Virtual room technology is becoming more popular by the day. People are concerned about the environment, and giving up tons of needlessly spoiled paper contributes to this. Businesses are becoming more and more immersed in the electronic space. Many workflows, including document management, take place over long distances in real time. This opportunity is provided by virtual data rooms service providers. In addition to convenience and speed of information processing, security and confidentiality of information are also taken care of.
A few words about the convenience of data room
The dataroom software is a full-fledged library with all the necessary cells. Users set the number of cells themselves. It depends on the number of projects, departments and separately allocated rooms for information exchange. The manager or person in charge configures departments of the space, sets rules for users, and grants access to others as needed. The owner of the documents then determines the level of possible manipulation or even sets a lock.
Protection and control of access to information in virtual data rooms
Unauthorized people cannot access the virtual library. People in the trusted circle must go through an authorization process before they can start working. Permanent passwords can be set here, and additional passwords can be sent via SMS notification. There may also be other ways. It depends on the service provider.
Every document uploaded to the platform is initially completely private. The owner or a trusted person sets access rights for a group of participants or specific individuals. These settings allow or prohibit copying, editing, or saving the document to the user’s personal device.
Limited time also serves as a method of protection. Documents can only be viewed by certain people for a limited period of time. The document will be hidden as soon as the deadline is reached.
There are many situations when a person needs to show a document or piece of data to another person, but be sure of protection. In this case, there are tools such as culling or watermarking. Culling allows only a selected part of the information in the entire document to be seen. To create such a limit, the page, or paragraph to be shown, is highlighted. Watermarks show the entire document, but special characters cover the entire sheet. Even in the case of secret copying, this deception will be visible to all and such a document cannot be used legally.
Automatic methods of information protection by the system
The data room plays a large role in security. As Angleo Dean, CEO of datarooms.org, says, “You need to choose a platform based on the right tools for your needs. Security is already taken care of”.
Unauthorized persons will not be able to enter your created space without an access key or the right to do so. The system cannot be tricked by any tricks or tricks.
All information that is sent or received is encrypted. This method is also used when working with documents in data room services. Attackers cannot intercept your information even if you are performing real-time actions such as editing, signing or displaying.
The system performs constant monitoring of activity in the space. All user logins and their actions are marked in special event logs. In the case of suspicion, the system will instantly notify the owner about the incident. This is how the owner or responsible person will know that it is necessary to intervene in the system and check for a potential source of threat.
The technical side of security in the data room
These rooms may contain personal data, accounting or reports. They are also often used to review or sign legal documents, contracts, or agreements. Companies can exchange banking information and display revenues or financial accounts. The platform’s developers know how important a high level of security is. To create reliable lines of defense, platform developers use several methods to ensure security:
- Each digital data room has a number of permits and licenses from specialized institutions that allow it to engage in activities and confirm reliability.
- Information can be stored on several servers at the same time. No one knows where an individual document or even a fragment of it lies. In case of a server crash, encrypted copies of all information are stored on many other servers in chunks. This can be restored at any time.
- All channels undergo 256-bit encryption using protocols such as AES to make it impossible to trace and intercept the flow of information during transmission.
- Service providers also do not have access to your information. They have no idea what data you store in the virtual data rooms on their servers. Additionally, it’s important to understand the different data room pricing models when selecting a provider. These models can vary significantly based on storage capacity, features offered, and the level of security needed, so evaluating these factors can help you make an informed decision that aligns with your budget and specific requirements.
- All computing tasks are performed on the provider’s servers. This affects the quality of work, as such powerful devices can work faster than a personal computer. But the protection factor here is that the processed data is in the cloud, and no important traces of the information remain on the user’s personal device.
This creates two major lines of information protection. On the one hand, users are worried about having access to their data, limiting unwanted intrusion. On the other hand, the system prevents intrusion into virtual rooms, protects information, and encrypts and hides it from unauthorized persons, including the provider’s employees themselves.
