Vitrium (VDR for Intellectual Property, Copyright, and Content): Review

What is Vitrium?

Vitrium is a software that provides document security solutions for publishers and owners of PDF documents in order to protect their valuable content. Vitrium is more than a virtual data room (VDR), it is also more than copyright protection — this software stores and protects: intellectual property, confidential and sensitive information, and revenue-generating content as well.

The company’s flagship product, Vitrium Security, has been used by over 1,000 companies and been used by millions around the world. Founded in 2005, this Canadian security software offers a variety of data room features as well as intense document security and protection.

Not only does this software feature a virtual data room, document security, and other features, but it offers users with enterprise DRM controls for digital rights management.

Intended Users

  • Publishers
  • Content Creators (Revenue Generators)
  • Owners of Intellectual Property
  • Owners of Copyrighted Property
  • Businesses/Companies with Confidential and Sensitive Information/Documents

Industries include:

  • Education and Training
  • Associations
  • Research and Advisory
  • Financial Services
  • Technology
  • Media and Publishing

Deployment

  • Cloud, SaaS, Web
  • Mobile Friendly

Mobile

Vitrium is mobile friendly and offers access through HTML5 web viewer.

Features

If you need serious content security, Vitrium is very unique in this aspect in the VDR industry. From Data Protection, Collaboration, Document Tagging, Rose-Based Permissions, and Secure Preview, Vitrium Security is a VDR that offers a lot to users.

Document Security

This virtual data room and document storage is protected with military grade encryption and security. No matter who is accessing your content, from what device, or where, the layers of encryption and security will travel with the document — even if it is saved to a local machine, mobile device, or corporate network.

You can decide how you set your documents up — depending on how you have done so, the user will need some form of credential or authentication (of your choice) in order to view the content.

Enterprise DRM (Digital Rights Management)

This software provides any sized business or company with the ability to have enterprise DRM implemented within their IT environments. This DRM offers controls that you would receive from large systems, but at a more affordable price and with a more personal touch.

  • Extensive Set of DRM Policies for Setting User Controls
  • No Apps or Plug-Ins for Customers to Download in Order to Gain Access to Content
  • Scalable Solution to Meet Demands in the Future
  • Military Grade 256 Bit AES Encryption for PDF and Office Files

Secure File Sharing

File sharing is easier than ever in this cloud-based software, but it is also one of the most secure you can get. You can share your secured files within your IT environment or online with military grade encryption that travels with your document, as well as extensive digital rights management (DRM) controls for protecting your Excel, Word, PDF, and PowerPoint files.

Right out of the box, you can sync with Dropbox, Box, Google Drive, and OneDrive — or you can integrate with another file sharing platform, be it a homegrown, off-the-shelf, or custom system. The extensive APIs offered by Vitrium has you covered.

Virtual Data Room

Regardless of whether you are having a financial meeting, board meeting, legal proceeding, or M&A deals, you can use Vitrium as a secure VDR as well. This software was designed to meet the needs of SMBs with a robust document security system and DRM controls.

You can protect your company and clients’ confidential and sensitive documents while controlling user permissions and receiving extensive analytical reports.

  • Secure Files, Manage Groups or Users, Apply DRM Controls and Policies within a Central Administrative Portal
  • Analyze Who is Opening Files, For How Long, When, What Pages are Viewed, and more
  • Easy Access to Secured Files with Mobile and Web Friendly Links
  • Track, Expire, or Revoke File Access Any Time — Even After it has been Downloaded or Shared

Detailed Analytics

You can track every document to see who is accessing your files, when, from which IP address, machine ID, type of browser or application, and more. Gain some incredible insight including page-level information.

  • Access Real-Time Analytical Reports
  • Track User Activity (Date, File Opened, IP Address, etc…)
  • Look Up Error Messages, Applications and Browsers Being Used
  • Analyze User Behaviors (Pages Viewed, Time Spent, Read-Through Rate)

Customization and Integration

Users can tailor document security to your particular industry and organization’s needs and brand. Integrate Vitrium easily with existing systems.

  • Customize Login Forms, Watermarks, etc…
  • Integrate with any third-party or homegrown system, including:
    • Document Management Systems
    • Content Management Systems
    • eCommerce Systems
    • LMS (Learning Management Systems)
    • Websites
    • Web Portals
    • Intranets

Security

The ironclad document security offered by Vitrium will protect your Office and PDF files from being exploited by third-parties. Users will gain insight with real-time analytics reports, and you will enjoy high-level encryption as well as controlled access.

High Level (Military Grade) Encryption

Your files and content are protected with 256 Bit AES encryption. This security travels with the document — this means when it is at rest and in transit.

  • 256 Bit AES
  • Security Travels with Document
  • Password Protection (or Use Credentials from 3rd Party System)
  • MITM (Man-in-the-Middle) and Replay Attack Prevention

User Controlled Access

Your documents are better secured because you control how they are secured. This includes setting passwords or other credentials, blocking the ability of copying or printing, setting device limits, IP limits, expiry dates on documents, and more.

  • Allow or Block Copying and Printing
  • Allow or Block Annotations or Commenting
  • Set Printing and Device Limits
  • Set Computer and IP Address Limits
  • Manage Users within Vitrium Security or 3rd Party System
  • Add, Delete, or Modify Users or Groups at any Time
  • Assign Permissions and Define your DRM Policies
  • Maintain, Track, and Control User Activity at all Times

Seamless User Access

  • Web and Mobile-Friendly Access with Vitrium’s HTML5 Web Viewer
  • No Plug-Ins or Apps Required for Users to Access Content
  • Additional Compatibility with Adobe Reader and Acrobat

Plans & Pricing

There are two plans (editions) to choose from: Standard and Enterprise. Each offers a different range of features, functions, and options.

