Best Virtual Data Room Software

Virtual Data Room software allows you to secure documents and files. You can access them from any remote location with the help of the internet and a working laptop or phone. Virtual Data Rooms (VDRs) have revolutionized the transaction process with instant 24/7/365 access from any location and device with an Internet connection. From secure data management and storage options to substantial time and money savings, companies prefer virtual data room solutions over physical data rooms. They help to store secured online business deals and act as a place for all parties involved in conducting an online business deal. Companies and enterprises use Virtual Data Room software for data protection and security measures. The holder of the documents has the right to share and limit access to anyone. With many virtual data room providers, it is hard to find the right one for the business. Not every company goes for the best available VDRs in the market. Companies buy VDRs based on their needs. If you are on the hunt for virtual data room software and do not know which one suits your work the most, you may look at the list of top-rated virtual data room providers researched by SoftwareWorld.

138 Software

Top 10 Virtual Data Room Software

Ansarada

Ansarada

Contact Vendor

Clinked

Clinked

$95 Per month

Digify

Digify

$120 Per month

Firmex Virtual Data Room

Firmex Virtual Data Room

Contact Vendor

FirmRoom

FirmRoom

$695 Per month

FirmRoom Virtual Data Room

FirmRoom Virtual Data Room

$1,495 Per month

Intralinks VDRPro

Intralinks VDRPro

Contact Vendor

Onehub

Onehub

$$12.50 Per month

ShareVault

ShareVault

Contact Vendor

List of Best Virtual Data Room Software

Pricing Options

Monthly Subscription

Annual Subscription

One-Time Payment

Quote Based

Features

Single Sign On

Collaboration Tools

Full Text Search

Document Classification

Audit Trail

Access Controls/Permissions

Bulk Uploading

SSL Security

Document Review

Commenting/Notes

Secure File Viewer

Activity Tracking

Tagging

Electronic Signature

Q&A Management

Search/Filter

Authentication

HIPAA Compliant

Document Management

Project Management

File Management

Data Import/Export

Secure Data Storage

Alerts/Notifications

Compliance Management

User Management

Watermarking

Indexing

Remote Access/Control

Multi-Factor Authentication

Version Control

Automatic Backup

Company Size

Self Employed

Small Business

Medium Business

Enterprise

Google Drive

Store, share, and collaborate on files and folders from your mobile device, tablet, or computer.

   5.0

 (1 Reviews)

Google Drive is a widely-used cloud storage and file synchronization service that offers a seamless way to store, access, and manage files online. Its standout feature is the integration with Google Workspace, including Docs, Sheets, and Slides, facilitating real-time collaboration and editing. Google Drive provides generous free storage space, with additional options for expansion, making it acce... Read more about Google Drive

Free Trial

NA

Pricing Type

$12 Per month

Location

United States

Google Workspace

A flexible, innovative solution for people and organisations to achieve more.

Google Workspace, formerly known as G Suite, is a collection of cloud-based productivity and collaboration tools developed by Google. It includes popular applications such as Gmail for email, Google Drive for storage, Google Docs, Sheets, and Slides for document creation and editing, and Google Calendar for scheduling. Workspace enhances team collaboration through shared calendars, documents, and ... Read more about Google Workspace

Free Trial

14 Days

Pricing Type

$136.90 Per month

Location

United States

Dropbox

Dropbox helps you simplify your workflow. So you can spend more time in your flow.

Dropbox is a cloud-based file storage and collaboration platform tailored for enterprise-level needs. It excels in providing secure storage, with advanced encryption and security protocols to protect sensitive information. The platform facilitates effortless file sharing, allowing users to collaborate on documents in real-time, enhancing teamwork and productivity. Dropbox Business stands out with ... Read more about Dropbox

Free Trial

Available

Pricing Type

$11.99 Per month

Location

United States

Dropbox DocSend is an advanced document management solution designed to help businesses share and track documents securely. This platform provides comprehensive tools for managing document distribution, monitoring engagement, and gathering insights seamlessly. With its user-friendly interface, users can easily upload documents, create secure links, and control access permissions effectively. Dropb... Read more about Dropbox DocSend

Free Trial

Available

Pricing Type

$15 Per user

Location

United States

Box

Secure collaboration with anyone, anywhere, on any device

Box.com is a comprehensive content management solution offering various features. It provides robust security with identity and access management controls, device security, and content protection. Box Shield helps prevent data breaches through classification-based security controls and intelligent threat detection. The platform includes Box Governance for managing document retention and dispositio... Read more about Box

