Data rooms – confidential file-sharing system

Most of us mentioned the concept of a data room services. Exactly what are other file sharing systems besides digital data? We meet more often: records, emails, CDs or mobile hard drives, as well as encrypted file transfer protocols. What are their respective benefits? Take a look at explain one by one.

Archive Room


Archives would be the oldest and oldest way to discuss files. Find an office or conference room, print all the necessary docs and disassemble them. This method provides existed for a long time, but it has many constraints. First, find a suitable office or perhaps conference room that was used to store documents. Secondly, printing all data and linking them is a waste involving resources. For a company with a huge project size and a large number of docs, this preliminary preparation is time consuming and lengthy.

Again, the space of the room is limited, and various participants must make an appointment to come to see it with the appropriate staff. This particular put some pressure on the coordination in the project. Different companies must acknowledge different times. Participants must read a lot of documents within the specified time. In case the estimated time is exceeded, the complete plan needs to be adjusted. When it is necessary to work overtime in special situations, this can be done by coordination with the pertinent companies.


Email is a common file exchange method. However , for financial tasks, the email also has unavoidable flaws. Data sent by e-mail cannot be tracked by the sender, and the other party can easily arbitrarily send, copy and spread all received data without any restrictions. This is very dangerous for financial assignments, especially for mergers and acquisitions. Imagine that your company’s business plan is still within development and your competitors are completely aware of your plans and how this will affect your company.

COMPACT DISK or mobile hard drive

A CD or mobile hard disk drive is a way to be widely used right after email. Compared to email, a push or removable hard drive can contain more files and can be encrypted. Nevertheless , the most serious drawback of this approach remains data security. The encryption talked about here is often a simple password. Every time a user reads a file with the proper password, he can copy or forward the file as desired, without the restrictions. The administrator is also unaware of this. If the administrator wants to send out different files to different users, he needs to burn a large number of discs and even send them separately. In the event of an error, the information sent will be difficult to recover.

Encrypted file shift protocol

Encrypted data file transfer protocols have advantages regarding space capacity, security has also been superior, and some may send different documents for different companies. As on the DISC, here the encryption is usually a basic password, and the user can copy or forward the file. Or even a simple password leak is another fantastic that causes a file leak, because the officer only knows that someone has see the information with the correct password, nevertheless cannot verify the identity of some other side.

Also, the login passwords used by everyone are identical: when a leak occurs, no one has learned who is responsible. Also, a professional tech is required to create a file transfer process, which to some extent increases the cost of the company’s workforce.

Data room services

In recent years, the most widely used method is the system. So what are the characteristics of a data room software? We could say that the data room software is a program created by integrating the needs of commercial file sharing, overcoming almost all of the above limitations. To begin with, the secure data sharing has no geographical time limit, and users could decide how and when to view files.

Secondly, in terms of data capability, qualified data room providers can expand capacity limits at any time according to customer needs. Once again, after the officer uploads the file, different rights can be set for different participants according to the nature of the user. The operation is very simple.

Most importantly, typically the has been quickly improved in terms of security. Administrators could set various viewing permissions intended for users, including adding watermarks to be able to files, prohibiting users from making, and much more. Moreover, administrators can even slightly manipulate files that users include uploaded and block user permissions at any time. Also, each user possesses a separate password for the account, and user actions are recorded inside the project log so that the administrator may view them at any time. If a flow is suspected, the administrator can track the leak of the consideration using watermarks, logs, etc ., preventing further leakage of the document by deleting the permission.