Virtual Data Room and Virtual Assistance - Is It A Threat to Your Privacy?

Well, this is undoubtedly true that virtual data room or virtual assistance these kind of services are making your business easier and making your business more efficient. Previously you were only able to provide service to your customer only at the time when your office employees were at your office.

But right now you can provide your service through out the clock. Because you are outsourcing your business. When you are sleeping at that time the other part of the world are in full swing and they are doing their duty to provide the full satisfactory service to your customers. You are outsourcing your job also with low payment. So, you are increasing efficiency and also making a lot of profit by spending less money on that project.

But now the question comes whether this virtual assistance kind of thing is secured or this has a threat to your business or the personal data? Well from my experience, i will tell you that this is not 100% percent secured and there is always a chance to get your data leaked. If the companies are dealing with the data which is very much confidential then it is not that easy to tell that the data is secured in the hand of third party.

I want to share one experience which i had read in a newspaper. The story is about one third party company who used to deal with the data from financial institution. The company used to call all the clients who are having loans or having other issues. So, in that company a lot of personal and confidential data were stored. Like bank account numbers or residential address etc.

So, what is the story? The story is a person managed to get one persons all bank details from his girlfriend who used to work in that third party company who were dealing with the data. Then the person changed the address of that person and sent one notice to bank about changing the address. As the bank account was active for a long time the person choose that account.

Also able to manage one credit card in the new address and used all the money which was in that account. So, this is the way through which your confidential data gets leaked.

Also virtual assistance is not that much efficient. The assistance like call center or customer service , if this kind of thing gets outsourced then the third party company does not concentrate that much on your business. Last week i made a call to Paypal as i was having issue with my account name. One Indian caller agent handled my call and told me that he will call me back after 30 minutes with the solution but i waited for 30 minutes but still no call from their side. So, this is a process to skip the problematic all or to avoid call for which he does not have any solution.
So, i want to conclude with the sentence that though the virtual data room or virtual assistance is increasing our efficiency  also they are making our personal data more open to the world. So, we need to be very cautious while selecting one third party service.

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Which One is More Secure-Drop Box or Virtual Data Room?

It is very obvious that some of the people think for online file backup and sharing facility why i use virtual data room when i can use dropbox totally free of cost.Its a very common thinking for all of us.Now a days dropbox is so much popular among all the people because they can easily store their personal or official files or documents,can use those from anywhere and also share those information instantly with group of employees using file synchronization..But one thing you need to remember that dropbox is totally a free service.So security is not guaranteed .When it comes to store and share very confidential file then dropbox may not be a good option.Because in dropbox there is no special security services to protect your documents.Because of security pupose IBM restricted employees from using Dropbox, Apple’s Siri and iCloud. If you think your file is not so important then you can use dropbox.You can also use dropbox for your personal use.For example suppose you go to abroad and you forget to bring one file and also your USB drive with you.But if you store that file in dropbox then no need to worry about and you can access that file from anywhere.

On the other hand virtual data room is the best option to store your confidential data.As it is a pay on service so you can find lots of quality security services from virtual data room provider.When it comes to store and share very confidential files like banks information,clients personal information,employees files,financial records the you should have use virtual data room.

Tips to Secure Your Data in Virtual Data Room with Strong Password

Virtual data rooms are used by the company or firms who wants to share their data to the company's employees or third party.Now a days many banks are used virtual data room to make the confidential documents available to the third parties involves competitive and legal risks. So here security is one of the main issue because most of the documents of bank are very much confidential. You should be more careful while choosing virtual data room provider.
Before choosing virtual data provider company you should have some knowledge about their services and their security system.However if you find one very reputed company but you use very week password to protect your data then everything is useless. So to protect your data you should have use strong password.

Don't use common Password

Never use common password for any official data protection purpose.Common password means your name,your birth-date your mobile phone number. At first Hackers try to use these common password to hacked your information.

Use Long length Password 

Always use long length password.The National Institute of Standard and Technology (NIST) recommend that password which is consists of 12 character is a strong password.Your password should be combination of letter,numeric number and special character. Try to use more unique password.

