It is necessary to use software, hardware, and organizational measures to organize a secure transfer of business-critical information between geographically distributed divisions of the enterprise. Let’s consider how the data room infrastructure protects the company’s data.
Virtual data room as the best security solution for business
In the digital age, secure content collaboration is indispensable for many companies, not only for industries in which strict legal regulations apply. Technical solutions are required to reliably prevent unauthorized access – even by administrators to protect sensitive data from inspection, manipulation, or loss. Conventional file sharing services and public cloud solutions usually cannot meet high-security requirements. Even many business cloud providers struggle with an effective tactic to deny entry to uninvited guests. You will find a reliable bouncer for your data in operator-safe, sealed infrastructures whose technical protective measures cannot be tricked, even with great effort. It means that unauthorized access to confidential data is just as impossible as theft and manipulation.
Nowadays, there are many types of solutions to ensure data security. However, in accordance with the technology of processing electronic documents, the following measures for technical protection can be distinguished:
- authentication (objective confirmation of the identifying information about this object or process contained in the document) of the participants in the information interaction;
- protection of technical means from unauthorized access;
- differentiation of access to documents, PC, and network resources;
- encryption.
But many companies prefer using virtual data room software, a full-packed universal solution. The data rooms are conquering the market by offering strong privacy and security measures in addition to the capacity of organized storage space. Document expiration, document versioning, and fast loading are other great features of the leading data room software platforms. In addition, best-in-class data room solutions offer collaboration capabilities and facilitate sharing and communication.
Methods of ensuring information security
Data room software ensures the following security measures:
- Well-organized data repository
Documents in the data room system are located in the centralized data storage, a database managed by SQL Server, or file storage managed by the data room service. It ensures secure storage as the document cannot be lost or destroyed since the document storage environment is fully controlled by the system, regular centralized database backup is provided, and access to data is limited only by the data room client application following the established access rights. Restricting access to system data only through the system’s client application and API (object model) is one of the most important requirements for an electronic document management system.
- Data access system
It is possible to set access rights for each document in the data rooms. There are four types of rights: no rights, view rights, change rights, and full document rights. They can be set both for individual users and groups of users. Requests are checked not only when working with the visual part of the system but when accessed through the system object model from external applications.
- Data encryption
As a rule, routers that use cryptographic protection tools are used to restrict access to data streams. The data room cryptographic information protection tools included in this option also provide reliable data encryption. Encryption of messages transmitted over open channels allows you to guarantee the protection of confidential information from unauthorized access – reading, distortion, or substitution.
The ability to securely exchange documents via external communication channels is relevant for geographically distributed organizations, i.e., having a network of branches or subsidiaries. In addition, the confidentiality of transmitted information is often also required by correspondence with customers or partners.