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A virtual data room is an online, secure repository for sharing documents with outside parties. They can be used for diverse business situations including due diligence in M&A transactions, or for internal collaboration in the course of a project. However, before you start using your VDR it is crucial to understand how to set it up.

Create an organization for your files and assign a VDR administrator. This involves creating parent folders and subfolders based on the functions they are intended to serve. You can also define access levels for files and folders. It’s best to set permissions according to the “need-to-know” principle and not grant users access to files they don’t require. You can also edit these permissions at any time.

Make sure that all uploaded files are listed and named in a consistent fashion. This makes them easier to find and retrieve from the virtual data room. You should also utilize version control to track the changes made to documents over time.

Choose a virtual data room service provider that tailors the services they offer to your specific business. Check out user reviews and testimonials on their website as well as on industry blogs. Also, look up the provider’s ratings on review aggregators and forums.