Free Trial

14 Days

Pricing Type

$15 Per month

Location

United States

Enterprise Private Cloud is an innovative knowledge management software designed to centralize information and streamline collaboration within organizations. This platform offers a comprehensive suite of tools that enable users to create, share, and manage knowledge assets efficiently. With Enterprise Private Cloud, organizations can store documents, policies, and procedures in a secure environmen... Read more about Enterprise Private Cloud

Free Trial

Available

Pricing Type

Contact Vendor

Location

United States

Verizon Cloud is a reliable cloud storage software designed to help users securely store, manage, and share their data online. The platform provides tools for backing up photos, videos, documents, and other files, ensuring that users can access their information from any device. With its user-friendly interface, Verizon Cloud allows individuals and businesses to organize their data efficiently, sh... Read more about Verizon Cloud

Free Trial

Available

Pricing Type

$5 Per feautre

Location

United States

HighQ is a legal case management software that helps law firms and legal departments manage their cases, documents, and clients more efficiently. The platform offers tools for task management, document collaboration, and secure communication, allowing legal professionals to work seamlessly with clients and colleagues. HighQ also includes features for billing, time tracking, and reporting, ensuring... Read more about HighQ

Free Trial

NA

Pricing Type

$1 Per user

Location

Canada

Syncplicity is a secure and efficient file sharing software that enables businesses to collaborate and share documents seamlessly across teams, clients, and partners. With its cloud-based platform, Syncplicity ensures that files are easily accessible from any device, making it ideal for remote teams and businesses with multiple locations. The software provides enterprise-level security features su... Read more about Syncplicity

Free Trial

Available

Pricing Type

$20 Per year

Location

United States

Prism Virtual Data Room is a secure and userfriendly virtual data room software designed to facilitate secure document sharing and collaboration during sensitive transactions. With its robust security features, Prism ensures that confidential documents are protected through encryption and access controls. The software provides intuitive tools for organizing and sharing documents, making it easy fo... Read more about Prism Virtual Data Room

Free Trial

Available

Pricing Type

$1000 Per user

Location

United Kingdom

ShareFile Virtual Data Room

Put your trust in the VDR solution used by small businesses and enterprises alike to manage your most complex, confidential deals.

ShareFile Virtual Data Room, by Citrix, is a secure, cloud-based platform developed for sharing and managing sensitive business documents, particularly in areas like finance and legal proceedings. It's essentially a digital safe for confidential data, ensuring secure storage and exchange of documents. ShareFile is renowned for its robust security features, including high-grade encryption, customiz... Read more about ShareFile Virtual Data Room

Free Trial

NA

Pricing Type

$16 Per user

Location

United States

Sync.com

Secure Cloud Storage, File Sharing and Document Collaboration

Sync.com is a cloud storage and file-sharing service renowned for its strong focus on privacy and security. It offers end-to-end encryption, ensuring that your data is protected from unauthorized access. Users start with 5 GB of free storage, with scalable options available for more demanding needs. Sync.com's zero-knowledge policy guarantees that only you can access your files. It excels in seaml... Read more about Sync.com

Free Trial

30 Days

Pricing Type

$$6 Per month

Location

Afghanistan

PandaDoc

Streamline proposals, quotes & other business document workflows

PandaDoc is a comprehensive document automation software that streamlines the process of creating, managing, and signing digital documents. Designed for ease and efficiency, it offers a user-friendly interface, making document handling straightforward even for beginners. Its core features include a robust template library, which speeds up document creation, and an electronic signature function, en... Read more about PandaDoc

Free Trial

14 Days

Pricing Type

$19 Per month

Location

United States

SANsymphony is a robust backup software solution designed to provide comprehensive data protection and recovery capabilities for organizations of all sizes. This platform enables users to manage their data storage efficiently, ensuring that critical information is securely backed up and can be restored quickly in the event of data loss. With features such as automated backup scheduling, deduplicat... Read more about SANsymphony

Free Trial

Available

Pricing Type

$2000 Per user

Location

United States

M-Files

Best Document Management Platform

M-Files is an innovative document management software designed to transform how businesses handle information. It stands out for its unique metadata-driven approach, which organizes documents based on their content rather than location, making file retrieval exceptionally efficient. The software offers powerful search capabilities, allowing users to find files quickly using keywords. M-Files suppo... Read more about M-Files

