How To Organize Financial Data Exchange With Third Parties In A Secure Virtual Data Room?

If data is one of the most important assets of financial institutions, then protecting this asset with the help of a Data Room solution is the first step to effective management. So, here is more about how to organize financial data exchange in the software?

Virtual Data Room for financial data exchange

Financial institutions are going through a period of dramatic change. They have to transform their business models, improve the efficiency of financial operations and technology platforms to prepare for intense competition, and improve the quality of the customer experience by offering them digital services. Resiliency and data availability are becoming the number one priority for the financial sector.

With the increasing use of modern services as part of the IT strategy, data protection and management are becoming the number one priority for organizations in the financial sector, as they store sensitive personal and financial data. To improve business agility and customer service, financial institutions need a more sophisticated and flexible approach to protecting and managing data. Secure file sharing for business using virtual data room, the leading digital data management platform, enables organizations to achieve the highest levels of data protection and availability, automation, and control during the exchange with third parties.

Secure and effective document management plays an important role in business. In areas such as due diligence and asset management, where speed and security are very important, secure file-sharing is particularly important. In the course of increasing demands on data protection and cybersecurity, a transition from free generic file-sharing options to highly encrypted and functional digital Data Room platforms has become common practice.

How does it work?

The activities of an organization are inextricably linked with the processing of documents – commercial offers, contracts, acts, invoices, applications, incoming/outgoing letters, etc. When documents are stored in different ways, in different places, without version control, without access control, this creates significant difficulties in the work of various departments and the organization as a whole. Moreover, this situation reduces the level of information security, allowing confidential data leakage.

On the other hand, when documents are created, edited, reviewed, and approved in the information context of the executable processes, this increases the usability and speed of decision making since it is clear within which process the document was created, who initiated it, what and when initiated changes in it. In addition, an archive of documents with the entire history of their processing is an essential element of the overall performance and work culture in an organization.

Data Room with built-in workflow allows you to solve the following tasks:

  • provide a unified managed repository of corporate documents with separation of access rights and powers when working with documents;
  • increase the convenience and efficiency of work because documents are embedded in the information context of the processes executed in the system;
  • enable secure financial data exchange between contractors;
  • ensure that the required functional and process information and documents are recorded, as well as the measurement and control of the performance of operations by various performers.

Besides, Data Room systems provide access through a web interface, which makes it as easy as possible to involve employees of geographically remote divisions and counterparty organizations in teamwork. So, Digital Data Room allows companies to competently and efficiently manage information, workflow, as well as all interactions between the system and people involved in common deal processes.

Data Room for startups

The rapid spread of startups as a special structure aimed at implementing a high-tech innovative product is becoming a landmark trend of modern business. Here is more about the role of the Data Room for startups.

Support for startups and small businesses

The modern market is characterized by complexity and variability, that forces enterprises and entrepreneurs of different spheres of activity to be constantly in search of new opportunities and to use new approaches for doing business. The startup is a relatively new and relevant phenomenon in today’s business environment. It is distinguished from traditional investment and innovation projects by a short period of existence and lack of development history, innovative product or service, scalability of business, limited financial and material resources, and high innovation and intellectual potential of the founding team.

Regardless of the motivation with which the startup team unites and the duration of its existence, startups have one thing in common, they are just trying to create a scalable business model based on innovation.

The life cycle of a startup begins with the formation and development of an idea – new, unique knowledge based on which innovative products are developed. The key to the development of ideas is the intellectual resource, so in the early stages of existence, startups grow quite rapidly, even with limited financial investment and material resources. The need for financial resources arises at later stages of startup development, when the process of implementing the idea in the form of an innovative product begins, since then the problem of finding investors has become urgent.

Secure exchange of sensitive information for Startup via the Data Room

The main goal of a startup is to raise funds quickly to keep the idea developing. The information should be exchanged quickly and concisely to maintain momentum in the funding process. In this case, Virtual Data Room can help.

The mechanisms for investing startups also have their specifics. Investors, before making a deal, watch what happens to the startup, that is, they do the so-called Due Diligence. The procedure is a series of actions to verify the investment object that an investor takes to make a final decision on the advisability of investing in a particular startup. The purpose of due diligence is to reduce or completely avoid the risks associated with an investment, including the risk of acquiring a quota in a business at an inflated price, loss of investment, failure to fulfill the obligations of the team, withholding important data, etc. Data Room is used here to provide a secure workspace for data exchange and deals operation.

The main thing that an investor must understand for himself is:

  • to understand how competent, the members of the startup team are in what they are up to;
  • evaluate the abilities of founders and CEOs of a startup;
  • assess the real competitiveness of the project;
  • evaluate how the presented facts correspond to the real state of affairs and how the founders; were honest with the investor.

A Digital Data Room takes care of the encryption of documents, their secure storage, and the forwarding to authorized persons or groups of persons. The software combines electronic communication with information security. Such cloud-based Internet platforms were specially designed to store confidential documents securely and to exchange them between authorized users. In addition, changes to documents by individual users can be traced at any time and without restriction. An administration console in professional digital data rooms keeps a complete record of which user has done what with which data. In addition, secure data rooms – in contrast to free file-sharing platforms – use encryption.