To price each edition, you must contact Vitrium, at: http://www.vitrium.com/contact/

Standard

File Types and Encryption

  • PDF, Word, Excel, PowerPoint
  • 256 Bit AES Encryption

Controls and Rights Management

  • Print, Copy, and Annotations Control
  • Document or Page-Level Password Protection
  • Set Device Limits, Offline Access, and Date Expiration
  • Revoke or Replace Documents at Any Time

Watermarks

  • Add Plain-Text or Custom Watermarks that Pull User and Other System Data

Accessibility

  • Web Browser Support for Desktop/PC, Tablet, and Smartphones
  • Adobe Reader, Acrobat
  • Offline Access Available for Secured PDF Files and Web Links
  • Support for Visually Impaired Users (Compatible with Read-Out-Loud Applications)

Analytics and Reporting

  • Document and User Tracking (Files Opened, IP Address, Date and Time, etc.)
  • Real-Time Analytical Reports

Administration and Integration

  • Customizable Login Form and Cover Page
  • Configurable Document and Watermark Settings and DRM Policies
  • Out-of-the-Box Sync with: Dropbox, Google Drive, Box, OneDrive, and Salesforce CRM

Enterprise

The Enterprise Edition includes everything in the Standard Edition, plus:

  • Control Different Versions of Your Documents without Losing Previous Versions
  • Set Unlock Limits, Print Limits, and IP Address Limits
  • Add Multiple Watermarks or Multi-Line Watermarks
  • Configurable Staff Roles and Permissions
  • Batch or Automated Processing of Documents
  • Single Sign-On and Integration Capabilities with 3rd Party Systems
  • Installed Version Available

 

Free Demo

You can also request a one-on-one Demo (30 minute demonstration) at the following link: http://www.vitrium.com/request-a-demo/

 

Training and Support

  • Online Support
  • Support (During Business Hours)
  • Documentation
  • Webinars
  • Live Online Training

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ShareVault VDR to Offer Connections to DocuSign, Sync, and Share Platforms

We have reviewed ShareVault Virtual Data Room, one of the leading VDR providers on the market. This popular VDR has updated their software to include connectors to: popular file sync and share platforms as well as the popular DocuSign.

New Connectors

ShareVault VDR will now offer connectors to:

  • Dropbox
  • SharePoint
  • Box
  • Office 365
  • DocuSign

So, what’s the big deal? These are some of the most popular share and file sync platforms used in business today. DocuSign is also the most popular and well-respected software for electronic signing for any type of transaction.

Secure Sharing via Third Party Cloud-Based Platforms

ShareVault is currently the only VDR with the ability to give users the ability to connect people and content across platforms. This VDR allows companies and organizations to share confidential information with third parties securely through a single “pane of glass,” as they call it. This means that external/third-parties can login to a single web application and access content from all of the users’ various cloud-based platforms with complete security.

What Do These New Connectors Accomplish?

Sensitive and important documents are often stored in multiple file-sharing solutions in a business enterprise. With the new connectors such as Dropbox and Box, this will add to the existing Office 365 and SharePoint connectors, which will allow companies to share Human Resource, R&D, financial, sales, marketing, manufacturing, legal, and other sensitive information with the highest level of security.

While popular business file sharing and syncing platforms are great choices for collaborating and sharing files with internal and trusted external parties, however, when it comes to sensitive information and files, sharing must be completed in a safer and more secure manner. ShareVault is a full-featured VDR that offers this security. The new connectors added to this VDR recently will allow users to combine the benefits of both platforms while offering security to keep business files safe.

The new DocuSign connector will give ShareVault users the ability to submit documents to a DocuSign eSignature workflow directly within the VDR. Once signing is complete, the fully executed document is automatically placed in ShareVault. This is a simple but secure process that can actually be tailored to streamline a wide range of standards-compliant eSignature protocols.

The new connectors of ShareVault were designed in order to be simple and avoid the installation of additional software. Syncing folders to ShareVault will be extremely easy now with the new updates. Once your documents are synced, the files can be accessed by ShareVault VDR users with all of the customizable security features, including:

  • Printing
  • Saving
  • Blocking Copying and Pasting
  • Screenshots
  • Revoke access to documents after they’ve been downloaded

This will make ShareVault one of the more secure, connected virtual data rooms available for businesses.

Conclusion

The media seemingly reports security breaches of personal information, financial information, and business information on a weekly basis. It has become more important than ever to make sure that sensitive business files and information and absolutely secured when shared with third parties.

The enhanced features and security to users of DocuSign, Office 365, Box, SharePoint, and Dropbox are improved with ShareVault’s new integration capabilities. Take a look at these new connectors at the following link from the ShareVault VDR website: http://www.sharevault.com/product/features/integration/.

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The Process of M&A & the Importance of Having a VDR During the Process

You may have noticed that nearly every virtual data room (VDR) is designed and created to be used in Mergers and Acquisitions (M&A), among other uses in a variety of industries. From the Buy and Sell Sides of M&A, along with Post Merger uses, virtual data rooms are commonly utilized for this purpose, and if you are new to VDRs or M&A, it is crucial that you know why it is so important to have a virtual data room for use during Mergers & Acquisitions.

If you are a business owner who is either contemplating a liquidity event for your company (or you are educating yourself in the event that you may need to sell in the future), the process of selling one’s company can be very daunting. There is a ton to do including hiring an investment bank to negotiate a sale. Overall, the entire process is overwhelming — but it doesn’t have to be if you break down the process and understand the steps.

Selling a Business

Once a business or company has decided that it is time to sell, the first question an owner asks themselves is: how do I sell it? Naturally. For small businesses that have one location or less than a couple of million in revenue, the owner could potentially sell the business on their own. Or, as a small business, a business broker could be enough.

However, for larger companies, the selling of a company is a horse of a different color. The services of an investment bank are typically needed in order to ensure that a large number of potential buyers can be considered and that the selling process can be competitive.

Let’s go over the process of selling one’s company and the importance of having a virtual data room.

Choosing an Investment Bank

For the process of Mergers & Acquisitions, confidentiality is extremely important. Using an investment bank that has a great history of confidentiality is the best best. Try reaching out through a trusted lawyer or law firm. Why is confidentiality important?

Well, news of an impending sale can severely disrupt employees at a company, can affect stocks (if applicable), and can cause issues in the M&A process if the information is too widely divulged.

