Data Room Service Provider: How to Choose the Best in 2023


Data Room Service Provider – Data rooms are secure online platforms that allow businesses to store, manage, and share confidential documents and information. They are used for various purposes, such as data storage, document exchange, file sharing, financial transactions, legal transactions, and due diligence.

Data rooms can be physical or virtual, but in this article, we will focus on virtual data rooms (VDRs), which are more cost-effective, efficient, and convenient than physical data rooms.


VDRs are especially useful for complex and sensitive business deals, such as mergers and acquisitions (M&A), fundraising, insolvency, corporate restructuring, and joint ventures. VDRs enable secure collaboration between multiple parties involved in a transaction, as well as easy access to documents at any time and from any location.


However, not all VDRs are created equal. There are many factors to consider when choosing a VDR service provider for your business needs. In this article, we will cover the following aspects:

  • The benefits of using a VDR
  • The features to look for in a VDR
  • The criteria to evaluate a VDR service provider
  • The best VDR service providers in the market

The Benefits of Using a VDR

Using a VDR can bring many benefits to your business, such as:

  • Security: VDRs offer high-level security measures to protect your data from unauthorized access, theft, loss, or corruption. VDRs use encryption, authentication, access control, watermarking, virus scanning, backup, and audit trails to ensure the safety and integrity of your data.
  • Efficiency: VDRs allow you to upload, organize, and distribute large volumes of documents quickly and easily. You can also use advanced search functions, filters, and indexing to find the information you need in seconds. VDRs also support multiple file formats and languages to accommodate different needs and preferences.
  • Collaboration: VDRs facilitate smooth communication and cooperation among multiple parties involved in a transaction. You can use built-in tools such as Q&A modules, chat rooms, comments, notes, and alerts to exchange feedback and queries in real-time. You can also assign roles and permissions to different users to control who can view, edit, download, or print documents.
  • Compliance: VDRs help you comply with the legal and regulatory requirements of your industry and jurisdiction. VDRs adhere to the standards and certifications of various authorities and organizations, such as ISO 27001, SOC 2 Type II, GDPR, HIPAA, FINRA, etc. VDRs also provide detailed audit logs and reports to track all the activities and actions performed in the data room.
  • Cost-effectiveness: VDRs save you money by eliminating the need for physical data rooms, which require renting space, hiring staff, printing documents, transporting files, etc. VDRs also offer flexible pricing plans based on your usage and needs. You can choose from monthly or annual subscriptions or pay-per-page or pay-per-user models.

The Features to Look for in a VDR

When choosing a VDR service provider for your business needs, you should look for the following features:

Ease of use

The VDR should have a user-friendly interface that is easy to navigate and operate. You should be able to upload, download, view, edit, share, and manage documents without any hassle or technical difficulties. The VDR should also offer customer support 24/7 via phone, email, or chat.


The VDR should allow you to customize the appearance and functionality of the data room according to your brand identity and preferences. You should be able to change the logo, color scheme, layout, language settings etc. You should also be able to create custom folders, subfolders labels etc.


The VDR should be able to handle large amounts of data and users without compromising performance or quality. You should be able to add or remove users or documents as needed without affecting the speed or stability of the data room. The VDR should also offer unlimited storage space and bandwidth.


The VDR should be compatible with other software applications that you use for your business operations. You should be able to integrate the data room with your email client, CRM system document management system etc. This will help you streamline your workflow and avoid duplication of work.


The VDR should provide you with insightful analytics and reports on the activity and performance of the data room. You should be able to monitor who accessed what documents when how long etc. You should also be able to measure the engagement level interest level completion rate etc. of each user or party involved in the transaction.

The Criteria to Evaluate a VDR Service Provider

When evaluating a VDR service provider for your business needs, you should consider the following criteria:


The VDR service provider should have a good reputation in the market and among its customers. You should check the reviews ratings testimonials case studies etc. of the VDR service provider to see what other users have to say about their experience and satisfaction. You should also look for any awards recognitions accreditations etc. that the VDR service provider has received from reputable sources.


The VDR service provider should have extensive experience in providing VDR solutions for your industry and type of transaction. You should look for the number of years the VDR service provider has been in business the number of customers they have served the number of transactions they have facilitated etc. You should also look for the expertise and qualifications of the staff and consultants that the VDR service provider employs.


The VDR service provider should offer the highest level of security for your data and documents. You should look for the security features and measures that the VDR service provider implements such as encryption authentication access control watermarking virus scanning backup audit trails etc. You should also look for the security standards and certifications that the VDR service provider complies with such as ISO 27001 SOC 2 Type II GDPR HIPAA FINRA etc.


The VDR service provider should offer reliable and responsive customer support 24/7 via phone email or chat. You should look for the availability and accessibility of the support team the response time and resolution rate of the support requests the quality and professionalism of the support service etc. You should also look for the training and guidance that the VDR service provider offers to help you set up and use the data room effectively.

