Businesses that take care of their data security from the beginning have a better chance of success in their future activities because their damage will not be so great, even in extreme situations. Data protection is very important today, as it is now stored in a virtual environment teeming with cybercriminals. One of the most popular tools for data security today is the virtual data room, and in this article, we will look at how VDR can provide it.
VDR allows you to control access to data intelligently
Companies are dealing with a constant stream of sensitive information, but they should only select and store information that will matter to them. Once this has been done, organizations need to provide a secure place to store them with access control. Virtual data rooms are spaces that can provide companies with such a place. They offer a safe and fully controlled repository. That way, as soon as the data is uploaded, you can begin to set a level of access to each of them. You should not only restrict documents from temporary and unauthorized users, such as potential partners, clients, investors, etc., but also your employees. Restrict access to files based on roles, prohibiting and allowing functions such as visibility and partial visibility, copying, printing, uploading, forwarding, editing, and even screenshotting the document.
Only administrators can have full freedom of action in the VDR space.
Ensuring strong passwords and authentication
Logging into a system where sensitive data is stored should be well protected. Above all, you should establish the requirement to enter well-designed and complex passwords. However, virtual data rooms have other authentication methods that allow you to identify an unauthorized user even if they have managed to compromise the password. For example, the multi-level authentication feature requires the user to enter an additional time code or other information that accurately verifies their identity. VDR also has a single sign-on feature, which means you don’t have to enter complex passwords multiple times to switch between rooms with different projects.
Data protection during transmission
One of the most common causes of data leaks is that users use untrusted platforms to send data. In addition, document owners no longer have control over them when they send them to others. Virtual data rooms are a platform that allows you to do all the necessary data management without leaving space. You can send a document to a user right inside the VDR, and strong encryption methods will provide additional protection against their theft during transmission. In addition, data owners will know about every action taken on their documents, and administrators can revoke access anytime.
Monitoring features
Virtual data rooms provide administrators with monitoring tools to detect and prevent the intrusion of malicious activity or an internal leak threat. Administrators can access audit logs into which the software enters automatic reports detailing each user’s actions. Thus, VDR administrators can see the following information:
- Times users logged in and out of the VDR platform
- The names of the documents that users viewed
- What exactly did users do with the document
- How long has the user been in the document
Thus, it is easy to detect suspicious behavior of a user, and with administrator rights, you can remove this user from the space at any time. A virtual data room has many other benefits, so read more about data room to see if it has a colossal business advantage.