Creating a Data Room for Business

A data room is an online space that lets you securely share confidential data and files with other parties. Typically, they are used during mergers and acquisitions, due diligence, and fundraising, the platform allows an efficient exchange of information and protects sensitive documents from getting in the wrong hands.

The best data rooms have an organized structure for folders and indexing, enabling users to locate information by topic or the name of the document. Some data rooms also offer versions control to ensure that everyone is using the most recent version and track changes. PandaDoc is a well-known provider of data storage, provides the above features as well as custom tracking and analytics watermarking downloaded documents and a safe cyber environment.

The first step in establishing an information room is to choose the types of documents to be included. The most frequent areas are legal (Articles of Association, IP registrations), financial (profit and loss statements and balance sheets) and company documents and a current cap table which clearly identifies who owns what share of the business. It is crucial not to provide extra information for example, non-standard analyses which are irrelevant to the present or future health of the business. It is also beneficial to keep track of users who have access to your data room. This allows you to deactivate users who do not require access and also update permissions for those who need access. This will ensure that only the most recent and relevant information is available to be viewed.