Centralized Document Repository vs Data Room

You can access the virtual data room as well as the centralized document repository at any time, 365 days a year, regardless of your location.

The Main Advantages of Centralized Document Repository Over Data Room

A centralized document repository is a set of web-based services for effective business management that help you save time and optimize your company’s business processes. The set of services consists of libraries of ready-made modules, a system for fast modeling and visualization of documents, an API for working with external applications and systems. The system works with electronic documents in accordance with the Legislation in the field of Electronic Document Management and Trade.

The main advantages of centralized document repository over virtual data room are:

  • Ease of access.
  • Centralized storage of documents.
  • Creation of individual templates for documents and processes.
  • Registration of internal, incoming, and outgoing documents.
  • Document Wizard.
  • Security and access rights.
  • Creation, management, and control of the execution of tasks.
  • Discussion and communication between system users.
  • Electronic digital signature.
  • Secretary function.
  • Sharing data with external partners or customers.
  • Multiplayer system with unlimited.
  • The number of access levels and departments.

The system of centralized document repository is designed to automate the following tasks:

  1. Organization of storage and use of archival technical documentation in electronic form, document logistics management (based on a barcode with an identifier).
  2. Automated accounting of receipts of technical documentation in accordance with the requirements of state standards.
  3. Input and placement in electronic storage of documents by scanning (streaming scanning) and collection from file directories and other information systems that process and create technical documents.
  4. Description of documents by target attributes (including with recognition of attributes), structure, and subject matter.
  5. Systematization, cataloging (creating a filing cabinet of documents), and multilevel linking of documentation in accordance with the required storage hierarchy, presentation topic, and other logical features.

Why Should You Choose VDR Over a Centralized Document Repository?

As part of the business processes of any industrial enterprise, a huge archive of technical documentation is accumulated, both in paper form and in the form of electronic drawings and models of various formats. Basically, this is the documentation for manufactured products at all stages of the production process (from design and technical testing to repair and disposal), as well as for industrial facilities owned by the enterprise.

These documents are constantly used for the work of both individual departments and the enterprise as a whole, representing the accumulated corporate knowledge that helps to reduce costs and improve production processes. However, technical documents require a lot of space to store heterogeneous technical information, as well as to maintain it constantly. Design information systems and product lifecycle management systems are not focused on solving such problems.

There are some main reasons for choosing a virtual data room over a centralized document repository:

  1. The ability to store internal and external company documents.
  2. Filtering data by various attributes of system objects.
  3. The convenience of sorting and searching data.
  4. Individual settings for filters and data display in various sections of the system.

Foreign experience in the field of intellectual property protection and domestic experience in protecting state secrets shows that only comprehensive protection can be effective, combining such areas of protection as legal, organizational, and engineering. The legal direction provides for the formation of a set of legislative acts, regulatory documents, provisions, instructions, guidelines, the requirements of which are mandatory within the scope of their activities in the information security system

How to Build a Data Room

Data room is a set of social relations, which is expressed in the protection of the vital interests of the main institution of the political system of modern society.

What Should You Do to Build a Data Room?

At the present stage of the development of society, the role of the information sphere is increasingly growing, which includes information generated in society, information infrastructure, entities that collect, form, disseminate and use information, as well as systems for regulating the resulting social relations. The information sphere, being a system-forming factor in the life of society, actively influences the state of political, economic, defense, and other components of security. At the same time, all components of national security mainly depend on ensuring information security (IS), and in the course of technological progress in the country, this dependence will increase.

The concept of “building data room” of any enterprise or organization includes:

  1. Physical security, which is understood as providing protection against encroachment on the life of personnel.
  2. Economic security.
  3. Information security.
  4. Material security, i. E. preservation of material assets from various kinds of encroachments, from their thefts to threats of fire and other natural disasters.

All processes in society, including in entrepreneurial activity, are inextricably linked with their information support, the role of which has become decisive in our days. Therefore, the solution of the security problem of both individual enterprises and the country as a whole is inseparable from the key task – the solution of the information security problem.

By its content, the data room includes:

  • computer security;
  • security of information systems and processes;
  • security of the environment for the implementation of information processes.

