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What is a Data Room?

June 29, 2023

What is a Data room?


Traditionally, data rooms were ‘physical’ rooms with hard copy documents. Today, a data room is a secure repository where data can be kept confidential and only accessed by those who have been allowed to by the admin user.

Essentially, data rooms provide all the benefits of a physical data room. However, data rooms provide high level security and increased functionality, which creates efficiency and reduces costs. Data rooms can be used to upload, view, and download data, as well as, exchanging documents and sharing documents.


What are the benefits of a data room?


Data room allow admins to set up each data room user with unique user permissions. Any data room individuals must be pre-authorised and pre-approved. Admins can also restrict access and capabilities on a user-by-user basis through strict permissions.  Therefore, data room provides users with the utmost security. Data room enables you to streamline your documentation upload, sharing, download and storage in the most secure way possible. You are also able to track recent activity across different projects. Data room can also be useful in your day-to-day work as they are user friendly and easily scalable. Not only do they protect confidential and sensitive data, but they also make it easier for users to collaborate with each other.


What security features should you look for when joining a data room?


When looking for the right data room, the main thing you need to inquire about is ISO27001 and ISO27002 certification. These certifications are considered the highest level of information security and the minimum threshold clients should expect from any data room. Other main factors you should consider are:

  • A site with an SSL certificate – An SSL allows sensitive information to be transmitted securely. The SSL certificate enables an encrypted connection when a web browser is connected to the website.
  • A secure password login and 2 factor authentication to allow extra protection of passwords.
  • A site that allows you to know the geographical location of where your data is being stored.
  • To look out for a cyber security certification in the company that you choose – this will allow you to have more security in the companies’ services.


What can XBundle offer?


If you need secure data room hosting in the cloud, from an ISO27001 certified company, XBundle can help you.  XBundle have our own certified and secure data room – XBundle::Cloud. XBundle::Cloud is our own data room made to protect confidential documents and allow the admin user to have user control access to those documents being stored. XBundle::Cloud data room offers highly advanced yet user-friendly solutions for anything from everyday collaboration to complex processing in banking, legal, and other sectors. All of XBundle data is hosted on UK servers and we are monitored and audited according to the standards by the British Assessment Bureau and GDPR.


The Benefits of using XBundle::Cloud are:

  • User-friendly interface
  • Security
  • Easy set up
  • Ease of use
  • Support from XBundle Team
  • Data centre operations are ISO27001 certified and audited by British Assessment Bureau
  • Easy drag and drop uploads feature.
  • Available 24/7/365, including weekends and holidays.


What comes next from Data rooms?


The next step forward for data room are virtual data rooms (“VDR”). A VDR is a real time collaborative space, which allows multiple parties to work on the same documents and allows the admin user to have a feature rich set of controls or access/use of documents. VDR are the next generation of data rooms. They are essential a data room but with additional functions and abilities. Alongside allowing you to have the ability to view, upload and download documents, VDR can also allow users to do annotations and redactions to documents, enabling all users to view these. VDR can also show the admin user who has accessed certain documents which can be very beneficial. There are also many more additional functions that VDR can provide that data rooms cannot; all allowing your documents to be kept more secure and confined to the parties the admin user allows.


Please get in touch if you would like more information on XBundle::Cloud or any of our other services, then please get in touch. To get in touch with our team please email or call us on 0207 871 3125.