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A well-organized folder structure is a vital element of a successful data space due diligence. There are various ways of organizing files based on specific criteria, such as the stage of the project and department or the level of confidentiality. The most commonly used method is to split the files into main folders that correspond with particular types of information, and then to create subfolders to make the system more user-friendly.
It is a good choice to select a company that has a feature for indexing files. This feature assigns a unique identifier to each document, and then renumbers it automatically whenever the structure of the folder is altered. This can save you a lot of time and effort, particularly when there are multiple interested parties looking at the same set of documents.
Certain VDR providers even offer the capability of adding watermarks to files, which prevent recipients from making copies of sensitive documents. It will also aid in protecting intellectual property in the due diligence process. Often, these VDRs also include functionality that allows users the ability to present the terms of agreement that recipients need to agree to prior to viewing sensitive content. This will help the project’s participants comply with the regulations for confidential data in particular industries. It is crucial to choose a provider that understands the needs of customers and offers features that meet them like access control, audit trails, and granular management of user permissions.