It might seem that whenever the one uploads something on the Web he knowingly admits that at some point that information might leak and might be somehow misused. Unfortunately, today, online security guarantees are really precarious: new methods of data security violation appear on a daily basis and the one might expect external intrusions any moment. In some cases, data leakages have no serious results while in others they might lead to dangerous consequences.
Virtual data rooms are the venues where users do not fool around. No one would use a VDR to store an archive of funny memes or videos from holidays – online data rooms are being exploited by investment banks, governments, healthcare organizations, etc. Hence, the information they keep in VDRs should by no means be compromised.
Tools You Need to Protect Your Data
When you choose a virtual platform you should critically estimate its security capabilities. Usually, the level of protection you get depends on the quality of the platform. And there is nothing surprising in the fact that the more secure the room is – the higher its expected price would be. Anyway, to understand how safe a VDR is you must know what kind of features are in charge of your data protection. In general, there are 7 basic instruments that ensure the security of information:
- Two-step user verification
It is not enough to use one password to enter the room as it is not that hard to hack your device and to find out the password you use. To protect the repository on several levels multi-platform user authentication should be applied. It means that after entering the initial password you receive an additional SMS code which changes from session to session.
- Data encryption
The files that do not undergo encryption can be easily viewed on devices of unauthorized individuals. Hence, any document somehow stolen from a VDR can be displayed on any computer. But if the file was encrypted then the thief would fail to read it.
Any potential external intrusion, virus attack, etc. should be prevented. Firewalls help to eliminate the risk of any breaches.
Dynamic watermarks help to identify a user who has downloaded or printed the document: any file contains the name of the user who performed a certain action and the time when the action took place. Therefore, it is impossible to steal a file from the repository anonymously.
- Digital rights
Even though the room visitors usually have a right to download documents to work with them there are no reasons to allow them to keep the files when your cooperation is over. The room administrator should have the permission to manage digital rights of all the users: to select files which they can view, limit printing and download, set up an expiry period – the time after which an access to certain documents is revoked.
- “Fence view”
To prevent unauthorized sharing and data leakages a “fence view” tool is being utilized. This feature allows elimination of the risk of camera-based attacks: when the one works inside the repository PrintScreen button is blocked and he is not capable of taking screenshots of the files.
All the data you store inside the VDR should be kept on several servers. In a case one server breaks down all your files would not be destroyed as an additional copy of the entire room is being stored on another server.
These security tools and features are the basic ones to look for when you are comparing several data room providers. Perhaps, you do not need all of them to ensure a relevant level of data protection but it is easy to understand that the more security instruments you apply – the more chances you have to work in a safe and stable environment.