Find an investment bank that has experience selling companies that are within your industry and are familiar with potential buyers — it’s like an auction — you want to go with an auction house that can get in the right buyers in a room (so to speak) for a better chance at selling your company at a higher price.

As a part of their pitch to win your services, an investment bank will typically offer a valuation of your company. Now, be wary of any banks that seem to be providing valuations that are much higher than others — this may stroke your ego or get you excited, but valuation does not mean that the bank will be able to sell it at that price or deliver a better service. Realistic banks are a much better bet.

Also, don’t forget about fees — 1 to 1 percent of the total sales price of a company is standard, depending on the expected size of the transaction. Smaller companies will usually be asked to pay a minimum fee in order for a bank to consider working on their transaction.

VDRs are important to the process coming up — when it comes to confidentiality, uploading documents and files, getting potential buyers interested, etc… it is important to have a virtual data room that is secure, easily accessible to potential buyers, easy to upload all of the relevant documents, and perfect for keeping everything organized and in the end, appropriate for making the final monetary transaction.

Remember, in most cases, when buying a company, it is not only money that changes hands. Intellectual property rights, manufacturing rights, and a lot more are also purchased as a part of the deal. This means a lot of paperwork, need for secure online storage, and a crucial need for safety when the transaction is finally done.

Due Diligence

Once you have chosen an investment bank, due diligence must begin. The bank basically sets up a meeting a your company HQ in with key members of management. It is important that the confidential process of M&A is stressed to employees — since they will be made of the potential sale, they could cause panic in the company if they tell everyone.

It is therefore pretty common for companies to set up incentives for senior employees who are involved in the transaction — this is so the process runs smoothly — after all, it is likely they will be without a job when the company sells. You want to make sure they are cooperative.

There is a due diligence checklist that the investment bank will likely go through, so that all company-related issues are covered for potential buyers.

Due diligence typically includes:

  • Tour of company
  • Discussion of legal issues (potential litigation, questions about company operations, intellectual property rights or manufacturing, etc…)

The company is then asked to provide monthly financial statements every month during the selling process so that potential buyers have the latest financial information.

Confidential Information Memorandum

At this point, the investment bank will use all of the information they gather during due diligence in order to prepare what is called a confidential information memorandum (CIM).

The memorandum is essentially the primary sales document used to market your company to potential buyers. The CIM is similar to a detailed business plan. It includes everything from:

  • Bios of the company’s key management
  • How the company operates
  • Description of any legal concerns that may exist
  • The historical financial performance of the company
  • Pictures and charts to convey the value of the company

In addition to the memorandum, the bank will also prepare a one-pager document that describes the company on a no-name basis. It’s like an anonymous cover letter with all of the necessary information at a one-page glance without the name of the company. This helps to gauge buyer interest prior to providing the entire CIM.

Buyers List

While the process of due diligence is going on, the investment bank will take the time to consult with the company for the purpose of developing a buyers list. You can’t sell a company by simply listing it somewhere and the best way to sell is to be proactive and approach the appropriate buyers themselves. Again, think of an auction house — to get the best bid possible, you would want an auction house to advertise the product, get all of the big buyers in a room (who are serious and interested), and let them compete for your company.

Certain potential buyers may be excluded from your list for competitive reasons. If a huge or innovative company is being sold, the M&A process could divulge intimate details about a company, and if another business is not being honest about wanting to buy your company, this knowledge could weaken the company’s advantage of the competition.

Now, once a list of potential buyers is complete, it is time for the bank to start making calls and reaching out to investors. They will email the one-pager summary so all buyers have more information on the company before speaking with them to gauge their interest in acquisition.

If the bank ends up with one or more buyers that are still interested in purchasing your company, they will at that time, ask them to sign an NDA (non-disclosure agreement). This means that the bank can now give them the name of the company that’s for sale and give them the information memorandum.

Potential buyers are contacted over a course of days and the bank will take note of the conversations with each. This will determine which buyers are interested still, which decline, and which ones are on the fence.

At this point, the investment bank will send out copies of the memorandum to buyers have signed an NDA and are still interested in buying. Included is a letter describing a timeline for the sales process. Buyers are given a few weeks to assess the CIM (memorandum with all of the company information) before submitting an indication of interest.

Letters of Intent

An LOI (Letter of Intent) is a non-binding letter from potential buyers that discuss how much they are willing to pay for the company being sold, how the purchase will be financed, and a description of their experiences with making acquisitions (if they have any). This is essentially somebody putting in a bid and explaining how they will accomplish the financial side.

Even if a buyer offers a high price, it doesn’t mean they are the best buyer. Remember, buyers may not be able to close the transaction if they can’t secure financing. This is why it is important that they include in their LOI how they intend to accomplish payment.

Once all of the Letters of Intent are collected, a smaller group of potential investors are selected to move on in the process. This increases competitiveness and an investment bank can apply pressure on the buyers to offer their highest price and maximize the value for your company.

The Importance of Virtual Data Rooms

The remaining buyers that have been chosen throughout this process — this may be two or three, depending on your specific business — are then invited to visit the company’s virtual data room (VDR).

Virtual data rooms are typically cloud-based these days, which gives everyone involved instant, global access to all of the detailed and sensitive information on the company. Each potential buyer will be given specific access (which can be controlled) so that they can view and analyze as they make their decision and pick a number to offer up.

Data rooms allow for documents to be created and/or scanned and uploaded onto the secure, virtual website for these buyers to access from anywhere in the world, at any time.

What is especially great about VDRs is that it is a huge benefit for your company and the bank to gauge interest by the different potential buyers. The VDRs offer additional insights into the M&A process because you will be able to see which files have been viewed by which potential buyers, including how often and when. This information is crucial to get a good indication of how certain buyers are in terms of thoughtfulness and seriousness in making a transaction. This is analysis is priceless.

At this time, buyers are invited to submit final bids and are usually pressed by the investment bank you hired, to up their offer to stay competitive — this can work especially well to potential buyers that you have seen (through analysis via the VDR) view the files on the company extensively.

Closing

A buyer is finally selected and the terms of the deal are finalized. The runner up is often told that the company is still considering offers (this is because the winning bidder may not be able to close the transaction, agree to the terms, or otherwise able to seal the deal). It is always important to have someone else in consideration in case the selected buyer falls through.

