How to Choose a Data Room Provider

A virtual data room (VDR) is a powerful instrument to streamline mission-critical transactions and processes, eliminating bottlenecks, and directing toward the desired end. Not all VDRs perform the same way, and choosing a bad one could put your data at risk for theft, unauthorized access or loss.

To ensure that you select the best fit for your needs, you should consider carefully how a provider compares against other vendors on these essential criteria:


Pricing is among the most significant and often overlooked differences between VDR providers. Many legacy providers charge per-document that is acceptable for small projects, or if they have well-defined document structures. However this isn’t a good choice for larger deals, or M&A due-diligence. Modern providers typically offer flat-rate pricing, which is a more attractive option for long-term or large projects. Flat-rate monthly costs include unlimited pages, users, and storage.

Permission Settings

The fineness of the permission settings in the permission settings in a VDR can greatly impact your ability to stay in line with confidentiality obligations and avoid misunderstandings. Look for options such as “view only” and the ability to set watermarks so that they can be disabled to prevent downloads of files designed for only consultation. Make sure to also explore detailed activity logs that can help you identify obstacles to workflow, assess the level of engagement of your team and increase internal transparency.