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A data room is a secure digital repository to store sensitive documents. It is used in various commercial transactions, such as M&A as well as fundraising and legal proceedings. It also helps in managing intellectual properties as well as working with partners and customers. It lets all stakeholders, including partners and customers, to view documents and comment on them in a central location while maintaining the highest levels of security.

A virtual data room is most commonly used during a merger or acquisition. The selling company will create a VDR and invite interested bidders to look over the information uploaded to the data room. The seller can track who is viewing documents and let users seek clarifications on the platform.

A data room should contain only information that is relevant to the current transaction. This is crucial, since it will prevent investors from being distracted by irrelevant information, and thus slowing the due diligence process. It is also recommended that distinct rooms for investor data be set up for each stage of an investment process. This will not just help organize the data, but will also ensure that investors only has access to information that is relevant to their current stage.

Some founders are concerned that a dataroom will delay the process of a deal as investors might find it overwhelming to review all the information in one go. This is a valid concern however, it’s important to keep in mind that the aim is to provide information needed to close the deal.

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