When you open a virtual room you expect it to be exploited by numerous users. Even though virtual data rooms are thought to be utilized mainly for collaboration during cross-company deals, these repositories are convenient tools for management of cooperation inside the company too. It means that you may set up a VDR that would be primarily oriented on your employees, not on third parties. But your task does not become easier when you switch the focus of your attention: it does not matter if you open the repository only for the internal use or if you invite outliers – the data storage still has to be logical and systematized.
The key inconvenience of managing any file system is that each person that has an access to the system may do something wrong and the entire system would get messy. For sure, not always such minor mistakes have serious consequences. But if every visitor feels free to move or delete files then rather soon it would become irritating and the work would slow down. How can employees work if no one knows where the files are? To prevent such a situation you have to organize your data storage in a way that allows multiple users collaborate and that restricts their freedom of action.
Steps towards Secure, Efficient, and Functional Data Storage
The management of a big flow of VDR users requires some preparation in advance. The key thing to understand is that you have to define the rights and to outline the permitted actions of each user, otherwise, you would end up in chaos where everyone is doing whatever they want. To make your data room function properly while being visited by multiple users you should follow these basic hints:
- Before you set up a VDR you should come up with its general structure and decide how you want to sort all the data you plan to upload to the room. You may sort the files due to projects, due to teams, due to separate employees, or you may apply several classifications simultaneously. For instance, you may let the teams working on the same project browse commonly accessible folders and, meanwhile, each participant of the team may have their own folders hidden from the other employees. If the structure of your room is clear you would avoid confusion and delays in work;
- When you have a vision of the structure in your head then you should divide your employees into groups and give them access to certain files and folders;
- You must revise the access rights regularly: some employees might have left their projects or the company and there are no reasons to let them browse the documents anymore;
- You should come up with the naming system so that the new files added to the room had names consistent with already existing files. Supposedly, a name of a file might contain a title of the project, specific aspect of the project it is dedicated to, the date, some other relevant details. Eventually, it would be easier to find the required document;
- Do not be lazy and ascribe keywords and tags to files. Each file and each folder must have several tags.
If you stay stick to these tips you are likely to set up a simple and comprehensible data storage system. Each file would have its place and it would be easy to find it if the one knows its basic characteristics. Meanwhile, each user would be limited in their actions and you would prevent the self-willed relocation of files or their removal.
Anyway, when working on your VDR you should remember that the room must be convenient for internal exploitation but it also has to be organized in such way that when it is necessary you would be able to invite external visitors and share some documents with them. Take this nuance into consideration when uploading the most sensitive and confidential information to the room.