Virtual data rooms (VDRs) go beyond M&A transactions; they are ideal for safeguarding intellectual property (IP). Discover how VDRs offer a secure environment for storing and sharing sensitive IP assets, such as patents, trademarks, and trade secrets. Protect your valuable IP with the advanced security features of a VDR. Source- https://www.docullyvdr.com/blog/virtual-data-room/how-to-change-your-virtual-data-room-vendor/

1. How to Change your Virtual Data Room
Vendor
A virtual data room (VDR) is a secure cloud platform that enables managing,
secure data storage and secure le sharing of sensitive company documents.
Most traditional data room platforms focus on nancial transactions such as
merger and acquisitions (M&A). But modern and the best virtual data room
service providers like DocullyVDR o er much broader, more user-friendly
services and have more security and compliance features and certi cations.
They are designed to meet the needs for any industry, line of business or use-
case. Your employees often share sensitive documents, intellectual property,
contracts or con dential information therefore it is of utmost importance to
have a modern and secure le sharing platform to manage this content.
Most modern secure virtual data room service providers like DocullyVDR focus
Posted on September 20, 2022
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2. Most modern secure virtual data room service providers like DocullyVDR focus
on providing a best-in-class user experience and extended product features.
They are secure le sharing platforms that address multiple uses-cases and
have a very high level of security. While it is true that modern data rooms o er
the vast majority of features that a traditional data room has like for example
using box as a VDR to securely share any les through desktop or mobile, enable
granular user permissions, watermark documents, store unlimited le versions,
and much more. But these platforms also have advanced malware and
ransomware protection. Most traditional virtual data rooms do not have these
certi cations or protections. There is also a common misconception that
because of these enhanced security features the modern investor data room
services may cost more for customers. But this is not true as in many cases, Box
is cheaper than a traditional data room as it uses a favorable price per seat
model. Most companies are better o choosing Box as they get world-class
security at an attractive price point. Moreover most traditional data rooms focus
on the banking and legal industry as they provide services for M&A deals. But
most employees who need to collaborate on sensitive documents aren’t
bankers.
They deal with proprietary intellectual property, sensitive marketing materials
for a new product launch or private contracts. The best virtual data room service
providers like Docully VDR also focus on them and provide the security,
accessibility and peace of mind to all parties involved. But even then as a
customer there may be some common issues associated with using secure
virtual data rooms that you need to know about and how you can deal with
them successfully.
The most common issues with secure investor data room:
1. Selecting the wrong pricing methods
Virtual data room is a highly cost-e ective solution for data storage and secure
le sharing , which is cheaper than many other digital data management tools.
Table of Contents
1. The most common issues with secure investor data room:
2. 1. Selecting the wrong pricing methods
3. 2. Poor virtual data room security
4. 3. Wrong permission settings
5. 4. Improper organization of documents and les
6. 5. Ine ective use of customer support services

3. le sharing , which is cheaper than many other digital data management tools.
But if you choose the wrong pricing plan then it can turn out to be a disastrous
investment
Currently, these are the major pricing methods used for Data Room Pricing : Per
user (Charge For Employees Only), Per user (Each Visitor), Per page, Per
Project/Data Room and Storage Size. Every pricing model has its bene ts and
drawbacks if you don’t know which one you should choose. Therefore, you need
to research thoroughly and see which data room pricing model will actually help
you make it a cost-e ective investment.
2. Poor virtual data room security
It may come as a shock for you, but security can also be an issue in virtual data
rooms even though they are primarily known for the security they provide. But
the fact is that many data rooms don’t have the advanced security features
required to tackle modern-day cyber criminals.
So it is prudent to select a certi ed and highly reputed virtual data room service
providers like Docully VDR to avoid data losses.
3. Wrong permission settings
Setting access permission settings accurately and diligently, especially when
you are about to share data with external parties, is of utmost importance. An
error in setting access permissions can back re and may cost you huge losses.
For example, you can restrict users from downloading, editing, saving, or
printing con dential documents. The best way is to cross-check the permission
settings twice or even thrice. You can also ask other trusted users to recheck the
settings for you. Another thing you can do is create a dummy account and see
how the external users will view les.
4. Improper organization of documents and les
Setting up your virtual data room properly is very important, especially if it is for
due diligence. Data organization is vital to help users nd and share documents
easily. It is highly recommended to prepare a document checklist or use it in
your data room.
Most importantly, when you upload documents in a data room, make sure they
fully correspond to the sequence in your due diligence checklist. Failing to do so
will create problems for buyers or external parties.
5. Ine ective use of customer support services

4. Most importantly, make sure the virtual data room service provider you are
hiring has great customer support service. Dynamic customer support o ers
help via di erent channels like email, phone calls, help desk, forums, blogs, and
live chatting.
Conclusion
Virtual data room service providers come in all shapes and sizes, meaning that
some will naturally be unsuited to your business and its needs. This is why it is
of utmost importance that you spend su cient time and e ort investigating and
comparing data room providers before you decide which one to use. Most of the
problems in the virtual data rooms are either due to human error or hiring
uncerti ed or low-grade data room providers. The best way to get a smooth data
room experience is to look for certi ed vendors with great customer support
service and advanced features.
However inspite of all diligence you feel you have ended up selecting the wrong
virtual data room service provider for your needs, don’t worry. Changing to a
new data room provider is a lot easier than it may seem. Undergoing the slight
inconvenience of switching your vendor is far better than sticking with a
platform that you feel uncomfortable to use or that doesn’t adequately meet the
needs of your business and its employees.
The rst thing you should do before initiating a change is to check what
agreement you have in place with your current investor data room provider as
this will usually give an indication of any contractual obligations you may have
in terms of payments. You will be able to get out of your contract at the end of
the period for which you have committed to pay as you are obligated to pay until
the end of the subscription period.
Most, if not all, virtual data room service providers will give you the option of
receiving the contents of your data room on a USB or hard drive that is delivered
to your person. These are not usually included in the subscription and so will be
charged as an additional fee based on the size of the contents and the number
of copies you require.
This data can then be uploaded, either by yourself or by your new virtual data
room service provider, so that your new investor data room is up and running
for your business use immediately. Most professional providers will aid you in
the process of migrating your data from your old vendor so this step should be
of no worry to your business.

5. The process for deciding on a new vendor should not be daunting task. You
should look out for key features like security, user interface/experience and
price. Security is obviously the cornerstone of any good virtual data room
service providers and is what sets it apart from other data sharing solutions.
Look for a vendor that manages its own data centers and be sure to check if the
security features o ered match the level required by your business.
User experience is so important and is usually quoted as the main reason for
businesses wanting to leave their current provider. The best way to test the
experience is to use the free trial that most data room providers o er. This way
you can compare services of multiple vendors before committing to use the
virtual data room service provider that suits you best..
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Team DocullyVDR
The DocullyVDR team is a provider of a new generation secure data sharing platform
designed for businesses. The team has extensive experience in working with
document sharing platforms and has been assisting the Virtual Data Room
community since 2019 by providing users with free information.

6. DocullyVDR is a secure document sharing platform designed for businesses. Our platform is built to
protect sensitive business documents and facilitate instant sharing with both internal and external
users. We have been operating since 2019, and DocullyVDR is used in over 100 countries by
businesses. We continuously work towards providing users with information regarding document
security and Virtual Data Room (VDR) solutions. Learn more about DocullyVDR.
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