Free Trial

30 Days

Pricing Type

Contact Vendor

Location

United States

TransCEND is an advanced virtual data room software designed to streamline document management and collaboration for businesses engaged in critical transactions. This platform provides essential tools for organizing, sharing, and securing sensitive documents during processes such as mergers, acquisitions, and due diligence. With its intuitive interface, TransCEND allows users to upload and categor... Read more about TransCEND

Free Trial

NA

Pricing Type

$500 Per user

Location

United States

Orangedox is a powerful sales enablement software designed to help businesses manage, track, and share sales documents with clients and prospects effectively. The platform provides tools for creating customized sales materials, sharing documents securely, and tracking engagement in real-time, ensuring that sales teams can deliver the right content at the right time. Orangedox’s document tracking... Read more about Orangedox

Free Trial

Available

Pricing Type

$15 Per user

Location

Canada

Datasite Diligence is a leading virtual data room software that specializes in secure document sharing and management for complex transactions like mergers and acquisitions. The platform is designed to streamline due diligence processes by providing a secure environment where users can upload, organize, and share confidential documents. With advanced security features, including encryption and cus... Read more about Datasite Diligence Virtual Data Room

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Datasite Acquire is a secure virtual data room software tailored to support M&A transactions, helping buyers and sellers exchange critical documents and conduct due diligence effectively. The platform provides a highly secure environment with encryption and user access controls, ensuring that sensitive data remains protected. Datasite Acquire offers document tracking, permission settings, and real... Read more about Datasite Acquire

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Datasite Outreach is a virtual data room solution designed specifically to streamline the early stages of deal marketing and outreach for M&A professionals. The software simplifies the management of potential buyers, allowing users to organize contacts, track engagement, and distribute marketing materials in a secure environment. Datasite Outreach includes built-in analytics, enabling dealmakers t... Read more about Datasite Outreach

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Datasite Prepare is a virtual data room software focused on facilitating the preparation phase of M&A transactions. This platform enables sellers to organize and structure deal-related documents in a secure environment, readying them for buyer review during due diligence. Datasite Prepare offers tools for document categorization, redaction, and watermarking, ensuring data security and confidential... Read more about Datasite Prepare

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Datasite Diligence

Premier sell-side data room for due diligence

Datasite Diligence is a cutting-edge software designed primarily for managing complex financial transactions like mergers and acquisitions. It functions as a highly secure virtual data room, providing a safe space for businesses to store, share, and manage confidential documents. What makes Datasite stand out is its focus on speeding up due diligence processes. The platform offers powerful tools f... Read more about Datasite Diligence

Free Trial

NA

Pricing Type

Contact Vendor

Location

Singapore

Kiteworks

Modernizing Secure File and Email Data Communications for the Compliance Era

Kiteworks is a comprehensive software platform designed for secure file sharing and collaboration, particularly useful for businesses dealing with sensitive information. It acts as a secure conduit for transferring and managing confidential data, ensuring high-level security and compliance with various data protection regulations. Kiteworks stands out for its advanced security features, such as en... Read more about Kiteworks

Free Trial

NA

Pricing Type

Contact Vendor

Location

United States

Onehub

A better way to securely store and share your business files in the cloud.

Onehub is a cloud-based file-sharing and virtual data room service designed to provide secure and efficient collaboration for businesses. It specializes in creating a customizable and branded portal for file sharing, enhancing the professional appearance of clients and partners. Onehub's standout features include role-based permissions, providing granular control over who can access and edit files... Read more about Onehub

Free Trial

14 Days

Pricing Type

$$12.50 Per month

Location

United States

Virtual Data Room Software Buyer's Guide

Virtual Data Room (VDR) software has become a cornerstone for businesses seeking secure and efficient ways to manage sensitive information. From mergers and acquisitions (M&A) to legal document management and fundraising, VDRs ensure seamless collaboration and stringent data security. In 2025, the market is brimming with sophisticated solutions, making it crucial to choose the right software tailored to your needs. This comprehensive guide walks you through the essentials of selecting the best virtual data room software for your organization.

What is a Virtual Data Room?

A Virtual Data Room is a cloud-based repository designed for the secure storage and sharing of confidential information. Unlike traditional data storage solutions, VDRs are equipped with advanced features such as permission-based access, audit trails, and encryption to safeguard data during sensitive transactions.

