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If you’re seeking funding or are looking to sell your company the process involves sharing important information in an organized environment. A majority of that information is highly sensitive, like financial statements as well as legal agreements, intellectual property, and research results. It is crucial to be able quickly respond to buyers and investors concerns. Data rooms are the solution.

The key to maximizing the effectiveness of a data room is knowing what information you should include and how it will help you achieve your desired outcome. For instance, when preparing an investor presentation, it’s beneficial to have a data room that has a complete overview of the business with an emphasis on the most important performance indicators and growth drivers. Including these documents will signal to investors that you’re prepared and focused on the deal you are seeking to make. Including unnecessary or non-standard analyses can confuse the viewer and may indicate that you haven’t fully comprehended the KPIs you’re focused on.

Another example of the use of data rooms is in clinical trials. A VDR allows for the efficient management and retrieval of evidence which makes it much easier for regulatory authorities review the results of clinical trials, and then approve life-saving drugs. The inclusion of important documents in the data room such as the study protocol, informed consent forms, and records of accountability for drugs will speed up the approval process and potentially save lives.

A reliable VDR can make the entire M&A transaction more efficient, through removing the expenses associated with document storage printing, storage and transportation. It can also drastically cut down on time spent in meetings and travel expenses, by allowing parties to access and review documents online from any location with an internet connection.