Electronic Data Rooms

Investor’s Guide to Electronic Data Rooms

Investor due diligence is an important part of any transaction, and the right data room facilitates this process. This article will analyze common data room capabilities that can make investment procedures more efficient.

Virtual data room capabilities for investors

Current business conditions, characterized by the instability of the investment economic environment and increasingly fierce competition, place increased demands on the efficiency and quality of decisions made at all enterprise or organization management levels. At the same time, the amount of information that must be considered to form optimal investment decisions is steadily growing. It leads to a situation where it becomes impossible to effectively manage a company without using modern information support tools, namely, methods and tools for automating common business transactions.

So, nowadays, investors and business entities transform their working activities into virtual spaces to run the business more transparently and efficiently. For this purpose, they set up virtual data room solutions. The software helps give them permission-based access to data based on their specific interests in certain companies. Knowing if an investor viewed a document, made a note, changed it, or is no longer interested can result in an investment being made or abandoned. If your company is a startup using a data room to secure a funding round, it can give you – and your investors – peace of mind to control all your documents in one safe place.

How to organize investment procedures in a data room?

At the beginning of the due diligence, the investor usually sends the founders a list of requirements, which lists the topics and documents that the investor wants to look at as part of the due diligence. The founders and their employees then compile the requested documents and upload them to a virtual data room. The investor’s list of requirements is often very extensive, and processing it is time-consuming and labor-intensive. The founders should therefore provide sufficient human resources early and consider this aspect when planning the financing round. It is advisable to continuously organize your documents in a document management system before a specific financing round. It saves time and effort because a data room for due diligence can be derived from it anytime.

Once the list of requirements has been processed and the data room is equipped, the investor checks the documents with his advisors. If questions arise during the review, the investor will ask them as part of a so-called Q&A process and expect comprehensive and satisfactory processing by the founders and their employees.

Data room advantages

The introduction of a data room qualitatively changes the investment workflow process in an organization and provides the following benefits:

  • reducing the time it takes to search for the necessary documents due to end-to-end search in a corporate-wide database;
  • reducing labor intensity and increasing the efficiency of interaction between various departments;
  • improving the efficiency of interaction between various departments;
  • improvement of the system of administration and control of the document processing process;
  • reduction in the delivery time of management information: orders, instructions, instructions
  • reducing the risk of losing documents;
  • the possibility of prompt decision-making due to the completeness and relevance of the information provided;
  • reducing the number of paper documents in the company’s workflow by scanning all incoming and outgoing documentation;
  • increasing the security of storing documentation by introducing authorized access to the system, taking into account access roles and employee rights to this information.

So, with the data room, you do not need to organize a meeting – you can resolve issues at an online conference or by correspondence in a general chat.