What is the Difference Between Virtual Data Room Providers

The market is saturated with data room providers, all claiming that they have everything that you need to complete your project. However, not all virtual data rooms are the same and there are even ones that are geared towards specific kinds of projects such as due diligence, M&A transactions, case studies, and many others. We want to share with you some things to take a closer look at when selecting an online data room so you can make an informed decision.

The first thing you should look at is security. Whenever you upload materials into the online data room, you must be completely confident that the information will stay secure. Find out if the data room provider has internationally accredited certifications or credentials that prove that their security can be trusted. This also includes rights management i.e. who has the right to view certain documents, make changes or even print documents. These kinds of granular permissions will enhance security because you will be able to find who accessed certain information, at which location and for how long. All of this information can be useful in case of any legal dispute that may arise as a result of a data leak.

Another aspect that you should focus on is how easy is it to use the data room. Most data room providers have a very complicated user interface since they jam pack all of the features all in one place. They may also even require you to download additional plugins, which are very time-consuming. In terms of the user interface, less is more. Try to find a data room that uses space strategically to guide users to the features that they are looking for. On day one you need to hit the ground running instead of having to read a bunch of user manuals or download any particular plugins or extensions.

Finally, take a long hard look at their customer service. One of the things that separate good providers from the rest is that they will always be there for you 24/7. Let’s say that you encounter some difficulties using the data room and decided to call customer support for help. Will a real person answer your questions or will they transfer your call over to a machine?

These are just some aspects that you should consider when searching for a data room provider. The best companies will always put the customer and their needs first and will always be there for you regardless of how complicated your situation may be. 

We compare top data room companies, so you save your time and energy

Geometric background
top provider medal

Top First Place

iDeals Virtual Data Room

iDeals is the world’s leading providers of virtual data rooms and bespoke software solutions for secure corporate data sharing. Operating from London since 2008, iDeals has established the reputation thanks to the unbeatable list of features and tools within the VDR, overall intuitive ease of use, and industry-leading physical and cloud data security features. Some of the industries benefitting from iDeals’ expertise include investment banking, life sciences, real estate, and legal.

ProviderVirus ScanningTwo-Factor AuthenticationsOnline Help Center
+++
×+×
Compare All Features
Geometric background

#2

Intralinks Dealspace

IntraLinks was one of the first Virtual Data Rooms on the market. Online rooms of this provider are successfully used by thousands of companies from different business areas

ProviderVirus ScanningTwo-Factor AuthenticationsOnline Help Center
×+×
++×
Compare All Features
Geometric background

#3

Merrill Datasite

This U.S.-based data room provider is traditionally used by global enterprises who prefer to have an in-house deployment of data room and file sharing infrastructure, which also reflects in pricing. Along with DataSite, the provider enables connection to other platforms as Bridge, Connect, and DPA. All of these can be set up and running in less than 2 hours, according to the company. Real-time access audit and comprehensive reports give the clients complete data on the data room usage, while exhaustive audit trail shows activity inside the data room for each user, including every document viewed, commented on or downloaded.

ProviderVirus ScanningData BackupSecure Fence View
×+×
++×
Compare All Features
Geometric background

#4

Donnelley Financial Solutions

  This data room provider is in fact a financial institution with over 145 years of history working in the financial services industry, so no wonder these VDR are developed with financial deals in mind. Venue is a 256-bit encrypted, complete secure file sharing solution allowing its clients to store, share and collaborate on highly...

ProviderVirus ScanningData BackupSecure Fence View
++×
++×
Compare All Features
Geometric background

#5

Brainloop Secure Dataroom

  This German-based data room services provider has recently been chosen by Twitter to use their online platform for business processes. Brainloop also flaunts a “Best Deployment Scenario Award” for its work with Deutsche Postbank Group. With offices in Boston and Munich, brainloop uses document compliance management protocols to make confidential data storage and management...

