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Online data room – confidential file-sharing system

Most of us mentioned the concept of a secure data room. Exactly what are other file sharing systems besides virtual data? We meet more often: records, emails, CDs or mobile hard disks, as well as encrypted file transfer methods. What are their respective benefits? A few explain one by one.

Archive Room


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

Again, the space of the room is limited, and different participants must make an appointment to come and discover it with the appropriate staff. This specific 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 the event the estimated time is exceeded, the whole plan needs to be adjusted. When it is important to work overtime in special circumstances, this can be done by coordination with the pertinent companies.


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

CD or mobile hard drive

A CD or mobile harddrive is a way to be widely used right after email. Compared to email, a travel or removable hard drive can incorporate more files and can be encrypted. Nevertheless , the most serious drawback of this approach remains data security. The encryption stated here is often a simple password. If a user reads a file with the correct password, he can copy or onward the file as desired, with no restrictions. The administrator is also not aware of this. If the administrator wants to mail different files to different users, he needs to burn a large number of discs together with send them separately. In the event of a blunder, the information sent will be difficult to restore.

Encrypted file exchange protocol

Encrypted data file transfer protocols have advantages in terms of space capacity, security has also been improved, and some may send different data files for different companies. As on the DISC, here the encryption is usually a simple password, and the user can backup or forward the file. Or perhaps a simple password leak is another killer that causes a file leak, because the administrator only knows that someone has read the information with the correct password, although cannot verify the identity of the other side.

Also, the login passwords used by everyone are identical: when a leak occurs, no one knows who is responsible. Also, a professional specialist is required to create a file transfer process, which to some extent increases the cost of you can actually workforce.

Data Room

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

Secondly, in terms of data potential, qualified data room providers could expand capacity limits at any time according to customer needs. Once again, after the administrator uploads the file, different legal rights can be set for different participants depending on the nature of the user. The procedure is very simple.

Most importantly, the particular has been rapidly improved in terms of security. Administrators can set various viewing permissions to get users, including adding watermarks to files, prohibiting users from stamping, and much more. Moreover, administrators can even distantly manipulate files that users have uploaded and block user permissions at any time. Also, each user includes a separate password for the account, and everything user actions are recorded in the project log so that the administrator can view them at any time. If a outflow is suspected, the administrator can easily track the leak of the accounts using watermarks, logs, etc ., and prevent further leakage of the document by deleting the permission.