The Best VDR Service Providers in the Market

Based on our research and analysis, here are some of the best VDR service providers in the market:


iDeals is a leading VDR service provider that offers secure, efficient, and user-friendly solutions for various business transactions, such as M&A, fundraising, IPOs, due diligence, etc. iDeals has over 15 years of experience and has served over 5,000 customers across 30 industries in 90 countries. iDeals has a 97% customer satisfaction rate and a 99.9% uptime guarantee. iDeals offers a 14-day free trial and a flexible pricing plan based on your needs.


Intralinks is a pioneer in the VDR industry that has been providing secure collaboration solutions for over 20 years. Intralinks has facilitated over $34 trillion worth of transactions and has served over 4 million users across 40 industries in 170 countries. Intralinks offers advanced features such as AI-powered due diligence tools, granular access control, and secure document exchange. Intralinks does not offer a free trial but provides a customized quote based on your requirements.


SmartRoom is a cloud-based VDR service provider that delivers fast, secure, and cost-effective solutions for complex business transactions, such as M&A, restructuring, litigation, etc. SmartRoom has over 15 years of experience and has served over 25,000 customers across various industries in 48 countries. SmartRoom offers innovative features such as SmartLock that allows revoking access to documents even after they are downloaded, SmartAnalytics that provides real-time insights into user behavior, and SmartExchange that enables secure file transfer between parties. SmartRoom offers a free demo and a pay-as-you-go pricing model based on your usage.


Box is a cloud-based file storage and sharing platform that can also be used as a VDR for simple and straightforward business transactions, such as contract management, board communication, audit preparation, etc. Box has over 10 years of experience and has served over 100,000 customers across various industries in 190 countries. Box offers basic features such as document encryption, permission management, version control, and collaboration tools. Box offers a 14-day free trial and a monthly or annual subscription plan based on your needs.

In conclusion, Choosing a VDR service provider for your business needs can be a challenging task, but it can also be a rewarding one if you do it right. By following the tips and advice we shared in this article, you can find the best VDR service provider that meets your expectations and requirements. Remember to look for the benefits, features, criteria, and examples we discussed when evaluating different VDR service providers.

Data Room Service Provider: Frequently Asked Questions (F&Qs)

Data Room Service Provider

How do I choose a data room provider?

Choosing a data room provider involves several steps:

  1. Define your needs and abilities: Understand what you will use the data room for and how it will enhance your current practices1. Consider the technological abilities of potential users.
  2. Identify desired features: Determine the features that will best address your business’ unique goals. Some VDRs are simply just VDRs – a secure place to store documents, while others contain features that promote collaboration, due diligence, and still others go further with project management features.
  3. Consider your budget: The cost of the service is an important factor to consider.
  4. Compare virtual data rooms: Look at different providers and what they offer1. You can use software review sites to read about other users’ experiences.
  5. Read the reviews: Check out reviews from other users to get a sense of the provider’s reputation.
  6. Select VDR providers, check their sites and talk to support: Once you have a shortlist of providers, visit their websites for more information and reach out to their support teams with any questions.
  7. Test software by free trial: Many providers offer free trials, which can be a great way to test out the service before making a commitment.

What is the best data room for IPO?

Choosing the best data room for an Initial Public Offering (IPO) depends on your specific needs and circumstances. Here are some factors to consider:

  1. Experience with IPOs: Look for a provider with extensive experience in assisting IPOs and a proven track record.
  2. Security Standards: Pay attention to the provider’s security standards. A virtual data room will protect both the repository with your files and data transfer ways.
  3. Functionality: Consider the offered functionality. The best data room providers will offer you a set of tools for effective document management.
  4. Customer Support: Evaluate the quality of customer support.
  5. Pricing: Consider the pricing of the provider.
  6. Reviews: Of course, don’t forget to check out reviews.

Remember, the right data room software is the one place for startups to prepare and execute an IPO from end to end. Only through comparison of data rooms, their pros and cons will help you choose the best data room to manage your documents and get the most out of your business.

What do investors look for in a data room?

Investors look for specific information in a data room to confirm their decision to invest. Here are some things that should be included in an investor data room:

  1. First refusal and co-sale agreements
  2. Customer contracts
  3. Amended and restated articles of incorporation
  4. Voting agreements
  5. Investor rights agreements
  6. Board of directors’ materials
  7. Board meeting minutes

It is important to share the most up-to-date information and to keep the data room well-organized and easy to navigate. However, there are some things that should not be included in a data room unless an investor specifically asks for them.

Other documents often included in a data room are:

  • Records of previous capital raises and liquidity events
  • Business plans
  • Company financials, including profit and loss statements and projections

Founders should be wary of including proprietary information such as code, trade secrets, etc in the data room.


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