Key Uses of Virtual Data Rooms:

  • Mergers and Acquisitions (M&A): Streamlining due diligence processes.
  • Legal Document Management: Securely storing contracts, agreements, and case files.
  • Fundraising and IPOs: Sharing financial data with potential investors.
  • Real Estate Transactions: Managing property-related documents.
  • Intellectual Property (IP) Management: Protecting patents and trade secrets.

Why Invest in a Virtual Data Room?

Virtual Data Room software offers a range of benefits that make it indispensable for businesses handling confidential information:

  • Enhanced Security: Advanced encryption, multi-factor authentication, and dynamic watermarks protect sensitive data.
  • Improved Collaboration: Teams and stakeholders can access documents from anywhere, enabling efficient workflows.
  • Regulatory Compliance: Many VDRs adhere to standards like GDPR, HIPAA, and ISO certifications.
  • Cost Savings: Eliminate the need for physical data rooms and reduce administrative expenses.
  • Real-Time Insights: Track user activity and document interactions for accountability.

Essential Features to Look For in a Virtual Data Room

When evaluating VDR software, focus on features that align with your business needs. Here are the must-have functionalities:

1. Security Features

  • End-to-end encryption.
  • Role-based access control.
  • Dynamic watermarking.
  • Multi-factor authentication.
  • Granular permissions for document access.
2. User-Friendly Interface

  • Intuitive dashboard for easy navigation.
  • Drag-and-drop functionality for uploading files.
  • Mobile compatibility for access on-the-go.
3. Document Management

  • Bulk upload and download options.
  • Full-text search capabilities.
  • Version control for tracking document changes.
4. Collaboration Tools

  • Real-time Q&A sections for stakeholder communication.
  • Commenting and annotation tools.
  • Notifications for document updates.
5. Audit Trails and Reporting

  • Detailed logs of user activity.
  • Data on document views, downloads, and edits.
  • Customizable reports for compliance and decision-making.
6. Integration and Compatibility

  • API support for connecting with existing software.
  • Compatibility with Microsoft Office, Google Workspace, and other tools.
7. Scalability and Customization

  • Ability to handle large volumes of data.
  • Customizable branding options for a professional appearance.
8. AI-Powered Insights

  • Predictive analytics for document relevance.
  • Automated tagging and categorization of files.
9. 24/7 Support

  • Dedicated customer support for resolving issues promptly.
  • Availability of multilingual support for global teams.

Steps to Choose the Right Virtual Data Room

Selecting the best VDR requires a systematic approach. Follow these steps to make an informed decision:

Step 1: Identify Your Needs

  • Define your primary use case (e.g., M&A, legal, fundraising).
  • Determine the volume of data and number of users.
  • Assess your budget and scalability requirements.
Step 2: Evaluate Security Measures

  • Check for compliance with relevant regulations.
  • Review encryption standards and access controls.
  • Ensure the provider offers disaster recovery and backup solutions.
Step 3: Test User Experience

  • Request a free trial or demo.
  • Evaluate ease of use for all team members.
  • Test file upload/download speeds and search functionality.
Step 4: Assess Vendor Reputation

  • Read reviews and testimonials on trusted platforms.
  • Check the vendor’s track record for reliability and support.
  • Ensure 24/7 customer support availability.
Step 5: Consider Pricing and Value

  • Compare pricing models (e.g., per-user, per-page, or flat rate).
  • Factor in any additional costs for integrations or add-ons.
  • Evaluate ROI based on features and potential savings.

What Does Virtual Data Room Software Cost?

The cost of Virtual Data Room software can vary widely depending on features, storage capacity, and vendor pricing models. Typical pricing structures include:

  • Per-User Pricing: Charges based on the number of users accessing the platform.
  • Per-Page Pricing: Common in industries like legal or M&A, where costs are determined by the volume of uploaded documents.
  • Flat Rate Pricing: A fixed monthly or annual fee for unlimited access and storage, ideal for large enterprises.
Additional costs may include:

  • Customizations or integrations.
  • Advanced analytics tools.
  • Increased storage capacity.
To ensure you’re getting value for money, request a detailed breakdown of pricing from vendors and compare it with your specific needs.