Administrative Passwords

Try to use 15 character long password for your virtual data room.Never use one administrative password to upload all files. Each person who upload documents and data to virtual data room have separate password.

Keep your Password Safe

Never share your password with anybody.Some people forget their password so they keep their password on their personal email or sometimes write down in a small paper .But you should not do like this because your personal email can be hacked or may be the small paper can be in wrong had who can misuse your password .So always be careful.

Never Authorize Your Browser to Store Your Password

Many browser there is one option to save your password to avoid the hassle of having to type it in each time you want to access a particular service.By using some software hacker can find your password information from the browser. So never do this .

How to Make Your Virtual Data Room More Secure?

Now a day’s virtual data room is one of the convenient way to preserve and share your data with your company or anyone you want. But day by day as the technology moving very fast at the same time hackers are trying to find new technics to hack those technologies.  So, everyone should careful about the security of virtual data room center.Today I am going to tell how you can secure your virtual data room center.

Location of the center- This is one of the important issue in terms of security purpose. For virtual data room you have to maintain one server station so for set up those servers you must choose one quiet place which is not a public place. While choosing the location you must keep in mind about natural disaster like-flood, earthquakes and so on. So location should be away from road and also far from any sea area or river.     

Room security- As there is lots of machine inside the room so temperature of the room must be low. The main door of the room should be high-security graded and there should be no signboard or any indication symbols in front of the center. The security system of the whole center must be very strong. There should be close circuit camera in the center. The data center should have security on staff to monitor entrances and check the security of the building.

Server Security- Hackers never attack any network or server room physically. Cyber-attacks are easier than physical attack. So you must keep in mind about network security. To secure network workstations and servers individually latest antivirus technology should be used against threats. To maintain your network secure you have to use most up to date protection system.

Backup System-No one knows about sudden accident. There may be one natural disaster come and damage the location of the center. So you should always ready to handle the situation. Backup system is must for virtual data. The data center should have a ready back up in place that can be brought online. A quality Virtual Data Room provider will have at least one back-up server in a different geographic location to protect against any accident.

Why Virtual Data Rooms Are More Secure?

When it comes to security, i will say that virtual data rooms are more secured that physical data rooms. In physical data room or in the data room which exists physically, there is having a lot of documents. So, this is very difficult to track all the documents. Also, if some documents or any paper gets damaged then you have nothing to do and you may lose your information.

Also for paper based document, any people any change anything if it goes to third party. The paper based document can be stolen or forgery can be done to those documents. So, digital format of the document which is stored in the server or can be accessed online is more secured.

In a virtual data room, there is not question to carry one document to that data room or third party. So, there is no cost and no time is required for that purpose.

Also if you send the document to third party, you will have the safety that your documents cannot be changed and it can only be viewed by the people of the third party. It takes only a few time to set up one virtual data room.

You have the full track of the document, which means that you will be able to know that who is holding your document and who has worked on your document. So, there is full chance that if there is any mismatching while uploading data, you will be able to track the person using his or her login credential. That is why for third party business you can assure 100% efficiency and you will be able to track whether there is a wrong entry or not.

Also, as the documents are not carried manually, there is less chance to get missed. Because you know this is natural that a document may get missed from a million of documents. That is why Virtual Data Rooms are more secured that physical data rooms.

How Virtual Data Rooms are Related to Outsourcing?

A lot of companies all over the world are using virtual data rooms to share or send documents to the whole world. The companies from the developed world who outsource their business to the other parts of the world, use or take the help of virtual data rooms to outsource their business. For example, if any information is needed to be used or need to upload in a server and the company need employees to enter those documents, then they do not do this type of work in their own office to minimize cost. Because this is very much cheap to do this work outside.

But to do this work you must need some medium through which your document will go to the other part of the world. In this kind of situation, virtual data room is used. The mother company use this virtual data room to send or view the document to the other side of the world. A practical example of virtual data room is given in this blog also.

Virtual data rooms are used in most of the cases to share documents to multiple people. Which is very essential for the outsourcing business. You do not need any extra money to send the document. The people on the other hand can easily view this just by using some particular credential.

So, this is very much cheap and also very fast. You just need to scan the document and need to upload it to the server and the other side will view it without any problem.