How to Setup a Virtual Data Room?

The need for the introduction of a modern developed document management system at enterprises is obvious. Data Room is global and integrative because it covers the automation of the functions of almost all spheres at the enterprise.

Set up your document management with the Virtual Data Room

The electronic document management architecture is based on business processes (workflows), during which documents are created and moved. It is one of the most comprehensive, pervasive, and responsible subsystems in enterprise management, which forms, organizes, and maintains the entire process of enterprise operation. The degree of automation of the subsystem depends on the degree of order in accounting and management in general.

Historically, document management systems have been vertical applications designed for use by small groups of professionals working close to each other with overly structured documents.

New generation document management software serves as a tool for business because one of the main requirements for modern business is the ability to operate in a rapidly changing market. This ability can be provided only in enterprises with a process-oriented management structure and controlled (automated) business processes. Only Virtual Data Room solutions can support rapidly changing business processes.

This approach allows the use of Data Room as a methodology for enterprise automation. This approach to automation is both constructive and universal because it provides automation of document management and all business processes of the enterprise within a single concept and a single software tool. The document acts as a basic unit of information resources of the enterprise, managed within the framework of business processes focused on documents. By adopting the document as the basic unit of information, managers and users throughout the enterprise will be able to clearly understand the function of information management and become active participants in the information management process.

What are the advantages of Data Room?

At modern enterprises with a distributed structure information materials of high value for management are created daily. Therefore, today’s companies require a distributed architecture of the Digital Data Room system that meets the following requirements:

  • Scalability, reliability, and manageability for economic corporate deployment. That means you can get started with the implementation of the system step by step, and then increase to the level of the enterprise and beyond as a corporate technology of document management.
  • Automatic support for distributed management of various information materials during their life cycle – from author’s development, creation, reviewing, coordination, approval in an interactive mode to distribution and archiving.
  • The flexibility of access control to the whole range of documents: text, formalized documents, document images, spreadsheets, audio, video data, Web documents, e-mail, discussion databases.
  • Open, scalable architecture that allows for fast expand the platform of the document management system in response to the emergence of new business goals, as well as integrate the document management system with business applications ERP system, CRM-system, knowledge management system.

All stages of document processing should be automated in the Data Room: coordination, endorsement, approval, approval with remarks, the introduction of draft documents from electronic and paper carriers, their transfer by electronic communication channels, and placement on Web-pages.

So, the entire technological cycle of processing paper documents in the Online Data Room is implemented without human intervention. As a result, the speed of document processing increases, the system’s resistance to peak loads increases, operational risks are reduced by automatically checking the values of document details according to the relevant rules, operating costs are reduced, bank staff is fired for direct management and customer service.

The Human Error Side of Business

High technologies and artificial intelligence have actively entered our lives and have automated all aspects of the business, striving to make it independent of subjective factors. But is there still a place for  human error in business?

More about human error in business

The manager or owner of the company regularly has to make strategic decisions in business: whether to invest or not, whether to sign a contract with a partner, whether it is necessary to start creating a new product. Such management decisions require careful preparation, detailed analysis, and consideration of a huge number of factors affecting the bottom line. In addition to business intuition, the manager has at his disposal a whole register of possible methods for making management decisions. But no one is immune from human error.

First of all, the task of reducing the influence of the human factor should be solved primarily by organizational measures. In addition, if we want to reduce the influence of the human factor, then, first of all, we need to organize or build relationships in the company and work regulations so that they can ensure control over the quality of work or services, control over the timely and proper execution of orders, timely identification of errors in the transmission of information. At the same time, an information system is a tool that will help to implement and control those organizational regulations, instructions, rules, technological processes that operate in the company.

The most common mistakes are entering the wrong information, entering the right data in the wrong place, entering the right data in the right place, but at the wrong time. There are situations when the wrong document is approved. Such factors can be eliminated by introducing information systems that, on the one hand, track the timeliness and sequence of operations, and on the other hand, allow reconciliation of data entered by different employees in different business processes.

How Data Room is related to the Human Error Side of Business?

For five years now, the trend of digital business transformation has been strengthening in the global market. This is not just automation of everything, but changes at the level of business strategy and all internal processes of the company. Digital transformation is, first of all, changes in customer experience, operational processes, and management vision.

ModernVirtual Data Room solutions make it possible to collect primary data, automate the management of technological processes, carry out operational management and plan the resources of the enterprise. In some cases, they can help in preparing materials for the manager to make a strategic decision. This is tactical-level automation. Today, artificial intelligence, cognitive technologies, and machine learning allow us to act at the level of strategies and can almost completely exclude a person and his mistakes from the management process.

Digital Data Room platforms can provide managers with the following possibilities:

  • collect initial data and prepare analytical reports;
  • conduct a comparative analysis and predictive analytics;
  • model complex processes and make forecasts for development;
  • manage external communications;
  • control the effectiveness and legality of decisions.

So, digitalization of the company’s internal processes and regulations can greatly reduce the influence of the human factor on business results. Errors when transferring information between departments are eliminated, the manager’s time is saved for control over the quality of work and timely execution of orders. These IT solutions help to monitor the efficiency of financial operations and provide this information to managers promtly.