However, the organizational protection of building data rooms among these areas is given a special place. Organizational protection of information is designed by choosing specific forces and means (including legal, engineering and engineering, and geological) to implement in practice the measures planned by the management of the enterprise to protect information.

The Best Way to Build a Data Room

Building a data exchange platform allows you to effectively solve information security and IT problems in the field of storing and protecting corporate information. The uniqueness of the solution of building a data room lies in the integration of a virtual data room and centralized DRM-protection of documents. This approach can significantly reduce the cost of owning individual software products from foreign manufacturers.

Take a look at the best recommendation on how to build a data room:

  • highly secure virtual data room (VDR) solution that streamlines the complex due diligence process by providing a highly efficient and secure method for sharing critical business information between multiple parties.
  • provides users worldwide with unrestricted access, real-time activity reporting, document-level site search, enhanced Q&A communication, and superior project management services.
  • allows you to reduce the time and money spent on transactions.
  • the multilingual support service is available from anywhere in the world, any day and at any time of the day, and can launch a virtual information room for you, filling it with thousands of pages in a day or less.

The charter of both a public and a non-public data room company may provide for the need for a larger number of votes of directors, as well as additional criteria that a member of the board of directors must meet in order to vote when deciding whether to agree to an interested-party transaction.

Document Transaction Room: Real Estate Needs

Document transaction room is a set of data properties associated with the achievement of computer security and determined by the security of data from accidental or deliberate access to them.

The Main Factors of Document Transaction Rooms

With the document transition room to the use of technical means for processing and transmitting information, information is exposed to various unfavorable factors: malfunctions and failures of equipment, operator errors, etc., which can lead to its destruction, change, loss, and also create prerequisites for access to it. Together with the documents attached to them, the activities represent a reliable tool for reproducing all interactions with the client, the results achieved, as well as a predictive assessment of the likelihood of a deal being concluded in the future.

With the advent of the document transaction room and information-computer networks, the problem of information protection becomes even more important. Today, there is a surge of interest in information security, which is mainly explained by the intensification of the processes of informatization of state bodies, including the armed forces, the development of banking and insurance business, the growth and development of large commercial structures, their access to the international level, an increase in the level of criminality and terrorism. other factors. This is due to the following factors:

  • increasing the importance and public significance of information, increasing influence on all aspects of public life without exception;
  • an increase in the amount of information accumulated, stored, and processed using computer technology;
  • concentration of information for various purposes in common data banks;
  • expanding the circle of users who have access to the resources of the AU, including the data arrays in them;
  • a complication of modes of operation of technical means, the widespread introduction of multi-program mode, time-sharing and the real;
  • automation of machine-to-machine information exchange;
  • the emergence of personal computers, expanding the capabilities of not only the user but also the offender;
  • expansion and complication of telecommunication networks.

Aspects of Document transaction Room Real Estate

By now, both in society as a whole and in the field of data processing technologies, there have been great changes that have influenced the very essence of the problem of information protection. The information processing industry has reached an unprecedented scale. There is now an opportunity for fairly free access to global information and computing networks (for example, the Internet) from a personal computer. The development of e-commerce systems has created the preconditions for the theft of large sums of money. A variety of virus programs have spread widely.

A large number of computer intruders, both professionals, and amateurs, have appeared, dealing with unauthorized access to data, violation of the integrity of information resources, and disruption of the functioning of various AS and information networks for a variety of purposes. The reason is clear since this room is ideal for lawyers precisely for painstaking work with documents.

The main aspects of document transaction room real estate include:

  • protection of state secrets, i.e. secret and other confidential information, which is the property of the state, from all types of unauthorized access, manipulation, and destruction;
  • protection of the rights of citizens to own, dispose and manage information belonging to them;
  • protection of the rights of entrepreneurs in their commercial activities;
  • protection of the constitutional rights of citizens to privacy of correspondence, negotiations, personal secrets;
  • protection of hardware and software from erroneous actions of personnel and man-made impacts, as well as natural disasters and other circumstances in order to preserve the ability to control the processing process.