A data room offers the security to share confidential business documents with investors, partners, and other stakeholders. It offers features like watermarking, auditing, as well as granular settings for access control. Check out the security options offered by the vendor and whether it supports the formats that your team uses when choosing a vendor for your data room.

Some providers also offer extra security features, such as auto-indexing or fence view. In addition, look for a solution that allows you to transfer the contents of your desktop, FTP or other storage sources to the data room to ensure quick and easy arrangement. Also, check whether the data room provides a multilingual search engine and OCR to search text within PDF and images documents.

It is also essential to find out if your chosen provider has the ability to remove specific parts or the entire content of an entire document. This feature can help to secure your personal information by removing all personal information from PDFs and images.

Some of the best VDR providers provide extensive analytics and reports which allow you to track the activities in your virtual data room. Choose a service which can automatically monitor every upload, download and views and allow you to build custom reports based upon these activities.

Another thing to look for is a trial offer that lets you test advanced capabilities like uploading data, new security and collaboration features without the requirement of a upfront commitment. iDeals provides a 30-day free trial that gives you unlimited preparation time, two admins 500 MB of storage space, file encryption, dynamic watermarking and a basic digital rights management system.