23 June, 2023

Budgeting for Secure Document Management

When considering the virtual data room (VDR) cost for secure document management, there are several factors to take into account. Virtual data rooms are secure online platforms used by organizations to store, share, and manage sensitive documents during various business processes such as mergers and acquisitions, due diligence, fundraising, and more. The cost of a VDR can vary depending on the provider, features, and the specific needs of your organization. Here are some key aspects to consider when budgeting for a virtual data room:

  1. Provider Pricing Models: Different VDR providers offer various pricing models. The most common models are subscription-based, where you pay a monthly or annual fee, or usage-based, where you pay per-page or per-megabyte of data. Some providers also offer customized pricing plans tailored to your specific requirements.
  2. Storage Capacity: The amount of storage space you need will in fluence the cost. Consider the volume of documents you plan to store and the duration for which you'll need access to them. Some providers offer unlimited storage, while others charge based on the storage capacity you require.
  3. User Licenses: The number of users who will need access to the VDR can impact the cost. Some providers charge per user, while others offer pricing tiers that include a certain number of users. Consider how many team members, external parties, or stakeholders will require access to the platform.
  4. Features and Functionality: VDRs come with a range of features, such as document watermarking, granular permission settings, data encryption, audit trails, Q&A functionality, and more. Advanced features may come at an additional cost, so assess which features are essential for your needs and compare them across providers.
  5. Customer Support: Consider the level of customer support provided by the VDR provider. Some providers offer 24/7 customer support, while others have limited support hours or charge extra for premium support. Factor in the level of assistance you require and the associated cost.
  6. Integration Capabilities: If you need to integrate the VDR with other software or systems your organization uses, check if the provider offers integrations and whether there are any additional costs involved.
  7. Data Room Duration: The length of time you require access to the VDR can affect the cost. Short-term projects may have different pricing options compared to long-term or ongoing data room requirements.
  8. Additional Services: Some providers offer additional services like document indexing, data migration, or training sessions. These services may incur additional costs, so evaluate if you need any supplementary assistance and consider the associated charges.

Different VDR providers offer vastly varying levels of functionality and service. It's important to reach out to VDR providers directly for specific pricing information and to discuss your organization's requirements. Compare different providers and their offerings to find the best fit for your budget and security needs. Keep in mind that while cost is an important factor, prioritizing data security, ease of use, and reliability is crucial when selecting a virtual data room provider. Also be sure to factor in the total cost of ownership (TCO) of the VDR. Often an easy-to-use VDR that is feature-rich with an intuitive interface that is priced higher will have a lower TCO than a cheaper VDR that is clunky, takes more time to learn, and is harder to use.

ShareVault is the clear leader in security and feature completeness for secure external document sharing. When you take into account total cost of ownership (TCO), which includes your time to administer the system, ShareVault delivers better value, every time.

Using a ShareVault virtual data room is the best way to ensure that sensitive information remains secure when shared with third parties. ShareVault virtual data room features include: customizable permissioning, a complete audit trail of user activity, advanced security features such as two-factor authentication and remote shredding, IP address tracking, dynamic watermarking, and AES-256 encryption for files both at rest and in transit.