Remember, the winning bidder is not always the buyer with the highest offer. A winning bidder will have a combination of a high offer and a high likelihood of completing the transaction, which is the better deal in the end.

Once the major financial terms of a merger are agreed to, the closing process is turned over to lawyers of the two companies: the company selling and the company buying. They will be the ones to hammer out a purchase agreement, which is signed by both companies completing the sale.

After the Wire

In a confidential M&A process, only the management team of the selling company, a few potential buyers, their legal and financial advisors, and the investment bank are aware of a sale of your company.

A press release will announce the sale of the company and inform employees of the company before the news is made public.

The entire process of M&A can last as fast as six months or can take over a year.

Conclusion

Virtual data rooms (VDRs) are incredibly important when it comes to transactions as a part of M&A. VDRs are the perfect place to store and share sensitive documents on a company as well as complete the transaction process when selling and buying a company.

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Docurex: Review

What is Docurex?

Docurex is a highly secure virtual data room intended for due diligence and transaction usage. With this VDR, you can buy, sell, and manage transactions online in a highly secure environment.

Intended Users

Docurex is intended for use by a range of industries and can support all business sizes, from SMBs (Small Medium Businesses) to Large Enterprises. Those buying and selling companies and assets use this software (M&A), as well as companies involved in due diligence, real estate management, data theft, document management, insolvency protection proceedings, prevention of industrial espionage, and board communication.

Platform(s)

  • Online, Cloud, Web

Features

This online-based software stores your data in secure Docurex VDR’s in the cloud and in physical server locations. This high security data room offers a variety of features that are ideal for M&A, trade partners, and interested parties, as well as the security you need you do your job with confidence.

Document Security

  • 128 Bit SSL Encryption
  • 256 Bit SSL Encryption
  • Document Expiry
  • Data Backup
  • ISO 27001 Certified
  • Dynamic Watermarks

Access Security

  • Multiple Factor / Multiple Channel Verification
  • Set User Permissions
  • Permission Groups
  • Two Factor Authentications

Audit / Report

  • Audit Logs
  • Document Version Control
  • Automatic Audit Reports

User Interface

  • Branded Website
  • Q & A Section
  • Full Text Search
  • Bulk Uploads

Accessibility

  • Multi-Language Support
  • No Client Software Required

Security

  • Antivirus
  • Backup
  • User Management
  • Encrypted Data Transfer
  • Hosting According
  • Restricted Access for User Accounts
  • Additional Security Function for the Document Viewer (Secure Viewer) *On certain plans*
  • Full Access Logging *On certain plans*
  • Automatically Generated Watermark *On certain plans*
  • Customizable Watermark *On certain plans*
  • IP-demarcation *On certain plans*
  • Two Level Authentication with SMS on first login *On certain plans*
  • Two Level Authentication with SMS on every login *On certain plans*

Plans

There are three different plans to choose from, with varying features depending on your business size and usage. You can try any of these versions/plans for free for 10 days (see “Free Trial” below).

In addition to these standard features in each plan, you can customize each one with add-ons at an additional price.

Docurex Standard

  • Included Disc Space: 5 GB
  • Included User Licenses: Unlimited
  • Document Exchange (Docs, Pics, Films, etc…)
  • Multilingual
  • Intuitive User Interface
  • Authorization Assignment
  • Document Viewer (Office PDF)
  • Synchronization of Folder Structure and Data
  • Hotline (Telephone and EMail, Monday through Friday 8 – 4pm)
  • Antivirus
  • Backup
  • User Management
  • Encrypted Data Transfer
  • Hosting According to German Data Protection Act
  • Restricted Access for User Accounts
  • High Performance Servers
  • Operating in Secure German Data Centers
  • Full System Redundancy

Docurex Enterprise

The Enterprise Plan includes everything from the Standard plan, plus:

  • Included Disc Space: 50 GB
  • Document Comparison (docuCompare)
  • Q&A Module
  • Individual Disclaimer (in German and English)
  • Scan Interface (docuScan)
  • Full Text Indexing
  • Document Checkout while Editing
  • Antivirus
  • Backup
  • User Management
  • Encrypted Data Transfer
  • Hosting According to German Protection Act
  • Restricted Access for User Accounts
  • High Performance Servers
  • Operating in Secure German Data Centers
  • Full System Redundancy
  • Additional Security Function for Document Viewer (Secure Viewer)
  • Full Access Logging
  • Automatically Generated Watermark
  • IP – demarcation
  • Two-Level Authentication with SMS on first login

Docurex Premium

The Premium Plan offers everything that the Enterprise Plan does, plus the following:

  • Included Disc Space: 100 GB
  • Data Export
  • Corporate Identity
  • Initial Scan of Documents (1 page, 5,000 pages)
  • Administration and management of users, groups, and roles by the docurex team
  • Two Level Authentication with SMS on every login

Free Trial

You can try Docurex for free with a 10 day free trial: http://www.docurex.com/en/trial/  

Pricing

For pricing information, you must contact Docurex.

You can request a monthly hosting fee as well as a one-time setup fee (per data room).

Contact Docurex: http://www.docurex.com/en/contact

 

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Choosing the Highest Rated VDR for your Business

When it comes to choosing a virtual data room (VDR) for your business or company, it is crucial that you assess your company’s needs, regulations, compliances, and budget before making one of the most important decisions as a business-owner.

There is a large market of VDR service providers offering virtual data room software around the globe today. The most important task of any service provider is to be able to guarantee your company’s safety and confidentiality of data in their online storage and management data rooms. This is because most virtual data rooms are not used solely as a repository anymore but as a collaboration environment where coworkers can work in tandem and deals/transactions can be made.

Choosing the right VDR for your company means you need to think about: what type of business you are (financial, legal, technology, etc…), what specific VDR features you are looking for, how much you are willing to spend, what regulations you must adhere to, compliance, and other aspects related to your industry

Reputation

The reputation of a virtual data room is very important when considering whether it will not only meet your business needs, but whether it is a reliable VDR that will keep clients’ private/sensitive information safe, will function as advertised for data management and sharing, and how well this software has been received by security experts in the tech field as well as customers.

