How to Balance Security needs and Usability when assessing a VDR

The scale of data breaches reported every year has been staggering and if you think Facebook was the biggest one, you might be wrong. Therefore, the importance of security cannot be overlooked by companies and especially VDR service providers. At the same time, developers need to make sure that security does not get in the way of ease of usability and hinder performance. Although balancing security with usability might seem like an endless pursuit, still finding a balance between these two important factors is necessary and very important. It is a unique challenge every business is facing today and it is necessary to thinking about usability and security together and consider having security and usability specialists in the development team, to be able to find the right balance in the security-usability spectrum. Usability, according to the generally accepted definition is “the extent to which a product can be used by specified users to achieve specified goals with effectiveness, efficiency, and satisfaction in a specified context of use.” This implies that usability is not just about ease of use but also about user satisfaction which can be achieved through engaging content, aesthetically-pleasing design and effective functionality. “Security by design” is the best approach to security. This approach avoids the costly attempt of adding security at the end of development of the enterprise app. This proactive approach of co-opting security during the development process is analogous to building a door with built-in a tamper-proof deadlock while adding security layers at a later stage is like adding multiple locks after the installation of door to maintain the same strength. But security is not solely a technological challenge; so people of your organization need to be brought in the security equation and consider workforce training and awareness programs so that they can apply what they are taught. Engaging them in the process of data protection would not only help them avoid risky behavior but also ensure there are lots more eyes to monitor if anything is amiss. Making your employees active participants in the security awareness initiative would prevent your enterprise security provisions from getting compromised to a greater extent.

All virtual data room providers promise a high level of security in their VDR. The best Virtual Data Room providers like DocullyVDR balance cutting-edge security options with usability, making information simple to protect and difficult to compromise. Virtual data rooms are commonly used as a file sharing platform during business transactions like mergers and acquisitions, in which large volumes of sensitive data must be organized, tracked and made available only to certain vetted individuals. When a VDR purchaser understands the security requirements of their data, they can more easily compare a Virtual Data Room provider’s offerings to their own needs.

A virtual data room services like DocullyVDR offers a robust data encryption system. The encryption keys are managed and stored securely within a key management system. Similarly, a secure virtual data room like DocullyVDR has data loss prevention (DLP) mechanisms built in. These tools and processes help protect data from loss, misuse or unauthorized access. DLP tools typically come in two forms: those that detect imminent threats to data security and those that address the threats. When researching DLP mechanism options in secure virtual deal room services, look at the following:

• Whether the tools are compatible with systems that need to communicate with the VDR.
• What types of threats the tools address best.
• Which regulations you must comply with.

DocullyVDR and their embedded data loss prevention mechanisms also allows your organization to see how data is accessed or altered and by whom, which can provide an added layer of transparency and oversight. When foundational security measures are in place, companies can begin to look for tools and features that help them tailor their data security and privacy needs to the particular deal or business they intend to transact within the virtual data room space.  How each secure VDR provider chooses to reach the security goal varies and makes a difference. This means that not every VDR will be ideal for your particular needs.

A VDR with high usability like DocullyVDR will allow administrators not only to control who views which documents, but also to control which portions of each document are available to each user or class of users.

A usable VDR also balances security with transparency through the use of tools like role-based access control (RBAC).This gives VDR users access based on their role in the deal or organization. This form of control allows VDR administrators to set permissions for specific groups and redact documents in ways tailored to each group’s assigned tasks. Look for a VDR that offers robust role-based access control that is simple for administrators to navigate. Whenever a document is opened, the system will automatically log who opened it. Requests for assistance, attempts to make edits or attempts to access unauthorized materials are also logged with information about who took those steps.

Researchers found that most businesses prefer not to leave cybersecurity measures entirely in the hands of third-party software vendors, even when the software offered customer-friendly, cutting-edge security technologies. Hence look for a secure VDR provider whose software integrates easily with your existing in-house cyber security measures. Always seek a Virtual Deal Room services that offers the additional protections your situation requires.

Choose a secure virtual data room like DocullyVDR that offers both ease of usability with utmost security.