How to Choose a Data Room Provider

Posted by Security Vault

A virtual dataroom (VDR) can be a powerful tool to simplify mission-critical processes and transactions, address bottlenecks and help them achieve the desired result. There are many different VDRs are created equal and deciding on a bad one could put your files at risk for theft, unauthorized access, or loss.

Be aware of how a vendor stacks up against other vendors on these key parameters.


One of the largest and most obfuscated differences between VDR providers is their pricing model. Many older providers charge on a per-document basis, and while this may be suitable for small projects that have well-defined document structures, it is often unsuitable for larger, more ambiguous deals or M&A due diligence. The flat-rate pricing that is offered by newer providers is a more attractive alternative for large projects or long-term contracts. These flat monthly costs typically include unlimited pages, users and storage.

Permission Setting

The degree of permission settings within the permissions of a VDR will greatly affect your ability to keep up with confidentiality obligations and avoid misunderstandings. Look for options such as “view only” or the ability to activate a watermark to block downloading of files to be used for consultation. Be sure to explore detailed activity logs that can help you identify issues with workflow, determine your team’s level of engagement and increase transparency in the internal environment.