Virtual Data Room (VDR) security is critical, especially given the sensitive nature of the documents that VDRs were designed to protect. Just about every company has confidential data that needs to be kept out of the wrong hands, whether it’s customer data, financial records, trade secrets, or other private company information. That's why SecureDocs has developed a range of security features that ensure your documents stay safe.
SecureDocs recently hosted a webinar entitled An Overview of SecureDocs Security Features, providing a step-by-step demo of how to take advantage of features like customizable NDAs, audit logs, permission-based user roles, Q&A, and other safeguards designed to keep confidential information secure within your virtual data room.
Below is the full list of the security features discussed during the webinar:
SecureDocs has a default NDA template built into the system, but administrators can replace this standard language with your company’s specific legal terms and conditions. When a new user is invited to the data room for the first time, they will have to agree to these terms and conditions, and their acceptance will be recorded in the audit log.
Permission-based User Roles
Another security feature that provides control over business documents is permission-based user roles. Administrators can choose the specific role you want for an individual user or for a group of users, putting you in complete control of your data. Admins can control access to folders and subfolders within the account, and set varying permission levels including No Access, View Only, Download, and Full Access. It is recommended to keep all sensitive documents at View Only access, since printing and downloading documents are not permitted under this setting. Administrators can also preview a role to see what it will look like when that user logs into the data room.
When watermarks are enabled, a watermark will appear on documents within the virtual data room, including the user’s name, email address, and the date and time the document was accessed. In the event a confidential document is distributed inappropriately, administrators will be able to identify the source of the issue.
When enabled, this feature hides the contents of a document when a user opens a screen capture application, or when someone is using two screens and moves their cursor off of the document and onto the other screen.
When a user is invited into the account for the first time, they will be asked to provide their cell phone number to receive an SMS text verification code. The other option is to use an authentication app on their phone, such as Google Authenticator, to receive verification codes. With two-factor authentication, even if a user’s email address or password were stolen, the person trying to access the account would still need the user’s physical cell phone to get a verification code to successfully log in.
The audit log allows account administrators to track the activity of all users, including the documents and pages they view. Administrators can also export this log as a CSV and/or have a copy of the log emailed daily so you can keep up with activity in the account. This is helpful because it ensures that admins are informed about everything that is happening in your data room and who is accessing your data.
The Q&A feature allows users and Q&A admins to securely communicate inside the data room without having to use email. Users can submit questions on a document and admins who are designated as Q&A admins can directly and securely answer these questions within the data room. There will also be a record of the conversation in the data room for future reference. Any administrator in the account can be assigned as a Q&A admin.
If you want to learn more about the security features mentioned in this blog or see a demonstration of these features in action, you can watch an on-demand recording of the webinar here.