If you’re pitching investors, closing an M&A deal or sharing data with business partners, having a well-organized online repository can make a huge difference. Investors do not have the time to go through a jumble of documents or deal with files that aren’t properly formatted. They’re looking for a tidy, professional presentation of sensitive information that is easy to browse on any device.
Follow these best practices for streamlined processes and provide third parties with the most up-to date information.
Uploading and Organizing files
Utilize operating procedures to determine which documents are stored in the VDR and the manner in which they are referred to. Having consistent naming and folder structure helps to organize and locate documents. Tags and metadata provide context to documents and facilitate search and filtering.
Permission Settings
Set permissions for various types of users (admins, corporate employees investors, clients etc.). to prevent access by unauthorized users, and improve the security of the repository. Fence view mode is an excellent feature if you have highly sensitive or private information. It blocks users from downloading documents, printing them, saving them, scanning or taking pictures.
Monitoring Activity
Create reports that are customizable to be sent to project managers on a regular basis. FirmRoom, for example, offers detailed analytics for documents in its reporting which makes it easy for teams to track the engagement of users with the repository. This allows for a more efficient follow-up with stakeholders and improves communication.