most providers allow potential customers to try the product before they invest. This is a great way to see how the VDR works before a company spends its hard-earned money. Consider testing a few different suppliers before investing. 
  4. Customer services: In case something goes wrong, you will want to be able to speak with a person working for the VDR provider. The best VDR providers have a customer service team working around the clock. This way, if something goes wrong the problem can be fixed immediately. 

In this day and age, Virtual Data Rooms are one of the most important tools for business. 

The Editorial Team at Healthcare Business Today is made up of skilled healthcare writers and experts, led by our managing editor, Daniel Casciato, who has over 25 years of experience in healthcare writing. Since 1998, we have produced compelling and informative content for numerous publications, establishing ourselves as a trusted resource for health and wellness information. We offer readers access to fresh health, medicine, science, and technology developments and the latest in patient news, emphasizing how these developments affect our lives.