Internet ratings are both easily available and handy in assessing the reputation of a VDR. These ratings are given by real users of the software, but always take the reviews with a grain of salt. Ratings of tech experts should be taken into account only if those experts are third-party and not biased based on financial compensation or competition between providers.

Security

When you keep and share confidential information in a virtual space, security is key. The reputation of a VDR’s security is important when creating a shortlist of potential software providers. Based on your industry type, you may be able to shorten the list of potential VDR softwares based on which ones provide the right security needs, such as:

  • 256-Bit SSL Encryption (or other SSL protocols)
  • HIPPA Compliance (for administrative confidentiality)
  • SOC 2 Compliance (for handling financial information)
  • SAS70 Type II Compliance
  • Legal Compliances
  • 21 CFR Part 11 Validation (for drug trials)
  • Two-Factor Authentication Options
  • Virus Scanning
  • Physical Security at On-Site Hosting Locations

…and many other types of compliance, certifications, and regulations. A high quality VDR concentrates on both file safety and access safety. The platform should offer the most important certificates (such as SSAE 16 and ISO 27001), firewalls, virus scanning, provide encryption of the data, Two-Factor Authentication, dynamic watermarks, and so forth.

In addition, the VDR owner/user (you) should also be provided with all of the rights to control access to the data room and to your folders and files.

Features

When it comes to choosing a VDR, understanding what your business/company needs and what functions the virtual data room can provide you with are important. You don’t want more function than you can use (even if they are new and shiny — if you don’t use them, you are just wasting money) but you also want a VDR that does have all of the features you are looking for.

We have already talked about security, so let’s delve into some of the other features a VDR should include regardless of your specific industry needs. An intuitive dash and interface that makes navigation and tools easier to use is important. Mass-uploading capabilities, full text search tools, secure file sharing, mobile access, and other features that make data management or collaboration easier are important to ensure that you have a proper VDR.

There are a nearly endless range of features and functions that virtual data rooms can offer you, depending on your industry type, the size of your business/company, your budget, and needs. The list provided here is simply a small percentage of features that are often found in data room plans.

Price

Price of a VDR can mean more than the price of a monthly or annual SaaS plan (software as a service). Virtual data rooms are, as the name suggests, able to be accessed and used via the Cloud/web. However, many VDR’s offer additional on-premise software or mobile applications to use for smartphone or tablet access.

Take into consideration that if you choose an on-premise software, the cost of ownership (COO) will be higher. There may be hardware to install that you must pay for, there may be a high installation fee, you may have to pay every time there is an upgrade, and the overall plan will likely be higher.

A completely cloud-based/web-based VDR solution is much less costly and is plenty secure for most industries — even a variety of highly-secure industries such as police departments, Fortune 100 financial firms, and criminal law firms have used cloud-based systems rather than on-premise ones.

However, if your business/company needs optimal security, an on-premise data room may be the best choice.

However, most of you reading this have SMB (small and medium businesses) or large enterprises that need medium to high security measures but not FBI-grade security needs. When considering the price, make sure your potential client list is realistic — don’t overestimate (remember, nearly every plan allows you to upgrade at any time) your client list. This could cause you to pay more for items you are not even using. It is better to underestimate your needs and upgrade if need be, than to overestimate your needs and be stuck in a contract without being able to downgrade.

Relevant Functions

As I nodded to in a previous section, don’t be swept away by novelty features or an excessive range of options. Some software providers put up a price tag and shove in as many features as possible. The bad news is, you won’t use most of them. This just leaves you with the big price tag and a bloated VDR.

Trendy features are useless unless you actually need them. So, keep your list of features you need on a handy list and simply get what you need. No more and no less.

Demos and Free Trials

After reviewing dozens of VDR’s, I have noticed that the most trustworthy and recommended virtual data room providers offer free trials. Ranging from 7 days to 30 days, the typical trial period lasts around 14 days. Take advantage of this! The trials allow you to choose your plan and put it into real use before buying it. This is enough to see first-hand which features you are using, which ones you are not, and what type of capacity you need.

Demos are even easier to access. If you want to check out all of your options and don’t want to download 10 free trials or do not have the time — then you’re in luck. Just about every single software provider offers demos and videos of their product. Simply request a demo and you can learn more about the product, what it is like to operate, and it’s features much more intuitively than looking at their website information and lists of functions.

Conclusion

Keep these guidelines in mind when seeking out a new virtual data room. Remember that you have a host of resources at hand including online reviews (like dataroom.org), free trials, demos, and customer support options to get your questions and concerns answered before you commit.

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Merrill DataSite: Review

What is Merrill DataSite?

This virtual data room by Merrill Corporation was created specifically for the safe exchange of confidential information during financial transactions and other sensitive deals where security and confidentiality are of top priority.

Merrill DataSite VDR is said to be user friendly and features plenty of security and protection aspects that are designed to keep your clients’ and your own company’s’ information safe at all times.

Intended Users

Since Merrill DataSite is an extremely secure VDR space with collaborative features for safe and secure transactions as well as data management and storage, this virtual data room is intended for law firms, any type of financial institution, large real estate enterprises, banking institutions, and any type of company/business/institution that requires confidentiality and security.

 

Deployment

  • Cloud, Web, SaaS
  • Mobile App (iPad)

Features

When it comes to Merrill DataSite, it was impressive to view the range of document security, access security, and other security features of this virtual data room.

Document Security

  • 128-Bit SSL Encryption
  • 256-Bit SSL Encryption
  • Document Expiry
  • Data Backup
  • Dynamic Watermarks
  • ISO 27001 Certified
  • SSAE 16 Certified
  • Virus Scanning

Many VDR softwares miss the mark when it comes to security. Most do not offer virus scanning in addition to 256-Bit SSL Encryption and other features such as two-factor authentications.

