Digital Document Storage Solutions for Government Agencies

When it comes to documents related to confidential information, legal matters, or important transactions for government agencies, you want to ensure a high level of security and trust. Digital data rooms feature an increased level of protection. In particular, sophisticated tools are implemented to encrypt uploaded documents, and access is granted only to authorized users. 

Is Digital Deal Room Software So Popular Today?

Over the past years, virtual data rooms have undergone a remarkable evolution in terms of applications and features. Such services are used for corporate transactions (for example, mergers and acquisitions), auditing, confidential business communications, etc. Internet data rooms are increasingly being used by government, financial, marketing, and HR organizations to store documents or critical business information. You can read more useful details at www.data-rooms.org website. The advent of blockchain allows companies to improve security. It should be noted that analysts predict that the industry will reach $2.7 billion by 2025. 

How Does the Online Data Room Operate?

The Virtual Data Room assist you in individually managing access rights for various users and groups. As a rule, in brand-new programs, there is synchronization with AD/LDAP. These platforms allow you to manage the lifetime of documents. This feature is useful when a shared document contains information that will become outdated after a certain period, or when a project team gains access to the document and should revoke that access after the project is completed.

Some solutions allow you to put a file in a reliable micro-container, which is similar to AD RMS and then allow an external person to load it. It comes as no surprise that the data is protected not only at the stage of delivery, until the moment of the first opening, but throughout the period of its existence.

Keeping an event log when working with documents is one of the key functions of online data room programs. The most interesting are those solutions in which, in addition to the date of opening and downloading data from the digital room, details are logged about who opened the protected document and when.

Storage Location for Corporate Data

Almost all modern VDRs, unlike public cloud storages, have two delivery options: hosted and on-premises, which allows you to make use of the solution and store data both at the service provider and within the organization. What counts here is that the second placement option is more suitable for companies that are mature in terms of IT technologies and who are aware of the value of their data and the volume of risks associated with their leakage.

Wrapping Up

Without any doubt, the usage of an online data room entails the inevitable one-time implementation costs and recurring expenses associated with keeping and owning a program. Nevertheless, today it is the only available way to protect government agency data outside the corporate perimeter.

We recommend looking towards solutions that provide an integrated approach to protecting corporate data throughout the life cycle of a document: from the moment it is transferred, used, stored, and until it is deleted. To be fully protected, an electronic data room must have features that protect documents after they are uploaded from the virtual data room, such as document DRM protection to replace AD ​​RMS and enterprise mobility management tools.