How to Build a security environment with Virtual Data Room

Virtual Data Rooms have long won success in the global market. Well-known corporations have already concluded a significant number of deals thanks to this development. And one of the elements for success is safety.

Data Room: secure innovation that will increase the income of your company

Over the past year, the number of incidents of theft of corporate information has increased by 73%. According to statistics, most companies face corporate data leakage. They most often affect financial and commercial enterprises, as well as the public sector.

In modern conditions of information society development, one of the effective means of increasing the efficiency of enterprise activity is the large-scale introduction of information technologies and modern software.

Approaches to solving the problem of information protection at an enterprise, in general, are reduced to the elimination of illegal or careless actions with information related to information of limited distribution, as well as with information resources that are critical to ensure the functioning of the enterprise’s business processes. For this, the following activities are carried out:

  • The procedure for working with documents, samples, products, etc. containing confidential information is determined;
  • Rules for categorizing information are being developed, allowing it to be classified as various types of confidential information and to determine the degree of its criticality for the enterprise;
  • The circle of persons and the procedure for access to such information is established;
  • Measures are being developed to control the circulation of documents containing confidential information;
  • Employment contracts with employees include obligations not to disclose confidential information and determine sanctions for violations of the procedure for working with them and their disclosure.

Such tools include a virtual data room (VDR) management system, which is software that allows archivists to create and maintain accounting and reference databases, provide operations from the entire array of information contained in them, and provide controlled access to these databases.

Security standards of the Data Room 

Classic VDRs offer a standard set of tools such as document viewing, downloading, sending to print, sharing, etc. Protection of files inside Data Rooms occurs due to differentiation of user rights, document lifetime management, and event logging. But the question remains how not only to be sure that the information will not be leaked to the public but also how to identify the culprit in the event of a leak.

The servers on which the documents are stored in the Data Room are reliably protected from unauthorized access. They are also equipped with unique security protocols that protect data during disasters. All workers must go through three levels of checks before entering the area where surveillance cameras and professional security guards operate.

You can put, for example, watermarks (watermarks) on documents when exchanging with counterparties. But it’s worth noting right away that watermarks are easy to remove in a graphical editor, plus they often interfere with the reading of information. There is also a safety net that overlaps the text as it reads. But here is the same problem – readability and user-friendliness are reduced.

Another way of ensuring Data Room security based on the latest technologies is invisible marking. Here, in contrast to the previously mentioned options, a different approach is used. Changes occur at the textual level but remain unrecognizable to the naked eye. Due to the offsets that occur in the document, each copy is personalized. Thus, in the event of a leak, it will be easy to determine who exactly is the source of the leak.