With sensitive information being shared and stored in these digital spaces, it’s crucial to take steps to ensure that your data remains secure. But how do you do that when working with a VDR?
In this article, we’ll explore some essential security tips and features to use in a VDR to enhance security. We’ll also highlight the advanced security measures available in DocSend, which uses incredibly strong encryption and other security protocols by default.
To put these tips into practice, start a free DocSend trial and see the cutting-edge VDR security features in action for yourself—you’ll experience total security, confidence, and peace of mind.
9 Essential VDR security tips
While a secure VDR like DocSend will give you a huge level of protection when you use it, there are a few simple things you can do to boost security even further.
Most VDR security breaches are down to human error, so by following these tips and utilizing these features you can guarantee the best security for your virtual data room:
1. Use a VDR with advanced encryption
The best VDRs use world-class encryption standards to safeguard your data, whether you’re storing it in a VDR or sharing it with others using secure links.
Keep encryption enabled across all file storage, sharing, or communication platforms to maintain the highest level of security. Encryption is the first line of defense in 2024. It scrambles your data into an unbreakable code that only authorized parties can decipher. It’s like speaking in a secret language that only you and the recipient can understand. Without encryption, it’s like chatting openly in a crowded area—anyone can overhear.
Tools like DocSend build encryption into several convenient and secure sharing features, which means you can easily share secure links in a few clicks—without ever having to worry.
2. Set user permissions
An essential habit for bolstering security is taking the time to set your user permissions. Changing permissions is kind of like changing the locks. It keeps VDR access completely under your control.
You should regularly review and update user access rights to ensure that only authorized people have access, enhancing the security of your VDR. When team members change roles or projects progress, access needs to be adjusted to prevent old permissions from becoming security risks.
Keeping a tight rein on who can access what minimizes the risk of unauthorized eyes landing on sensitive information. You can try role-based permissions too, which adjusts the permissions depending on a user’s role—such as admin, manager, editor, or viewer.
Review permissions quarterly or even monthly to stay ahead of potential threats. A secure, well-maintained VDR isn’t just about controlling who gets in. It’s about making sure that only the right people stay in, which keeps your data safe and your peace of mind intact.
With DocSend, you can set granular user permissions, allowing you to control who has access to specific documents and folders. It’s super simple to adjust permissions as your needs change too.
3. Make use of eSignatures
eSignatures make many things easier when getting a deal over the line, but some less-celebrated gains come from them keeping the chain of accountability intact.
eSignatures create a trail that ensures every step in the transaction is clear and verifiable, critical when lots of stakeholders are working together.
In 2024, as deals become ever more complex and dispersed (not to mention the growing security threats) eSignatures are essential for top-notch VDR security. You can add eSignatures in DocSend for secure and legally binding document signing, providing a trail of electronic paperwork that protects all parties involved.
Whether it’s for a big deal or just handling sensitive data, DocSend eSignatures help maintain accountability, boost collaboration, and speed up approvals—without compromising security. Send them to up to ten different signers in a few clicks.
4. Add non-disclosure agreements (NDAs)
NDAs add an extra layer of legal protection and accountability for sensitive information, giving you peace of mind and increasing VDR security. It’s great for when you have information on products and new business developments that you want to keep under wraps.
You might not need to use NDAs among your team, but consider implementing a policy that requires all external parties to sign NDAs before accessing the VDR—ensuring security even beyond your organization. This is fantastic for working collaboratively with outsiders just like you would your own employees.
They might sound like fancy legalese, but NDAs are as simple as an ordinary online form. With just a single click, you can easily add NDAs to your files in DocSend.
5. Try dynamic watermarking
Watermarks are another option to make sure people strictly adhere to your security requirements on a file level, displaying details like email, IP addresses, and dates. It provides much more accountability and will ensure people are aware of (and live up to) their responsibilities.
Using watermarks that include user information and access times, makes leaks traceable and ensures complete transparency—giving you total control and visibility of the situation should any kind of security breach occur.
動態浮水印 in DocSend is a simple yet effective way to deter unauthorized sharing of PDFs, PowerPoint presentations, and many other files.
6. Regularly review document analytics
Document analytics features provide an easy way to monitor all user activities within your VDR. This is great for deal-making insights, but helps with security too.
