A virtual data room is essentially an online database that companies can create and use to store private and confidential information. Virtual data rooms can also be used to share sensitive information with relevant parties and are usually associated with sensitive financial transactions. Also known as data repositories, virtual data rooms are crucial for businesses to organize documents, manage access and ensure the security of given data.
The data or documents stored in virtual data rooms are usually of high value to the company storing them, but could also be regular company documents that have to be organized and kept safe for compliance, taxation, or legal purposes. Learn more about the provision and creation of virtual data rooms for your company, and given below are five uses of virtual data rooms that you should know about:
Virtual data rooms are used for mergers and acquisitions
Mergers and acquisitions usually involve a ton of due diligence that needs to be done privately to protect the involved companies’ sensitive and financial information. Instead of physically performing this due diligence with top management from both companies meeting in person, the same is done conveniently through virtual data rooms while ensuring the safety of both parties involved. Mergers and acquisitions involve volumes of data and company history to be viewed and speculations of financial history and offers which essentially involve confidential data and hence make the use of virtual data rooms imperative.
Virtual data rooms enable strategic partnerships
When two separate companies come together and form a strategic partnership, they are required to share a substantial amount of data and information in a safe setting. Virtual data rooms make this possible by offering a private and secure space for companies to do so, and their offering in this situation is simply invaluable. Companies may be collaborating to offer a limited edition product or service, and for the top management of the company to sleep peacefully at night, they must maintain a safe avenue to protect their valuable data.
Virtual data rooms are used for initial public offerings
Initial public offerings or IPOs essentially face heavy scrutiny from financial institutions and regulatory authorities, with the company going public subjecting itself to additional rules and regulations. The transition from a privately held to a publicly held company involves fulfilling multiple pieces of documentation and paperwork, which need to be meticulously organized and protected to avoid the advent of possible fines from regulatory authorities. IPOs also feature sensitive information that needs to be protected, and hence virtual data rooms are used for launching IPOs.
Virtual data rooms are used for intellectual property management
The intellectual property of companies and individuals is usually important information that can be harmful in the wrong hands and possibly damage the company’s credibility. This is especially true for entrepreneurs and startups that rely on their intellectual property and patents to operate and succeed in competitive environments. For companies that haven’t yet established or applied for a patent, and are in the process of doing so, virtual data rooms are the best solution to safeguard all their sensitive information and growth strategies.
Virtual data rooms are used for audits
Virtual data rooms are also crucial in their use during legal and financial audits in which one party wants to review sensitive information about the other party for audit purposes. A legal, regulatory, or taxation body could ask for a company to present its financial information for compliance or reporting purposes. Companies would hence be obliged to present all required information, and using a virtual data room is the best possible way of doing so. Virtual data rooms help ensure that the legal body gets access to company information while also maintaining the safety of the given information and respecting its sensitive nature.