Your Ultimate Virtual Data Room Due Diligence Checklist

One of the most complex systems in any company is data management during confidential business operations like due diligence. Therefore, many enterprises seek to automate somehow and simplify them. A virtual data room is the best option. So, how to use it? Read here

The ultimate data room in due diligence

Global trends in a desire to reduce risks and increase the availability and efficiency of obtaining information are increasingly encouraging businesses to move to a more environmentally friendly and legally secure level of data and document exchange – electronic. Such a step is necessary to ensure stability and speed of exchange and guarantee the receipt of signed contracts and primary accounting documents quickly and, most importantly, easily.

For these reasons, modern companies realize online data room platforms to arrange secure file-sharing and data storage, mostly during due diligence procedures and other business transactions. On the other hand, protecting data privacy plays a vital role in every M&A transaction and due diligence, whether as part of assessing the risk to the buyer in the event of personal data mishandling within the target company or when evaluating how to deal with personal data obtained through legal review.

So, the ultimate data room platform will ensure the following capabilities for its users during the due diligence procedure:

    • centralized reliable storage and processing of documents at all stages of the life cycle;
    • confidentiality and differentiation of access rights;
    • tracking the history of document usage;
    • convenience and speed of search;
    • reduction of operating costs for office work;
    • reducing the risk of loss and damage to original documents;
    • more secure and orderly storage of documents without the possibility of deletion of documents by third parties;
    • centralized access to documents from territorially disparate divisions.

What should be included in the checklist of the due diligence data room?

Due diligence procedure for business is standardized. A company’s legal and due diligence methodology can be any, depending on the goals set, the object of analysis, the resources available, and the required accuracy. It is especially applicable when a merger and acquisition are planned. Thus, the buyer or seller sides should implement a so-called data room in which all relevant documents are stored. The main task of this platform is to keep all data completely and securely against unauthorized access and duplication. Among the best data room providers in the market and the most suitable for due diligence are Digify, Intralinks, Firmex, and Ansarada.

In preparation, a due diligence checklist is often processed and systematically stored in the data room. The checklist with key data of the company information to be checked is handed over by the buyer to the business partner, requesting that all documents on the list be made available as soon as possible. If necessary, the data is provided with authorizations so that only certain groups can access the (previously defined) areas.

Every due diligence data room should consist of the following standard components:

    • Data storage: Easily process documents from various sources such as scanners and printers for the document management system and store these documents centrally.
    • Data exchange: Share documents securely and without loss across multiple systems.
    • Collaboration: Working together on documents while avoiding multiple versions.
    • Business Intelligence: Management, organization, and access to business-critical data sets and information.
    • Document access and security: Define intelligent rules for access rights to specific documents. It is especially useful for confidential documents.
    • Indexing and retrieval: Automated document scanning and indexing for easy tracking and recovery. Indexing can be done differently, for example, by assigning unique tags.
    • Integration: Today’s systems have data room workflow modules and can be synchronized with other systems to automate processes and reduce inefficiencies during business transactions.