A data room structure is an arrangement of tiers, or folders, that are used to better organize information and documents so they are more easily accessible by users. Having a well-thought out and structured data room folder structure allows users to quickly locate and examine the documents they require, thereby speeding up the due diligence process for any M&A or investment process.
To manage a virtual dataroom folder structure, you have to define and define clear lines between the information users value and they don’t. It is crucial to ensure that files are uploaded in the right format, rename them so they are easier for users to comprehend and to use consistent file naming throughout the platform. It is also essential to limit the number of folders within the top layer that have the same subject. This will help improve the process of scanning and the overall due diligence process.
Moreover, it’s essential to monitor the activities of users within your data room. Examining what files are being accessed, by whom and for how long, can give you a powerful insight into possible areas of concern and warning signs. You can alter the structure of your data room as needed. It also allows you to monitor the level of interest among users. The majority of data rooms offer this feature.