The Data Room index is the core element of every system, as it is used to define the structure of the content. In this article, more about data storage structure.
Virtual Data Index: what is it?
Technological progress, the emergence of open-source software has largely contributed to the modernization and expansion of the functionality of technological solutions like virtual technologies. Data Rooms are distributed data processing in which the user gets access to computer programs and other capacities as an online service in real-time. So, how does this software processes your data, and what is a Data Room index?
Cloud-based Data Room is a simple, reliable, absolutely secure tool that ensures the safety and confidentiality of any personal, business, and financial information. Besides, this software provides a secure collaborative platform for improving the interaction between contractors.
Virtual Data Room providers offer you the option of automatically numbering (indexing) folders and documents that you create or upload to the system. This means that documents can be identified quickly and clearly for the users.
Documents that already had an index in the file name before they were uploaded to the Data Room can optionally be automatically sorted into the index in the Data Room. To use the function, the automatic indexing must be activated in the settings by an administrator of the Data Room. After the Data Room has been filled, the index can be frozen as required so that no more changes can be made to the content. Such a feature saves time by eliminating the need to manually number all the files before they are uploaded to the software. Besides, when documents are reorganized, added, or deleted the document index is automatically re-indexed.
Data Room file folder categories
Data Room offers a variety of functionalities that are consistently tailored to the smooth handling of your asset management projects. Due to the consistent modular structure, it is always clear and easy to use.
Data Room document management is more than the structured filing of files. Files become real documents that also contain qualifying database attributes, typifications, and process information. This enables multi-dimensional views that optimally meet the requirements of the different user groups in your project. Versions document the life cycle and guarantee access to the latest information. Editing processes as well as links to other information are immediately visible and traceable on the document. Freely definable rules ensure that documents in the Data Room meet your desired quality requirements in terms of designation, storage, or attribution.
Individual definitions of document types and meta information include:
- Single and multiple uploads via drag & drop
- Multi-dimensional navigation via freely definable hierarchical categories
- Direct editing of files without manually downloading and uploading
- Version management with major and minor versions
- Embossing of document information in PDF documents
- Linking documents
- Printable document lists.
What are the advantages of the well-structured Data Room?
- Sharing and online collaboration
Create a common database with customers and partners. Access to documents and folders is easily released to external parties. Joint online processing of files with external parties in real-time without software installation.
- Central administration
The software enables transparency and control via a central administrator view, management of internal and external users, access rights, storage and central security specifications, insights into all transfers and releases.
- Desktop synchronization
With the Data Room, you can synchronize folders, directories, and drives between local applications, the web interface, and the mobile app. You can also share and manage documents and folders directly from the desktop in real-time.