Challenges with Virtual Data Room Software

While Virtual Data Room software offers numerous benefits, some challenges persist:

  • Learning Curve: New users may require training to fully leverage VDR features.
  • Cost: Premium VDR solutions can be expensive for small businesses.
  • Integration Issues: Compatibility with existing systems may be limited.
  • Data Migration: Transferring large volumes of data into the VDR can be time-consuming.
  • Access Management: Managing user roles and permissions can become complex in larger organizations.

Which Companies Should Buy Virtual Data Room Software?

VDR software is ideal for a range of industries and business sizes, including:

  • Legal Firms: Securely manage contracts and case files.
  • Investment Banks: Facilitate due diligence during M&A transactions.
  • Real Estate Companies: Share property documents with buyers and stakeholders.
  • Startups: Protect sensitive data during fundraising rounds.
  • Pharmaceutical Firms: Securely share research and regulatory documents.

Checklist: Key Questions to Ask Vendors

1. What security measures do you have in place?
2. How do you ensure regulatory compliance?
3. What customer support options are available?
4. Are there any limitations on storage or users?
5. Can I customize the platform to match my branding?
6. What integrations do you offer?

Virtual Data Room Software Trends

The VDR market continues to evolve with technological advancements. Key trends in 2025 include:

  • AI Integration: Automating data tagging, categorization, and relevance predictions.
  • Blockchain Security: Enhancing data protection and transparency.
  • Mobile Optimization: Improving user experience on smartphones and tablets.
  • Customizable Workflows: Adapting VDR features to specific business processes.
  • Sustainability: Eco-friendly practices, such as reducing paper use, are becoming a priority.

Alternatives to Virtual Data Room Software

While Virtual Data Rooms offer unmatched security and collaboration tools, some businesses may prefer alternative solutions depending on their specific needs:

1. Cloud Storage Platforms

  • Tools like Google Drive, Dropbox, and OneDrive offer basic document storage and sharing features. They are cost-effective but lack advanced security and audit capabilities.
2. Enterprise Content Management (ECM) Systems

  • ECM tools like SharePoint are ideal for businesses seeking broader content management functionalities beyond document storage.
3. Secure Email Services

  • Encrypted email platforms like ProtonMail can facilitate secure communication for smaller-scale data sharing.
4. Physical Data Rooms

  • For businesses preferring a traditional approach, physical data rooms provide a tangible location for storing sensitive documents. However, they lack the flexibility and scalability of VDRs.

Conclusion

Choosing the best Virtual Data Room software in 2025 requires a careful evaluation of your business needs, security requirements, and budget. By focusing on essential features like encryption, collaboration tools, and scalability, you can find a solution that streamlines your workflows and protects your sensitive information. Use this guide as a roadmap to navigate the crowded VDR market and make a decision that drives your business forward.

Frequently Asked Questions

Virtual data room (VDR) software is a secure online platform that enables businesses to store, share, and manage sensitive information and documents. It is commonly used for mergers, acquisitions, legal proceedings, and other high-stakes transactions.

A VDR works by providing a secure environment for uploading, organizing, and sharing files. Features like access control, document tracking, and encryption ensure data confidentiality and security.

Industries such as legal, finance, real estate, healthcare, and technology often use VDRs for secure document sharing during transactions, audits, and due diligence processes.

Essential features include:
  • High-level encryption for data security
  • Granular user permissions and access control
  • Audit trails for activity tracking
  • Integration with other tools (e.g., project management software)
  • User-friendly interface and mobile accessibility

Costs vary depending on the provider, features, and usage. Pricing models include:

  • Subscription-based: Monthly or annual fees, starting from $50 to $1,000+
  • Usage-based: Based on data storage or user count
  • Flat-rate: Fixed pricing for unlimited usage

Some challenges include:
  • High initial costs for premium features
  • Learning curve for complex platforms
  • Ensuring compliance with data protection regulations

Businesses involved in high-stakes transactions like mergers and acquisitions, legal case management, real estate deals, or financial audits can greatly benefit from VDR software.

Yes, reputable VDR providers employ advanced security measures, including encryption, multi-factor authentication, and regular audits, to ensure data safety.

Key trends include:
  • Increased use of artificial intelligence for data analysis
  • Enhanced mobile app capabilities for remote access
  • Blockchain technology for improved data integrity
  • Customizable interfaces for specific industries

Yes, many VDR providers offer scalable solutions tailored to small businesses, providing secure and efficient document management without exceeding budgets.

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