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A secure data room is an online collaboration platform that simplifies due diligence, cutting down on timeframes in M&A and other deal making while ensuring complete security. It lets both selling and buy-side teams to manage transactions’ entire lifecycle from beginning to end in a secure manner.

What is it that sets a secure data space apart from file sharing sites like Dropbox is the fact that it’s designed for the enterprise with the ability to group users, set specific permissions, and gain insight into usage through analytics (e.g. when, how and where the data is accessed. Many also have more sophisticated features like the ability to prevent the downloading and copying of documents (a big no no) or even display documents on a screen that can’t be screenshotted. Many of them use industry-leading encryption technology that can scramble sensitive information and multi-factor authentication to ensure that it’s the user attempting to log in that is seeking access to the information.

The most secure datarooms allow users to download PDF-formatted documents to view offline. But, if users print these files onto physical printers or let them save them to file drivers for other purposes they lose the protection that is provided to the original data within the virtual data room.

If you can download these files from a room or other system and then access them without access to the Internet it is not what you want from the data room to store sensitive documents for M&A due-diligence and litigation compliance and other documents that are sensitive. These documents must be kept on devices, and not sent to servers. This is why we suggest using a DRM system that locks files to devices instead of to servers and makes it impossible to remove them from devices or share them.