It can be a challenge to gather and review all the information needed to make an informed decision when you’re in the middle of an important business process such as M&A raising capital or another high-stakes venture. This was typically performed in a physical data room, however many modern companies prefer using virtual ones.

Security is the main aspect to consider when choosing the right provider. Choose a service that offers strong encryption, multi-factor authentication and data backup and recovery options. A good solution should also allow user-specific permissions for users as well as watermarks and expiration of documents.

Management and organization are the other key features to look for. The software should provide tools for organizing documents in a systematic and structured way. It should also assist with search by offering standard names, version control and smart AI categories. It is also crucial to determine who has access to the software and to have a process for revocation of access if an authorized person leaves or changes roles.

Some providers specialize in certain sectors or types of projects. For instance, some provide specialized solutions for M&A due diligence, whereas others specialize in aiding educational institutions and non-profit organizations. A few even offer dedicated solutions for specific business processes, including capital raising or crowdfunding. They do this because they understand that each project is unique and requires a different approach.