Access Security

  • Permission Groups
  • Set User Permissions
  • Two-Factor Authentications

User Interface

  • Branded Website
  • Scroll-Through Viewer
  • Full Text Search
  • Drag and Drop Files
  • Bulk Uploads
  • Q&A Section

Accessibility

  • iPad App
  • Mobile Device Interface
  • Multi-Language Support

Audit / Report

  • Audit Logs
  • Automatic Audit Reports
  • Document Version Control

Plans & Pricing

Starting at around $1,500 / month, Merrill DataSite is certain security. Your payment will depend on the needs of your business, so you must contact Merrill DataSite Directly. With over 3,800 employees around the world, you will be able to get great customer service and a quote no matter where your business/firm/company resides.

The pricing is total-cost and transparent – there are no add-ons, surprises, or hidden costs once you receive your pricing.

When you receive your DataSite, you will also receive the following:

A Grace Period During Initial Set Up

You can experiment with the software as you set up your data room. You will not be charged for any documents you remove before going live in the first month.

Service Included

With project management services at your service 24/7, 365 days a year, you will receive all of the help, training, and support you need – this is all included in your pricing and does not cost extra.

Training and Support

  • Business Hours Support
  • 24/7 Live Rep Support

Free Custom Archive

Usually within 48 hours of a project closure, Merrill will ship a complete archive of your VDR with all user information and Q&A activity included.

 

Contact Merrill DataSite

You need to contact Merrill for a quote at the following link: https://www.merrillcorp.com/en/contact

Free Demo

You can also request a Demo at the following link: https://www.merrillcorp.com/en/contact#. Just fill out the form and submit.

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Intended Users

SmartRoom Virtual Data Room is intended for Small-Medium Businesses (SMB’s). With over 25,000 companies and 250,000 users around the globe and counting, SmartRoom has managed over $525 Billion worth of transactions.

BMC Group, the parent of SmartRoom, has clients representing Fortune 1000 companies, including: Sony, Kaiser Permanente, Sanyo, Johnson & Johnson, CA, Citigroup, and Aramark Corporation, Kodak, Hyundai, Bayer, Levis, Halliburton, Ernst & Young, Bare Escentuals, Burger King, and Urban Brands.

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Said to be one of the most secure virtual data rooms on the market, whether your company is a SMB or a Large Enterprise, SmartRoom VDR by BMC Group is one of the most secure, consistent, and trustworthy VDR’s on the planet.

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Industry Solutions

Capital Markets, Legal Solutions, and Corporate Exchanges, including:

  • Bankruptcy
  • Board Reporting
  • IPO & Exits
  • Due Diligence
  • Hedge Funds
  • Litigation
  • M&A Buy and Sell Sides
  • Post Merger
  • Private Equity
  • Restructuring
  • Clinical Studies
  • Debt Financing
  • Distressed Real Estate
  • Fundraising

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SmartRoom VDR has been supporting the following industries as well:

  • Legal
  • Manufacturing
  • Aerospace
  • Defense
  • Alternative Investments
  • Financial

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Technology

BMC Group’s technology used in their SmartRoom VDR is state of the art. The Cloud-based VDR is equipped with 24/7 security and surveillance, with an uninterruptible power supply, redundant cooling on-site, and back-up generators to make sure that the VDR system will always remain online, secure, and available to clients.

Highlights of SmartRoom technology includes:

  • Applications hosted in secure Tier IV data centers and data archives
  • Secure Document Exchange
  • Web Hosting
  • Reporting
  • Document Scanning and Production

 

Security

Ultimate Data Protection by SmartRoom provides virtual data room clients with advanced dimensional security controls for any VDR solution they need with:

  • Sophisticated Encryption Software
  • Multiple Firewalls
  • Powerful Virus Detectors
  • Geographically Dispersed Secure Servers
  • Guaranteed Zero-Downtime Network
  • SSAE16 Compliant Hosting Services
  • ISO/IEC 27001:2005 Compliance
  • Safe Harbor Registered (compliant with EU Personal Data Directives)
  • Document Expiry
  • Dynamic Waterworks
  • Data Backup
  • 128-Bit SSL Encryption
  • 256-Bit SSL Encryption

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In addition, all BMC Group SmartRoom employees and agents are bound by written confidentiality agreements.

For a comprehensive look at SmartRoom’s security, the following link features a 2 page PDF that offers an easy-to-read Security Overview with excellent information:

Security Overview: http://img.en25.com/Web/BMCGroupInc/%7Bad959af9-b1d0-49c3-9133-95376a52a597%7D_datasheet-security_4-12.pdf

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Access Security

  • Permission Groups
  • Set User Permissions
  • Two-Factor Authentication

User Interface

  • Branded Website
  • Scroll-Through Viewer
  • Drag and Drop Features
  • Bulk Uploads
  • Full Text Advanced Search
  • In-Document Linking
  • Q&A Section

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Accessibility / Mobility

  • Online / Cloud / Web-Based
  • Desktop / PC
  • Mobile Device Interface
  • Multi-Language Support
  • iPad Application
  • Android Application

mobile

 

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Audit and Report

  • Audit Logs
  • Notifications
  • Document Version Control
  • Automatic Audit Reports

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Speed

SmartRoom is much faster than your typical VDR and has the fastest setup launching available. YOu can setup and launch your SmartRoom with existing electronic content in hours, not days.

With SmartRoom’s index building engine and site management tools, you can meet any transaction timelines.

Document gathering and imaging is done efficiently and quickly, due to SmartRoom’s broadest scanning capabilities available on the market today.

SmartRoom VDR Stats:

  • 250,000+ Users
  • Accounts: 20,000+
  • Pages: 75+ Million
  • Projects: 4,000+
  • Transaction Value: $525 Billion
  • Average Deal Range: $200 Million+

Pricing

You must contact SmartRoom (contact information below) in order to get pricing and a detailed list of features that your company or business will need.

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You can request pricing information using the form at the following link: http://www3.bmcgroup.com/about/pricing/

Or you can call BMC Group / SmartRoom at (888) 229-0024.