You can do this kind of sharing through out the whole day. If your third party is in another part of the world and t that time over there is mid night , then you must need to keep the service so that they can get the document through out the whole day without any discontinuity.

As in outsourcing you must also need to keep the document original and there must not have any customization, the virtual data room gives you the facility. So, you are free from tension that your original document will not get destroyed and no one will be able to change it.

Another important this is online security. As you can use VPN while sharing the document, this is very much secured and nobody will be able to see your document if it is confidential.

Understanding Virtual Data Rooms In a Practical Way!

You have come here to read this article because you want information about virtual data rooms. There are very less number of material in the web to make you understand about the whole scenario of virtual data rooms. You will get some brief idea and the concept and sentences are all the same in all sources. As i have got some idea about virtual data rooms from my practical work experience, i want to share some real cases and scenario of virtual data rooms. So, that it will be more understandable for you.

Before describing and explaining the real practical scenario of a virtual data room, i am going to give you a short description in a very short sentence. Virtual data rooms are a kind of data rooms which are used to view or access one soft copy of the document anytime any where, in any part of the world, with the help of log in credential. People have the free access of this document system, though you are not authorized to change or download the document if the admin does not give you proper right.

Practical Example:

Most of the people know that to deliver medication in US, your prescription details must need to get entered into the system of the pharmacy so that the record and the payment is tracked and you get your medication on time and also this service make sure that you get the right information and instruction about your medication.
So, you need one expert team of data entry to enter this information or someone should enter the information in the system, so that the record is updated and recorded. But some smart companies who want to minimize their cost, outsourcing this job to some third world countries where the skill is very cheap.
But as the job is 24/7 so they must need to enter the data all round the clock and to enter those information, they must need to send the prescription just one time to the other side of the world within a fraction of time. So, how to do it. The solution is Virtual Data rooms and one of the advantages of this virtual data rooms is efficiency of time. No postal of travel charge to send the document. You can just scan it and upload to your system or server and the other side will be able to view it and will be able to enter data according to that prescription. So, hopefully now you have got the difference between the Virtual data rooms and physical data rooms.

Companies who do this kind of work, they use some special kind of software provided by their vendor and just upload the soft copy of the document there. Docutrack is a such kind of software which is used for viewing the documents. You need to scan the document first and then you need to upload it in the server to view the document.
The people who are working on the other side, can only be able to view the document or they will only be able to put some comments in a comment box over the document. But they will not be able to download it or make any change of the document.

Difference Between a Virtual Data Room and A Traditional Data Room

Below I have tried to state some differences between Virtual Data Rooms and Traditional Data Rooms:
Virtual Data Room:

1. The concept of virtual data room is Digital
2. Location of virtual data rooms are in the internet and address is website
3. The document format of virtual data rooms are digital or in soft copy
4. The data of virtual data room is stored in a central server which is named as storage
5. The information can be accessed parallel and no queue is in virtual data room. A lot of people can view document at the same time
6. Communication is contained in VDR
7. The process of posting is digital or online based

Traditional Data Room:

1. The concept of traditional data room is physical and it has physical existence
2. It has physical office and own physical address
3. The documents are in the paper format
4. To access the data you need to wait in the queue because at a time a lot of people cannot access data
5. Communication process is email or separate process
6. Post dealing reference is paper

The Great Benefits of Virtual Data Rooms:

1. Accessibility to more bidders withing a very short time maximize deal value
2. The process is quick and very simple and easy to set up
3. The documents cannot be copied and the data is digitally secured
4. The process is efficient over paper process
5. The interest of the bidders can be easily understood
6. Always keeps track about who has done what so easy to track anything

An Overview of Virtual Data Rooms: What is Virtual Data Rooms?

In a short sentence or in general, Virtual Data Room is a kind of online storage which is used for storing and distributing e-documents or soft copy of documents. Because of the reason of low cost, efficiency and security, virtual data rooms are replacing the place of physical data rooms.

This alternative of the physical data rooms which are called as virtual data rooms and based on internet connectivity, are having their own log in information for the customers. These log in credentials are provided by the vendors so that the visibility of the data is restricted only among the visitors.