Virtual Data Rooms – Selecting An Appropriate VDR Provider

Now more than ever, the scope for choice when it comes to virtual data room providers is greater than it has ever been. According to the experts at, it’s simply a case of record-high demand being met by a thousand and one new service providers – some of course doing a much better job of things than others. Technically speaking, it’s relatively easy to set up a server, sell some storage space and call yourself a VDR service. By contrast, it’s extraordinarily difficult to offer outstanding-quality VDR services with flawless security and a rich set of user-friendly features – the latter being the only acceptable standard for the modern business.

So when it comes to making sense of the endless array of VDR service providers on the market today, just what exactly should a business be looking for? Or in other words, what service provider attributes tick all the right boxes?

Virtual Data Rooms – Selecting An Appropriate VDR Provider

1 – Service and Support

Well, before looking into any of the technical stuff whatsoever, it’s a good idea to see what’s on offer by way of service and support. The simple fact of the matter is that by putting your data storage, sharing and management systems in the hands of a third-party provider, the level and quality of service they offer will have a marked impact on your own performance and efficiency. 24/7 support should be offered as standard these days, but is not the kind of thing you can take for granted.

2 – Experience

It’s also a good idea to see how long the brand in question has been in business, or at least how long they have been working in a relevant or related industry. As mentioned, it’s very easy these days for people to set up as VDR service providers, despite the fact that they may have absolutely no experience to speak of or any real idea what they are doing. Experience breeds competence which in turn breeds peace of mind, so be sure to look for it.

3 – Background

Something else to look into is the background of the service provider, with respect to the kinds of businesses and companies they’ve worked with/are working with.  For example, if you happen to be part of a global conglomerate with 50,000 employees and a turnover in the eight-figure mark, chances are you won’t get far working with a tiny VDR provider more used to working with two-man small businesses.  It’s an extreme example, but one that illustrates the point – a relevant background is important.

4 – Support During Setup, Configuration and Deployment

Customer support should begin from the very first moment of contact and should continue with the same level of dedication at all times. Specifically, you’re most likely to need a solid amount of help and assistance during the setup, configuration and deployment phases of the project, so it’s a good idea to see what’s offered before going ahead.  Once again, don’t simply assume you’ll be helped at all times – check it out and ask if necessary.

5 – Dedicated Project Manager

In the very best examples of VDR service provision, businesses are provided with their own dedicated project managers or specific points of contact, as opposed to having to speak to a complete stranger with no specific familiarity with their case, each time they call.  This is again something that’s becoming a new standard at the very top of the industry, but should be proactively looked into.

6 – Training

If the VDR system the business is migrating to is in any way complicated, you might want to consider asking the service provider to what extent training is provided. It’s one thing to offer something of a basic instructional manual, but it’s something else entirely to really make every necessary effort to ensure the business is brought up to speed as quickly and comprehensively as possible.

7 – Free Trials

In the instance of a VDR provider with total confidence in the products they offer and the services they provide, there’s really no reason why free trial periods cannot be offered. There’s really no better way of finding out whether the package fits your needs than to try it out yourself, so be sure to query free trial offers/periods.

8 – Testimonials

Last but not least, it’s a good idea not to make any final decision before first looking into the reviews, testimonials and general comments left by those who have tried and tested the VDR services under consideration. This is really the only means by which you can gain access to genuinely impartial and unbiased information about the business you are considering, so be sure to factor feedback into the decision you make.