You can also email their sales representatives at sales@bmcgroup.com

If you wish for a Demo, you can schedule a demonstration with SmartRoom through the form at the following link: http://smartroom.com/request-demo/

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X-AG Datarooms: Review

Introduction

X-AG Datarooms is an online virtual data room (VDR) platform that is designed to perform due diligence and manage documents. With real time activity reporting tools, excellent security, and a host of VDR features, X-AG Datarooms has received honors such as a 2012 Legal Award for Data Room Provider of the Year.

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Users

There are a range of institutions that use X-AG Sterling Datarooms, including the following:

  • Dell
  • Morgan Stanley
  • UBS
  • Barclays
  • Bank of America Merrill Lynch
  • Goldman Sachs
  • Citi
  • Pegasus
  • CVC
  • J.P. Morgan
  • Vodafone
  • NYSE Euronext

Deployment

  • Cloud, SaaS, Web

Support

  • 24/7 Live Representative
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Cloud, SaaS, Web-Based

Quick Look at Key Features

X-AG features a streamlined, intuitive, and secure platform that offers flexibility as a great virtual data room as well as for M&A Due Diligence, Fundraising, Pre-IPO Due Diligence, Document Archiving, and Virtual Board Rooms.

The Key Features include:

  • World Class Security
  • Fully Accredited: ISO 27002,9001, and SAS70 II
  • Official Adobe Systems solution partner
  • The Lowest System Requirements in the Market
  • Full, Automated Document Protection and Text Recognition
  • 24/7/365 Sterling service and support

One of the issues that X-AG has tried to fix with their VDR is to reduce the amount of time wasted by companies due to complex training and downloads that VDR’s often require.

Simplicity

X-AG was built by a team of experts who have been serving in the financial community for decades and know the demands of current businesses and firms. Clients and users of X-AG are supported 24/7 by customer service teams that are there to help.

The all-inclusive VDR and document management service offered includes in-house typesetting, document delivery capabilities, and print production, all of which are secure. With complete security, your financial and confidential data will never be compromised.

The intuitive drag and drop tools and “one click” processes make this interface simple to use and navigate.

  • Sterling Data Rooms automatically processes all uploaded documents (including scanned documents) to be fully text searchable in all languages) using state of the art OCR (optical character recognition) technology.
  • You can view, save, or print native files using permissioning tools and you can deploy document releases in a single click.
  • Upload automatically protected files with a drag and drop bulk upload or a single click process.

You no longer need to waste time downloading or installing special viewers, custom plug-ins, Java, or other delays before using this software.

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Security

Security is no issue with X-AG Sterling VDR. They actually have the highest levels of security in the VDR industry but the lowests system requirements — this means just about everyone can use this software, no matter how old your system is.

All you need to use X-AG VDR is:

  • Internet Access
  • Browser
  • Universal Adobe PDF Reader

That’s it!

Since X-AG is an official Adobe Solution Partner, Sterling’s VDR use Adobe LiveCycle Rights Management security in order to protect all of your files with the highest possible level for document encryption available: 128/256 bit AES encryption.

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Needless to say, X-AG has been trusted by legal firms, the government, aviation and defense agencies, and other companies and organizations that require a level of confidentiality, security, and control over their virtual data room.

 

Features and Benefits

The user dashboard is one of the highlights of Sterling X-AG data rooms, because it is so intuitive and easy to use. With full browse and search functionality and complete file management, you can upload and drag and drop files at the click of a single button. This really makes this highly secure VDR stand out from the rest of the pack in terms of functionality, power, and security.

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  • Highest Security Available: 128/256 bit AES Encryption
  • One-Click Administration (File Upload)
  • Permission Tools (Including Advanced Permission Tags)
  • Drag and Drop
  • Eliminates Human Error by Using Automatic Indexes
  • Off-Line Building of VDR
  • Full Text Search (including scanned files)
  • Document Scanning
  • Multi-Lingual Search
  • On-Demand Service
  • Dedicated Project Management (white-glove support)
  • Multi-Lingual Support
  • Adobe Systems Solution Partner
  • Full Accredited
    • SAS70 Type II Data Center
    • ISO 27001 Data Security
    • ISO 9001 Quality Management
    • Adobe Systems Solution Partner

Pricing

Unfortunately, the price of Sterling’s VDR’s are not as clear. You must contact them at the link below to request a quote or a demo:

https://www.sterlingxag.com/

 

Clients

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Who is iDeals

iDeals is a virtual data room solutions group that has gained a lot of worldwide popularity. Used by the four big accounting firms (PricewaterhouseCoopers, Deloitte Touche Tohmatsu Limited, Ernst & Young, and Klynvelt Peat Marwick Goerdeler), iDeals has already cut quite a few notches into its belt. Recently adding UBS, Morgan Stanley, and Deutsche to its list of customers also doesn’t hurt their reputation either.

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iDeals’ VDRs are useful for any size business, from Small-Medium to Large Enterprises. The industry solutions best suited to their VDRs are:

  • Hedge Funds
  • IPO & Exits
  • Bankruptcy
  • Board Reporting
  • Clinical Studies
  • Debt Financing
  • Distressed Real Estate
  • Due Diligence
  • Fundraising
  • Litigation
  • M&A Buy Side (Merger & Acquisition)
  • M&A Sell Side
  • Post Merger
  • Private Equity
  • Restructuring

 

Features

While iDeals does not contain the amount of benefits of other popular VDRs, the prices are a huge positive for companies who need to stay on a budget and do not have money to burn. In addition, the new iDeals interface comes with Scroll-Through Viewer, a software that is similar to PDF viewers that you may have used, but the speed of scanning documents is increased and is a huge plus.

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Available via online, on-premise, and mobile platforms, you can access your information and manipulate it with your colleagues using Android, iOS, mobile website, Windows phone, Linux computers, Mac computers, and Windows based computers.

