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Whether you’re conducting M&A or capital raising IPO or divestiture, or any other due diligence transactions, the virtual data room offers an secure platform for sharing confidential information with other parties. It also simplifies intricate procedures and reduces legal risk.

To ensure that your data room is successful it is essential to plan and implement the virtual dataroom in your due diligence processes. You may make common mistakes when using a virtual data room in the event that you don’t.

The #1 error: Confusing File Names

The first step in creating an effective data room is to organize documents into a logical folder structure with clearly designated top-level folders that reflect the business or transaction. Create subfolders within each folder, to further categorize documents according to their relevance and the purpose for which they are intended. This will ensure that all the parties can quickly find the information they require to complete their work.

A mistake to avoid is granting inappropriate or excessive access rights to unauthorised persons. This could result in risk of exposing sensitive information or impede collaboration. To avoid this it is essential to regularly review and update permissions for users to align them with changes in project or person requirements.

The second error: inadequate reporting

It’s vital to have comprehensive and precise reports on the activity in your data room, including the complete list of uploaded files, which users are accessing, as well as what they’re looking at. This will give you a glimpse into how well your data room is working and help you identify any potential bottlenecks.