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Virtual Data Room

Accelerate Your Success Securely with
Docutone Virtual Data Room

Accelerate Your Success Securely with Docutone Virtual Data Room

The cutting-edge platform built with intelligence to improve decision making and enhance collaboration in all M&A, IPO, real estate due diligence activities with confidence and confidentiality.

Intelligent Cloud-Based Data Room

In the past, due diligence activities were considered a messy and time-consuming ordeal. It involved the collaborated efforts between advisors, legal teams, auditors, and investors that are essential during a due diligence process. To prevent leakage of highly confidential information, each party must sign a Non-Disclosure Agreement (NDA) to gain access into a secured data room. Traditionally, this data room would be a physical room full of documents that is physically secured, and closely monitored.

Introducing the first Virtual Data Room by Docutone that is fully compliant with Chinese data laws, European data protection and California Privacy Act. This makes our platform a strategic tool for deal making into and out of China. It is integrated with powerful tools and intelligent insights to help business owners to accelerate the entire deal lifecycle.

Find out what Docutone VDR can do for you:

Key Features

Docutone VDR is built with powerful features to get your deals moving

File Collections

Easily group documents into its functional purpose from a top level. Each collection is automatically indexed for fast file searching.

Follow Document

By following targeted folders, managers can receive a daily report on all actions that were carried by users in the past 24 hours.

Easy File Upload

Uploading your data is as easy as drag and drop. Our system intelligently retains the same file structure present on your computer, so you don’t have to sort them again. Once uploaded, your files are automatically secured

Document Redaction

Redact any sensitive content easily from within the VDR. Files downloaded are automatically converted to PDF securing the document from unauthorized changes.

Worksheet Viewer

Docutone worksheet viewer allows you to gain full control of your excel files and add watermarks thereon. It also permits authorized users to view contents, numbers and formulas.

Screen Blocker

Switch on Screen Blocker to add additional security to super sensitive documents. Once switched on, it can prevent unwelcome peeping eyes of any non-users and more importantly unauthorized picture taking by authorized users.

Bulk Import

Docutone provides templates to bulk import groups and users. Managers can download this template and fill in user’s name. email address, group name, company name, mobile number and his or her role as they think fit. Groups and group members will be added as soon as this template is uploaded.

Follow User / Group

Choose to follow a particular user or group and receive a detailed report on the daily activities that was carried out by the user or group in the past 24 hours.

User / Group Audit Trail

All user and group activities are recorded by the system. Owners or managers can keep track of all activities that are taking place within the Virtual Data Room.

Manage Q&A Control

Managers can enable or disable Q&A functionality for any groups and set permissions for users that are allowed to submit questions and answers.

Streamlined Communication Efforts

Create frequently asked questions within projects or groups to list out commonly asked questions and answers speeding up common workflows and enhancing the user experience.

Content Delivery Network

File Sharing is accelerated through a Content Delivery Network so that users may gain fast access to files no matter where their location may be.

Bank Grade Encryption

Connection in and out of the datacentres are secured with 256-bit SSL and 256-bit AES encryption. It will take at least 1 billion years to break through this security with current level of technology. Rest easy from any prying eyes.

Granular File Access

Control and manage individual access to any file, folder, or groups. Choose which user group are allowed access to folders and set requirements such as signing of NDA before being able to view files.

Malicious File Protection

Files are automatically scanned before they are uploaded onto the servers. If viruses were found during the upload, the user will be alerted immediately.

Dynamic Watermark

Add document watermark as a deterrent to prevent unauthorized distribution of the sensitive documents. In addition to watermark contents, you can also add user’s personal information such as email account, IP address and/or access time as part of the watermark.

Two-step authentication

Logins into the Virtual Data Room must pass through 2 levels of authentication. This additional level of security prevents unauthorized access even if their passwords were compromised.

Report Dashboard

Get a bird’s eye view on all activities taking place in the data room. The dashboard displays various snapshots of the reports so that managers are always one step ahead.

