data security

How to Keep Your Data Safe With Virtual Offices and Data Rooms?

The time for making quick, rash decisions is over. Instead, it’s time to use modern virtual technologies that will allow you to organize productive and secure remote work. This article will explain the role of digital data rooms and virtual offices in processing business data.

Virtual data room as the best way to organize remote work

Virtual technologies are becoming more and more popular. According to ResearchAndMarkets, the global virtual desktop infrastructure market will grow by an average of 10% annually and reach $3.9 billion by 2025. The current world is forcing companies to change their standard working conditions and look for ways to ensure that their employees work effectively and safely while working remotely. Experts and analysts agree that the pandemic has turned the idea of the organization of the workflow in most companies upside down. The forced transition to “remote work” has shown people the benefits of remote work, and many will not return to the previous mode of work.

The massive and rapid transfer of employees to remote work leads to serious threats to information security – both the information systems themselves and the company’s corporate and personal data. Any employee, home personal computer, or mobile device that provides access to IS and company data becomes a potential attack source or unauthorized access. The solution to these problems is using the virtual data room software available under a subscription model.

To ensure maximum security, storing all user data in the virtual data rooms is better. Then, in case of loss, it will be easy to restore them from backups, and the infrastructure will be protected using additional tools – multi-factor authentication or encryption. However, this scenario reduces flexibility: when part of the data is cached on local devices, the employee can continue to work even with poor connectivity or complete absence of the Internet.

What are the benefits of implementing the data room?

The advantages of a virtual office include many parameters. It is the ideal solution for remote business management. The data room is also perfect for setting up a virtual office for secure business collaboration. The software ensures the following advantages:

  • Easy corporate communications

First, the company needs to establish quick and effective interaction between employees within the organization and with external partners and contractors. They need to ensure the high availability of these systems, reliability, and speed of their work with increased activity of their use. As part of the data room solution, you get tools for organizing internal communications for all employees, available around the clock from anywhere and from any device. In the data room, users can securely share business-critical documents.

  • Security

Virtual workplaces allow you to provide centralized security tools and the safety of corporate data when organizing remote work or to work with contractors.

  • Reducing human factor

Thanks to the data room, it becomes easier for a company to manage user data and its security. The administrator can easily check which employees have committed suspicious actions – for example, by carefully examining colleagues’ documents from other departments. In addition, the technology helps track incidents. Thus, virtualization reduces the impact of the human factor on information security, even though it is employees’ mistakes that most often lead to leaks.

  • Efficient data repository

The technology of electronic document storage is a system of high-speed equipment for scanning documents, a database, and a user interface for viewing and attributing them. Documents in the process of scanning can be attributed by types of documents, contractors, accounting areas, and other necessary features.