ProviderVirus ScanningData BackupSecure Fence View
++×
×+×
Compare All Features
Geometric background

#6

Ansarada

  Sydney-based virtual data room provider focuses exclusively on M&A deals hosted in Ansarada VDRs. According to statistics, just less than three quarters — to be exact, 71% of UK executives — admitted that their mergers and acquisitions deals have been delayed due to a loss of critical data. That’s where Ansarada comes to help. This...

ProviderVirus ScanningData BackupSecure Fence View
×+×
++×
Compare All Features
Geometric background

#7

Box VDR

  Initially a more secure version of Dropbox, Box data room has evolved into a data room with a flair towards mobile workspace. While it still serves as a centralized data repository for the entire enterprise, complete with best-in-class security and versatile collaboration tools, it also enables businesses to collaborate and communicate operate more quickly...

ProviderVirus ScanningData BackupSecure Fence View
++×
×+×
Compare All Features
Geometric background

#8

BlackBerry Workspaces

  WatchDox is a good and secure virtual data room. It was created by Blackberry smart phones manufacturers, so usability and advanced mobile friendly software was a key goal of this VDR. Today WatchDox is a secure space for information storage and sharing with impressive security features. The room has the protected sharing of documents...

How do we achieve this?

We interview and survey IT professionals and business decision-makers from all over the world, particularly those that are familiar with using top virtual data rooms during their deals. They evaluate their current data room provider considering such factors as functionality, service uptime, access and security, and the quality of customer service. We analyze the feedback which is then reflected in the ratings and the list you see on our website. If you are curious why we haven’t surveyed all 140 data room services, it’s mainly due to our minimum requirements policy stipulating which best data room providers make it to the list.

Our data room reviews span the best virtual data room providers, with iDeals maintaining its spot as the highest rated in the industry in 2018. Of course, there are more than 140 data room providers globally, but most IT professionals surveyed, as well as those working in investment banking, typically trust one of these top providers. Could they be wrong? Quite possibly. We’ll return to this question shortly.

There are many options for data room service packages which can be both confusing and overwhelming, so we set out to find the absolute best data room for 2019.

While we came up with a solid winner, we also understand that not everyone wants the same thing from his or her data room service provider, so we recommend that you check out our data room provider reviews and compare package and pricing information.

We know that every one of us is unique, so we surveyed both current and past clients researching what companies typically expect from their data room provider. Of course, every dealmaker has his or her budgets and favorite tools, but they also have different opinions on the typical uptime, ease of data upload, quality of indexing, the convenience of Q&A, and other features offered by a data room.

We came up with the best data room reviews from the five most common types of users, then we went ahead and broke those down by pricing. In addition to the nearly 100% uptime and ease of use, iDeals remained the data room company in this year’s rating to earn five stars for their level of  customer service (and we must note that is the area in which this provider has earned a consistent reputation every year) and the scope of security, as well as data room pricing. It was joined by Merrill Datasite on top rankings for uptime as well as ease of use, and by Intralinks for their reliable performance.

So, which virtual data room is the best for you? Check out our report and see who among top data providers made it to this year’s ratings. But before you make up your mind we have also included some helpful resources if you would like to earn more on how virtual data room keeps your data secure and what you must to keep in mind when choosing a provider.

Testimonials

Users Reviews

Capterra team have been there for us since day one. We have been very satisfied with the fast reliable installation and very little if any down time. Capterra team is dedicated to their product and are constantly improving it.

Testimonial Avatar Stanly

Stanly

iDeals has flattened the learning curve when it comes to secure data storing and sharing. Their virus scanning provides an extra peace of mind, while reliable backups and easy to use management tools are making it much easier for us to manage our data. We save time, money, so we can focus our team on closing our deals quicker. iDeals has been a great partner, actively listening and responding to our needs as a customer. Their support is simply outstanding, attentive and dedicated to providing timely help.

Testimonial Avatar JQ

JQ

iDeals virtual data room service streamlines the entire data uploading and sharing process. The automated backup scheduling not only saved us on a few occasions, but provides some peace of mind with its reliability and ease of management. I signed up for a free trial, but I’ve stuck with the platform and upgraded to the paid service because of its ease of use, reliability, and features save me time every day.

Testimonial Avatar Andrew

Andrew