File Protection

Document Protection

ShareVault provides powerful, easy-to-use tools to easily keep control of your sensitive content with enterprise-grade security, even on computers and devices that are outside of the control of your IT department. ShareVault document protection technology is applied uniformly, regardless of whether files are viewed in the browser, on Windows, Mac, iOS or Android.

Information Rights Management (IRM)

ShareVault's powerful Information Rights Management (IRM) technology, available only with ShareVault Pro and ShareVault Enterprise, allows you to retain persistent control over documents shared with third parties. Protected documents are AES-256 bit encrypted and can only be opened by users with current rights, so documents can be remotely "shredded". In other words, a user's permission to open a document can be revoked retroactively, even for files already downloaded. Competing systems provide IRM capabilities based on clunky plug-ins that frustrate users and slow down the document review process, but ShareVault's plug-in free technology is fast and simple for your users.

Granular Access Controls

ShareVault provides powerful tools to rapidly configure file permissioning at the user or group level, as well as at the document or tag (folder) level.

ShareVault Policies

Fully Configurable File Security Policies

ShareVault Pro and ShareVault Enterprise provide fully-configurable file security policies, allowing you to define the appropriate levels of file protection. For each policy, you can specify whether or not users have the right to print, save, copy/paste text, capture the screen, and which, if any, watermark should be applied. In addition, you can specify an absolute or relative expiration date. Much more flexible than the limited view/print/save levels provided by a typical virtual data room, ShareVault policies give you the ability to easily control exactly what rights each user has when accessing your content. Because it's so easy to change, you can modify the rights as your project progresses.

ShareVault Express does not include the fully configurable document security policies, but instead provides 3 basic static policies: "View Only", "PDF Save & Print" and "Full Rights".

Secure Printing

ShareVault's unique Secure Print feature, available only with ShareVault Pro and ShareVault Enterprise, allows printing to physical printers while preventing printing to PDF. This provides an additional security countermeasure since printing to PDF is the equivalent of being able to save a high fidelity digital copy of the document.

Screen Capture Prevention

ShareVault is the only virtual data room that can be configured to prevent screen capture of displayed documents on Windows, Mac, iOS devices and Android devices. Available only with ShareVault Pro and Enterprise, Screen Capture Blocking is extremely robust and blocks not only third party screen capture software (such as SnagIt), but also screen recording and screen sharing software (such as GotoMeeting), so your confidential content is displayed only to the intended users.

Dynamic Watermarking

ShareVault Watermark

Based on the security policy that you've defined, ShareVault automatically applies customized, dynamic watermarks to each page of protected documents and spreadsheets, as well as to protected videos. Watermarks are clearly visible, applied diagonally across the page or screen, yet do not interfere with the readability of the underlying text. The watermark text is customizable, and you can embed the following dynamic information:

  • User's email address
  • User's IP address (only with ShareVault Pro and ShareVault Enterprise)
  • Current date
  • Current time

ShareVault Pro and Enterprise allow for customizing the font, color and opacity of the watermark, and support multiple watermark configurations that can be applied to different security policies.

ShareVault's unique watermarking technology includes a powerful anti-tampering security countermeasure: If a user attempts to remove or modify the watermarking using browser developer tools, the user will be warned on the first attempt and then kicked-out of ShareVault on the second attempt.

Watermarking provides a clear indication to the reader that the content is confidential, and since the user identity can be included in the watermark, it allows for a simple but effective deterrent against distribution of the printed documents (if you allow for printing) to unauthorized readers.

ShareVault Watermark Configuration Tool

Most of our competitors do not provide a user interface for you to change the watermark configuration yourself - instead you have to contact their customer support line and wait for them to make your desired watermark changes. Furthermore, since our competitors do not provide customizable security policies, there is only a single watermark configuration that's applied to ALL your documents for all your users. That means that if you use a competing data room, you will have no customization options as a solution if, for example, a particular prospective investor insists that their watermarks be removed or modified, if you have a library of high resolution microscope images that need to be shared without watermarks, or if a particular set of important graphics would look better with a special watermark color, contrast or font that's different from the watermark configuration that you want to use for your other files. ShareVault's uniquely flexible and easy-to-use watermark configuration tool puts you in control so you can accomodate any of these scenarios with ease.

Protected Offline Viewing

ShareVault Enterprise includes Protected Offline Viewing, which extends ShareVault's powerful Information Rights Management (IRM) to include the ability to allow some or all of your users to access protected files even while offline for a defined time period. When a user attempts to open a protected file that's enabled for offline access, and ShareVault permissioning servers cannot be contacted, then the file will open as long as the allowed access period has not expired. The next time the user connects to ShareVault, the viewing activity for documents viewed while offline will be updated. This feature allows certain users to securely review documents even while in-flight or in a remote location.

Configurable Expiration

ShareVault Expiration Settings

Policies can be configured to expire file permissions either on an absolute date or after a relative delay (number of days) from the date / time the files were uploaded. After expiration, the corresponding users will no longer be able to access files to which the policy has been assigned. The optional notification setting, when enabled, sends an email alert to administrators upon expiration.

The expiration feature allows you to automatically enforce deadlines associated with your business processes. Using this feature in combination with Information Rights Management (IRM), even documents that have already been downloaded cannot be opened after expiration.

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