A virtual data room is the most advanced way to protect your data from hacking and loss today. However, this is not the same as GoogleDrive or Dropbox. For VDR to work correctly, you need to configure it correctly.
In this article, you will find five tips on setting up a virtual data room and not losing your information.
Tip 1: Download all the data before starting the data room
The first user of a virtual data room is usually the CEO or any authorized person. This person must upload all the data into the room before letting other users into it.
Start data room set up from this step. This will allow you to understand the functionality slowly and help your employees or subordinates master the software.
Tip 2: Designate a Data Room Administrator
The CEO will predominantly use the virtual data room to monitor and participate in work. But someone has to keep order, access, add or exclude users, give access to documentation, upload documents, and so on.
To do this, you will need to assign an administrator. This is usually a high official in a company that enjoys corporate trust.
Tip 3: Assign permissions to employees
Now you need to provide access to documents for employees. Again, it is best to single out several groups of employees at once: those who can view certain files, those who have access to editing, and those who have full access.
In many companies, freelancers, remote workers, or first-time workers do not have full access to all documentation. This is very convenient because you are protected from leaks from within the enterprise.
Tip 4: Add a Watermark and an Invisible Marking
You can put, for example, watermarks on documents when exchanging with counterparties. But it should be noted that watermarks are easy to remove in a graphics editor, and they often interfere with reading information. A protective grid is also superimposed on the text as it is read. But here, the same problem is reduced readability and user-friendliness.
Another method of protection based on the latest technologies is invisible marking. Here, a different approach is used in contrast to the previously mentioned options. Changes occur at the text level, but remain unrecognizable to the naked eye. Furthermore, each copy is personalized due to the displacements that occur in the document. Thus, in the event of a leak, it will be easy to determine who exactly is the source of the leak.
Tip 5: Change employee passwords from time to time
Although virtual data rooms are pretty well-protected thanks to dual authentication, you should occasionally change your virtual room passwords. This will allow them to be stored less frequently on third-party devices in password managers that can be hacked.