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A well-organized digital repository is essential for every business whether you’re making a pitch to investors, closing an M&A deal or sharing information with partners. Investors do not have the time to go through a myriad of documents or deal with files that are not properly formatted. They expect professional presentation of their sensitive data that is easy to read on any platform.
Follow these best practices to streamline processes and provide third parties with the most accurate, up to date information.
Uploading and Organizing files
Use operating procedures to determine which files belong in the VDR and the manner in which they are referred to. Having consistent naming and folder structure helps to manage and locate documents. Tags and metadata add the context of documents and help with searching and filtering.
Permission Setting
Create permission settings for various types of users (admin corporate employees clients, investors etc.).) to limit access to unauthorized users and improve the security of the repository. If you have highly sensitive or private information, a fence view mode can be a great feature that stops users from downloading, printing, saving, scanning, or taking screenshots of specific documents.
Monitoring Activity
Create customizable reports that can be delivered to project managers regularly. For instance, FirmRoom provides reporting that includes comprehensive document analytics, making it simple for teams to track the level of engagement of users with the repository. This allows for a better follow-up with stakeholders and improves communication.