User & Group Reporting

Keep track of activities that are taking place by groups and users in full transparency.

Document reporting

Display the popularity of documents by tracking the activity that is taking place within the documents in real time.

Frequently Asked Question

What is a data room?

A data room is a space used for housing corporate documents, usually of a secure or privileged nature. It can take the form of either a physical room or an online virtual space. A data room can be used for a variety of different purposes, but typically for M&A due diligence after signing a non-disclosure agreement.

What is a virtual data room?

A virtual data room (VDR) is an online space to serve the same purpose as a traditional data room. Unlike a physical data room which contains paper documents usually in binders, a VDR is a virtual depository for indexed digital folders and documents. A VDR can gives managers better control over the documents and is accessible to multiple groups of users back-to-back at the same time.

What is due diligence?

Due Diligence is a process of seeking and reviewing information about every aspect of a business entity in order to assess the risks and the true value of the contemplated business deal.

How can Docutone accelerate due diligence?

Using a virtual data room to share the sensitive corporate documents during the complex due diligence process has become a norm for international M&A practitioners. Docutone VDR not only will minimize the business travels and reduce the production of paper documents needed for performing the due diligence, it will also substantially accelerate the due diligence process and keep every sensitive document under your strict control throughout its lifecycle.

Why do you need a virtual data room like Docutone instead of cloud-based storage system?

Cloud-based storage systems (such as Google Drive, Dropbox and Microsoft OneDrive) and virtual data rooms have a lot in common. Both are cloud-based document storage and sharing platforms. But they serve different purposes.

A cloud-based storage system would be a good choice if you just want to share some articles or homework with your fellow schoolmates. But if you work on a M&A deal and have a lot of sensitive due diligence documents to share with potential buyers, you’d better choose a virtual data room like Docutone, as cloud-based storage systems will never give you the level of security and control over the sensitive documents that a VDR would do.

Why use a virtual data room, such as Docutone, for the M&A industry?

As part of the due diligence process in a typical M&A deal, sellers need to disclose large volumes of due diligence documents to buyers. Many of these documents are confidential in nature and must be kept securely even if after they are made available to buyers.

With the bank grade security and rich and yet easy to use features, Docutone VDR allows you to grant, track and rescind document permissions at any time to ensure users will only access to documents the way they are permitted. Docutone VDR also allows you to permit and streamline questions raised by buyers and prepare answers securely and efficiently.

What to look out for when choose a virtual data room for your M&A deal?

Not all VDRs are the same. If you want to choose one for your M&A deal, consider the following criteria:

Security. Security is obviously of the utmost importance when choosing a VDR. Make sure the VDR is hosted on certified data centers and all data/documents are encrypted in their full lifecycle no matter they are in transmit, in use or at rest.

Easy to Use. You will need a VDR to have all the features you need to keep all the document access and permissions under your control. And yet it should be intuitive and easy to use without steep learning curve.

Analytics & Reporting. You will want to look for a VDR that is capable of both keeping track of data on all users, activities and documents within the data room and generating valuable insights.

Customer Support. You will also want to find out whether the VDR has in place a responsive customer support. A good customer support should be in local languages and should be 7 X 24.

Compliance. Last but not the least, the VDR you consider for your deal should meet regulatory compliance requirements, such as privacy protection under PIPL, GDPR and CCPA and data migration restrictions under China’s Data Security Law.

What is VDR Q&A for?

VDR Q&A is a feature built in the VDR that allows designated VDR users to ask project related questions and receive answers.

VDR Q&A is essential to the management of questions and answers during the due diligence process of M&A deals. It will not only help you to streamline buyers’ questions but also help sellers respond accurately and efficiently to buyers’ questions.

What’s the best way to manage Q&A?

A full-fledged Q&A session could lead to high volume of questions that need to be managed, tracked and answered timely and carefully.

