http://www.dataroomnow.net/when-to-use-a-virtual-data-room/

The most important aspect of any Data Room is that it is secure. This means you can often have granular access rights and auditing features to ensure the information is only viewed by the people who you want to view it. Watermarks or expiration dates on documents and other security measures can also be used to stop data leaks. It is recommended to search for a service that provides several of these features to allow you to tailor your data room to meet your specific needs.

Another crucial feature is the ability to monitor the activities of your Data Room with a simple to use dashboard. This allows you to keep track of what information has been viewed and for the length of time, so that your information is available to the right people at the right time. This is particularly useful in M&A deals when you need to share information with a third party who might not know about your business.

It is also important to make sure your Data Room has enough storage capacity to accommodate the amount of documents you expect to upload and keep. Find a service that offers scalable plans and subscriptions, so you can upgrade or downgrade as your data room requirements change. Lastly, it is important to know if your provider will provide task management tools within your Data Room that will allow you to assign reading and uploading tasks to users and track their progress.