A decentralized data room goes far beyond the possibilities of classic database solutions. It is a secure multifunctional solution for business collaboration. So, this article will review the basic data room security measures to understand how secure the solution is.
Secure data room – the best way to organize business deals
The introduction of the virtual data room software allows companies to acquire great flexibility in processing and storing information and makes the company’s bureaucratic system work faster and more efficiently. But, at the same time, the cloud-based solutions introduce new risks, and the lack of security will inevitably lead to new privacy threats. For many years, entire books have been written about industrial espionage and computer crimes, and the most practical ones have been putting what they have written into practice for years.
The digital data room is a cloud-based, password-protected Internet platform for the secure management of remote storage of confidential data and documents. Data rooms provide a safe working environment with specific features and design options such as two-factor authentication, permissions management, and document versioning. At the same time, thanks to a digital basis, both internally with colleagues and externally with business partners, comfortable, flexible, and seamless collaboration on sensitive documents and secure data exchange can be guaranteed.
The main function of the dataroom is to protect business-critical documents. Through the service, companies send legally significant documents that contain commercial information. Violation of the security of such documents carries risks for the organization. Therefore, the data room pays special attention to safety. So, let’s analyze how security is ensured in the data room software within the company. Security features usually cover several aspects of security:
- safety of documents, authenticity, and confidentiality;
- differentiation of access by categories of users;
- fixing user operations.
How to choose a secure data room provider?
The level of security depends on the specific software vendor. When choosing a particular data room provider, you should always consider the individual security features. The reliable software vendors that claim to be “secure solutions” should provide:
- data storage on the server and encryption during synchronization;
- the rights management for individual users;
- administrator protection;
- two-factor authentication;
- data backup;
- responsibility for safety and guarantees in the contract;
- availability of an independent audit and a certificate of this.
Cryptographic data protection methods have a huge advantage for the confidentiality of information. Their use will not violate the document’s confidentiality, even if it falls into the hands of a third party.
These points mean that the provider takes security seriously and is ready to spend resources to ensure it. In addition, a high level of security reduces the risks of accidental or intentional leaks and data integrity violations to the minimum possible.
The approach to protecting electronic document management should be comprehensive. It is necessary to soberly assess the possible threats and risks of the data room and the magnitude of potential losses from realized threats. As already mentioned, the protection of the software is not limited to protecting documents and restricting access to them. Questions remain about protecting system hardware, personal computers, printers, and other devices, protection of the network environment in which the system operates, and security of data transmission channels and network equipment. It is possible to allocate the data room to a special network segment. A set of organizational measures play a role at every level of protection, but, unfortunately, they are often neglected. But here is briefing and training ordinary personnel to work with confidential information. Bad organization can bring to naught all technical measures, no matter how perfect they are.