DocSend gives you a notification each time someone views your shared links, so you can track engagement and see who’s viewing, sharing, or interacting with a file. This information gives you a broad overview of activity, so it’s convenient for admins to monitor for anything unusual.
Regularly review these analytics to detect any suspicious activity or simply gain insights into who’s accessing what, when, and how—this way security checks can enhance deal decision making too.
7. Multi-factor verification wherever possible
Multi-factor verification is advisable across any account you might have, if it’s available, and there are no exceptions when it comes to a VDR. You can also use single sign-on (SSO) for more convenient access to your VDR and other apps with no security drawbacks. Learn how to set up SSO in DocSend.
By requiring multi-factor verification for all users during login, you can significantly enhance security. This simple step is even more important for VDRs that require remote access.
This extra layer of protection prevents unauthorized access even if login credentials are compromised, reducing any worries about weak passwords and sharing login details.
8. Try secure client portals
Secure client portals are ideal for inviting outsiders in, but not all the way. They give you a space for working with clients without granting access to everything. If you work on a lot of deals, client portals can maintain a consistent experience and present a professional image in the VDR.
DocSend client portals are easy to personalize with custom branding, logos, and other customizations. They also include secure messaging and real-time notification features—so you can keep clients close, but not too close.
It’s the ideal solution for sharing data safely, offering a controlled environment for simple, manageable collaboration with your valued clients—but without compromising security.
9. Check for security updates regularly
One of the most straightforward yet effective VDR security tips is to keep your software up to date with the latest security patches and fixes. Never avoid an update without a very good reason.
This isn’t just applicable to your VDR, antivirus, malware software, and operating system updates are just as crucial for well-rounded data security.
Regularly check for updates and promptly apply them to ensure protection against emerging vulnerabilities—and don’t ignore update messages!
VDR security pitfalls to avoid
It’s all well and good to know what to do, but equally, knowing what not to do can make sure you maintain the best VDR security.
While implementing security measures is crucial, it’s important to avoid common mistakes that can compromise the security of your VDR.
Here are some security pitfalls to watch out for:
- Weak passwords: Avoid easily guessable passwords and establish strong password policies for your staff. You can try multi-factor authentication or SSO to avoid weak passwords.
- Sharing credentials: Never share your login credentials with others, and encourage users to keep their login details private. Security training can help dissuade people from doing this.
- Ignoring unusual VDR or file activity: Investigate any unusual user activity or suspicious file access, and review access logs regularly to prevent potential breaches.
- Skipping security reviews: Adhere to regular security review cycles to ensure that only authorized users have access to your VDR—quarterly or monthly is the best option in 2024.
Overall, the biggest mistake you can make is falling into complacency. Stay vigilant about VDR security to ensure it’s in the best possible shape.
FAQs about security for VDRs
Here are our answers to a few common questions about VDR security:
How much does a secure VDR cost?
The cost of a secure VDR can vary depending on the provider and features you require. However, investing in a secure VDR is a worthwhile expense considering the potential risks and costs associated with data breaches. DocSend has many flexible pricing plans to provide world-class security for any level of use—you can also start a free trial.
Why do you need a virtual deal room for security?
A VDR is much more secure than email, storing files on a device, and other methods of collaboration. VDRs provide a secure platform for sharing and storing sensitive information, ensuring that only authorized people have access. They offer an array of security features, such as encryption, user permissions, and access logs, to protect your data from unauthorized access, breaches, or data leaks.
How do I create a secure data room?
To create a secure data room, choose a reputable VDR provider like DocSend, which offers robust security features and encryption. Implement strong access controls, regularly review user permissions, and educate team members on VDR security best practices to maintain high security standards.
How do I organize my data room?
Organize your data room by categorizing documents and folders logically, using descriptive names, and setting up a clear folder structure. This will make it easier for authorized users to find or access the information they need quickly and securely.
Try DocSend free and get the best security for your virtual data room
DocSend offers a comprehensive suite of security features that other providers lack, including one-click NDAs, dynamic watermarking, and granular user permissions.
These features maintain the best security for your virtual data room, whether you’re working with small or large teams, internal or external collaborators, or anyone else. It’s a great way to work with total peace of mind.
Start a free trial today to experience these advanced security measures firsthand and protect your sensitive data.
