virtual business process

Exploring the Different Types of VDRs Available on the Market

Virtual data rooms ensure a transparent and convenient document exchange during confidential business operations. This article will highlight the most common data room solutions and their functionality.

Data room prospects for modern businesses

For any enterprise or organization, the issues of document flow optimization and control over information processing are of key importance. The following data can confirm this statement. According to Siemens Business Services, a manager spends up to 80% of his time working with information. Furthermore, up to 30% of the employee’s working time is spent creating, searching, approving, and sending documents. That is why the efficiency of managing enterprises and organizations depends on the correct solution to the problems of rapid and high-quality formation of electronic documents, control over their execution, and thoughtful organization of their storage, search and use. For this purpose, companies use virtual data room solutions.

The virtual data rooms should improve workflows through certain automation features and the ability to digitize paper documents easily. These capabilities mean that an organization can have a single and consistent flow of information that improves everything from collaboration and communication to the completion of standard forms and reports. Following, the software is usually used for the following purposes:

  • To store and manage business-critical files. You and your employees use the data room as an electronic filing cabinet. You scan paper documents into the system and store digital documents. The advantage over traditional processes is that indexing and filters allow you to find and use the documents you need quickly.
  • To manage workflows and approval processes. HR and other documents can be viewed, approved, and moved while remaining secure. Any typical processes can be automated and free up a lot of time.
  • To create documents. Such systems usually contain ready-made templates and allow you to create your own. It greatly simplifies the work process.
  • For remote work. Data rooms make documents available to employees wherever they work.

So, using the capabilities of data room services, transaction participants can exchange documents remotely in an accelerated mode. It is a simple process that even an inexperienced user can figure out. They do not need to complete courses in economics, accountants, or programmers.

The market of the data room vendors

Modern companies use data room providers for various business needs. The most popular among them are solutions for:

  • Due diligence
  • M&As
  • IPOs
  • Fundraising
  • Board management
  • Biotech
  • Startups
  • Venture capital deals
  • Real estate sector.

In such complex business transactions or due diligence checks, the data room makes it possible to ensure that all information is valued and all processes are fully documented. In M&A projects, the cloud-based portal lets investors, consultants, lawyers, and customers view the sales documents anonymously. For example, Brainloop is one of the leading providers of cloud-based solutions for secure collaboration on highly confidential documents within the company and beyond. The solutions of the Munich data room provider enable automated and audit-proof compliance with legal requirements and compliance guidelines. They also support workflow-based work, ensuring efficient processes and consistent documentation of processes.

Corporate data rooms provide a corporate infrastructure for creating documents, collaborating on them, and publishing them. Their basic functions are similar to solutions focused on business processes. As a rule, corporate data rooms are not focused on use only in a particular industry or on solving a little problem. They are being implemented as company-wide technologies. For example, the iDeals or Firmex data rooms provide collective work on project documents for external and internal users, online discussions, distributed planning, routing documents, etc.