A virtual data room for mergers and acquisitions is an essential tool to facilitate the smooth and efficient due diligence process. It is used by all teams around the globe, and includes a number of features that make it a valuable asset for all parties.
When using the VDR it is essential to prepare the files properly prior to uploading them into the system. This could include scanning documents and removing thumbnail caches and clearing temporary office files to save space. It is also possible to ensure that all signatures are correct and complete prior to the time that files are uploaded to the system. This can be particularly important for patents and intellectual property documents that require the signatures of all the relevant parties.
Another important step is to create a clearly defined folder structure and ensure that all the details required to complete the M&A process is included. This could include a non-confidential area that all parties will need at the beginning, and an extremely confidential folder documents that the top management team must be able to review prior to the deal being closed. It is helpful to assign an individualized set of permissions for each folder so that you can know who is able to access the information and what their actions are.
To maximize the value of your M&A VDR, it’s important to keep up with its maintenance. This means updating documents regularly in addition to responding to questions and feedback in the Q&A section and monitoring user activity.