The right folder structure is a key component of a successful data space due diligence. There are many ways to organize files according to specific criteria such as project stage, department or level of security. The most common one is to organize the files into main folders, which correspond to specific kinds of information, and then create subfolders to make the system more user-friendly.
To ensure that everyone can access the files they need without having to do endless searches it is best to select one that provides a file indexing feature, that assigns a unique number to each document, and renumbers it automatically when you change its position in the file structure. This will save time and effort for you, especially in the event that there are multiple users looking at the same files.
Some VDR providers allow users to apply watermarks to files to discourage recipients from copying sensitive documents. This will safeguard intellectual property and help with due diligence. Additionally, they often have the ability to allow users to provide terms of access agreements to recipients to accept before they can access the sensitive content. This will help the project’s participants meet the requirements of regulatory agencies concerning confidential data in specific industries. It is crucial to choose an agency that is aware of the requirements and has solutions to address them such as access control and audit trails.