Traditionally these questions and answers were exchanged between buyers and sellers in Excel spreadsheets, which was inefficient and messy.

Docutone VDR introduces integrated Q&A to help centralize questions and respond to buyers safely and efficiently.

What can Docutone do for you?

Docutone supports every aspect of your document needs in the M&A due diligence process. We cover your due diligence document collection, sharing as well as analytical reporting based on users’ behaviors. In addition to VDR Q&A, Docutone also provides real time inter-group collaboration and action alerts to ensure the efficiency of the deal processing. Last not the least, Docutone also offers integrated book binding services for producing due diligence report binders and/or project closing binders (bibles).

Why do you need Docutone VDR?

Regain control of project documents, with first class security technology and easy to use features to speed up your deals and yet safeguard the deal safety and security.

Strategically deployed in China with global content distribution network (CDN) support, Docutone offers not only truly the best VDR access but also a VDR service that is fully in compliance with the China laws.

Do you need to install any software or addon or plugin?

No, you don’t need to install any software, addons or plugin to use Docutone VDR. All you need is one of the mainstream browsers, including Google Chrome, Microsoft Edge, Mozilla Firefox and Apple Safari.

Can you use Docutone VDR on your mobile phone?

Yes, Docutone VDR has gone mobile. Now you can access Docutone VDR through Wechat mini-program without the need to install any application, addon or plugin.

What support can you get from Docutone?

You will be supported by Docutone Support Team 7 X 24 in either English or Chinese subject to your choice.

We are fully aware of the importance in the privacy compliance. As a result we have amended our Privacy Policy and have put in place measures to mitigate risks under the General Data Protection Regulation (GDPR), California Consumer Privacy Act of 2018 (CCPA) and China’s Personal Information Protection Law (PIPL).

Docutone is hosted on the data center that has obtained all top certifications regarding the privacy protections, including ISO/IEC27701:2019, ISO/IEC 29151:2017, ISO/IEC27018:2014 and BS 10012:2017
Our Privacy Policy is fully compliant with GDPR, CCPA and PIPL. Measures required under GDPR, CCPA and PIPL have been adopted and will be constantly reviewed by Docutone to safeguard users’ privacy interests.
Your data is always under your control. If you are the manager, our AI aided personal data redaction feature can help you to redact sensitive personal information from the documents in the data room.
We store your data in China so you don’t have to worry about your important China data might be transmitted to outside China.
We regularly review our compliance practices and provide staff training on data security and privacy protections.

Where are Docutone’s servers located?

Docutone’s servers are all located in China in order to comply with Chinese data security laws and regulations. Accesses to our servers are accelerated by our global Content Distributed Network (CDN) technology no matter where you are in the world.

How safe are Docutone data centers

The data center hosting Docutone is among the safest of its kind and has obtained over 100 certifications for its safety and compliances. To name a few,

CSA -STAR
ISO27001 information security
ISO/IEC 27701:2019
ISO/IEC 29151:2017
ISO/IEC27018:2014
BS 10012:2017
Singapore MTCS T3
SOC1/2/3
China Information Security Certification (CCIS)

Docutone data centers are also equipped with intrusion detection systems and active antivirus system to prevent intrusions and viruses.

How does Docutone protect your data and documents?

Keeping your data and documents safe is of the utmost importance to Docutone. We use the industry leading security technology and best practices to safeguard your data and documents.

redundant architecture to avoid having single points of failure;
256 bit SSL encryption technique to encrypt data and documents in transit;
AES 256-bit encryption to encrypt data and documents at rest;
two-factor authentication to prevent user passwords and accounts from being compromised;
permissions to give you granular document access control;
dynamic watermarking to protect against unauthorized sharing of sensitive documents;
Screen Guard to prevent abusive photo taking of sensitive information;
audit logs to provide analytics on all activity within the virtual data room;

customizable NDA to make all users legally bound by the confidentiality obligations before they can access to the data room.