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Platform Options

  • Online
  • On-Premise
  • Mobile

Mobile

  • Android
  • iOS
  • Windows Phone
  • Mobile Website

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Operating System

  • Windows
  • Linux
  • Mac

Document Security

  • 128-bit SSL Encryption
  • 256-bit SSL Encryption
  • Dynamic Watermarks
  • Data Backup
  • ISO 27001 Certified
  • On Save/On Open Encryption
  • SSAE 16 Certified
  • SOC 2 Certified
  • Virus Scanning

User Interface

  • Branded Website
  • Drag and Drop Files
  • Bulk Uploads
  • In Document Linking
  • Full Text Search
  • Microsoft Office Integration
  • Q&A Section
  • Windows Explorer Integration
  • Scroll-Through Viewer

Accessibility

  • iPad Application
  • Mobile Device Interface
  • Multi-Language Support
  • No Client Software Required

Access Security

  • Mobile Device Management
  • Permission Groups
  • Multiple Factor/Multiple Channel Verification
  • Two-Factor Authentications
  • User Security Impersonation

Audit/Report

  • Audit Logs
  • Notifications
  • Document Version Control
  • Automatic Audit Reports

ideals-5

Price

Starting from $99 a month, iDeals has a dedicated Pricing page that is very transparent, easy to read, and useful when shopping for your next VDR. This is a huge plus for iDeals, as most business owners can agree that upfront pricing is one of the most important aspects of deciding upon a virtual data room.

Pricing Link at iDeals: https://www.idealsvdr.com/virtual-data-room-pricing/

The Basic Plan costs $150/month with options for discounts (25% and 50%) for extra GBs of storage. With an unlimited number of users and 1 project per month, this is great for startups and small businesses. Long term discounts include 20% if you are billed quarterly and 33% off if billed annually.

The Professional Plan is pay as you go and features a flexible cloud storage. You are charged by pages or GBs and you have a flexible number of projects you are able to commence each month. Unlimited numbers of users and administrators makes using this plan easy and worry-free.

The Enterprise Plan prices on a fixed budget and employs On-Premise storage or Unlimited Cloud Storage. Flexible number of projects is great for large businesses and the number of users and admins is unlimited via Users Licensing (or Per-User Licensing). You can also receive long term discounts by contacting the sales department.

You can also try iDeals free for 30 days with unlimited, fully functional software, pricing for project requirements, and live 1-on-1 demo with an expert.

 

Conclusion

iDeals has made collaborating and sharing business-critical documents easier and more accessible than ever with their VDR software. Not only is the security impressive, but with options including varied operating platforms supported, mobile accessibility, and platform options, iDeals has received excellent reviews from big-name accounting and financing firms among small, medium, and large business owners around the world, including Shell, Barclays Capital, KPMG, Rothschild, and Starbucks.

iDeals is definitely recommended as a great VDR for your business needs. Try their 30-Day Free Trial at the link below and see if it is right for you:

https://offers.idealsvdr.com/?utm_source=softwareinsider&utm_medium=visit_website_link&utm_campaign=offer2

 

 

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What Type of Business Benefits from Firmex’s VDR Software?

Firmex Virtual Data Rooms is perfect for any Small-Medium to Large businesses. The following are the industry solutions that Firmex’s VDR software targets:

  • Bankruptcy
  • Clinical Studies
  • Board Reporting
  • Private Equity
  • Restructuring
  • Post Merger
  • M&A (Merger and Acquisition) Sell Side
  • M&A Buy Side
  • Hedge Funds
  • Litigation
  • Board Reporting
  • Debt Financing
  • Due Diligence
  • Fundraising
  • …and more

firmex

More About Firmex

Firmex is one of the more popular and highest rated VDR solutions due to their high quality, incredible support, and trustworthiness from over 100,000 companies worldwide.

If you’re a law firm, private equity group, corporation, investment bank, or other business or entity that needs more serious VDR power and software, Firmex is a great place to start. From document sharing, sharing large volumes of documents securely and instantly, and having absolute security at your disposal is priceless for any company.

Check out the following link to get started and choose the best plan with Firmex, that is right for you, your business, and your budget. You have options such as a Corporate Single-Use Data Room, which means you can run a one-time deal or project that can be upgraded at any time, or you can choose an Enterprise Multi-Use Subscription, which means you can manage multiple projects and integrate with enterprise solutions.

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Pricing and Choosing Options

Get Started on Your Firmex Plan: https://www.firmex.com/get-started/

You can even try a free trial of Firmex’s VDR software for two weeks: https://www.firmex.com/signup/free-trial-offer/

The growing popularity of Firmex has been noticed as of late due to its transparency and the absolute quality and high tech software that you get for your money. Regardless of whether you want to use Firmex for a single deal for a one-time fee or unlimited access for multiple projects for a fixed annual fee, both options come with their award-winning customer service and unlimited live support, available 24/7.

 

Features

User Interface

  • Branded Website
  • Drag and Drop Files
  • Bulk Uploads
  • In Document Linking
  • Q&A Section
  • Scroll-Through Viewer

Accessibility

  • iPad Application
  • No Client Software Required

Document Security

  • 128-bit SSL Encryption
  • 256-bit SSL Encryption
  • Data Backup
  • Virus Scanning
  • SSAE 16 Certified
  • SOC 2 Certified
  • Dynamic Watermarks
  • Document Expiry
  • ISO 27001 Certified

Access Security

  • Permission Groups
  • Two-Factor Authentications
  • Set User Permissions

Audit/Report

  • Audit Logs
  • Document Version Control
  • Automatic Audit Reports

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Cons

One con that may be a deal breaker is that Firmex’s Platform is Online only. It can be accessed through an iPad Application only if you require mobile, but otherwise it is strictly online. Also, while no client software is required, there are other VDR options that provide a much wider range of Platforms, such as: On-Premises, Mobile, App, Cloud, and Hybrid options. However, depending on the nature of your business, this may be exactly what you are looking for.

Another con is that Firmex is not up front with the costs associated, which can turn into the tens of thousands of dollars for large enterprises and so it requires some work to get pricing based on your needs. That being said, Firmex has a very serious reputation as one of the best VDR software companies around.

 

Is it Worth it?

The security and overall features are very solid in this VDR brand, and this includes the standards of higher priced options. You can revoke access from already downloaded documents; run audit reports; use dynamic watermarks; use search, comment, and tag functions that allow for superior document organization; increase the efficiency of your work; and more.

Overall, we are very impressed with Firmex’s brand, their software, security, and quality offered in the VDR software business.

 

 

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