Secure Data Exchange in the Conditions of Using Virtual Data Rooms

In the modern era, organizations rely heavily on computer networks for the efficient and productive exchange of information. Organizational computer networks are now becoming large and ubiquitous. Assuming every employee has a dedicated workstation, a large company will have several thousand workstations and many servers on the network.

It is likely that these workstations cannot be centrally managed and have no perimeter protection. They may have different operating systems, hardware, software and protocols with different levels of cyber awareness among users. Now imagine those thousands of workstations in a company network directly connected to the Internet. Let’s find out what a secure data exchange is and what the main benefits of using virtual data rooms are.

What Is Data Exchange?

Data exchange is the process of taking data structured according to a source schema and transforming it into a target schema so that the target data is an accurate representation of the source data. Depending on the access permissions granted, file sharing allows a certain number of people to read, view or edit a file, depending on the level of authorization granted by the file-sharing service.

A secure connection of data room software masks your IP address by redirecting it through a specially configured remote server managed by a separate provider. As a result, the secure connection server you use becomes the source of your data. Your ISP and others cannot see which websites you visit or what data you send or receive. A secure virtual data room allows you to set up secure data exchange with external users. 

Why Should Data Exchange Be Protected?

Information is a valuable asset that makes companies more competitive. It also becomes a means of control: when information falls into the hands of malicious actors, it allows them to manipulate the behavior of people, organizations and even governments. Protection of data becomes an objective not only for market participants and citizens but also for states and law enforcement agencies. 

Fundamental documents on information protection are being adopted at the level of international law; most countries have already introduced articles into their criminal codes related to information security offenses.

Items of information pass from person to person, between organizations and their subsidiaries, and across borders through common telecommunications channels, whose protection often does not depend on the individual holder of the data. Many virtual data room best practices access these channels and intercept unsecured traffic. On the state side, the concept of implementing a sovereign Internet becomes a resource protection measure; on the organization side, the use of secure transmission protocols and modern cryptographic security features.

Here are the main benefits of using virtual data room for data exchange:

  • Increased efficiency. 
  • Centralize file access for consistency. 
  • Protection against data loss. 
  • Data exchange using a secure data sharing service is reliable and fast. You can share different types of files, such as graphics, video, audio, etc., whether they are large or small. You can easily and quickly share these files with your colleagues or clients.

As a result, your overall speed also increases with less chance of errors. In this way, you can save time for other important duties.

The Benefits of Using a Virtual Data Room

Virtual data rooms allow you to create a secure repository with the ability to restrict access rights and put non-erasable watermarks on sensitive documents. The benefits are:

  • Information security. Reduced incidents of company data leakage and compromise.
  • Reduced incident investigation costs – each employee’s work history with each individual document is stored.
  • Manage access to company data wherever it resides (DRM). Possibility to revoke previously granted rights.
  • Maximum protection during workstation and server data exchange without the use of a VPN.
  • Detailed, scheduled reports on the use of corporate data.

Find more information about virtual data rooms at

How Do You Know if Your Company Needs a Virtual Room for a Long Time?

Data exchange brings with it a critical issue – the need to identify the information received. This can be a critical issue, for example, when sending technical information about the safety of process facilities. Interception and modification of this data can cause man-made accidents. To protect against these risks, redundancy is acceptable: the text of a long information message is easier to authenticate and protect with a key than a short series of numbers perceived by an automated control system rather than a consumer, a specific person.  

Your company needs a virtual room:

  • If you are exchanging specifications, drawings or any other documents of commercial value with contractors or customers.
  • If you need to monitor a document even after it has already been sent and downloaded by a third party.
  • If your staff changes frequently, there is frequent “turnover” and you want to keep some data secret even from your own colleagues.

When sending data, there are three ways to route it, varying in their level of confidentiality. The most secure is to create your own physical channels, but due to the cost, this is only available to government or military organizations.

Depending on the purpose of data protection, its owner, and the enterprise virtual data room software, different protection measures, or sets of them, are applied. Broadly speaking, these can be divided into organizational and technical measures.


Using a secure file sharing and data exchange service in the condition of using a secure virtual data room can be extremely beneficial to your professional, social and personal intentions. Anyone with a computer or mobile device with an internet connection can browse files easily and quickly. 

So all you need to do is choose a secure file sharing service and then start sharing with colleagues or clients. There are many different types of data exchange in the condition of using a virtual data room and the method you choose will depend on the types of files you are sharing and to whom you are sending them. The most important benefit you get with a virtual data room is complete control.