http://www.vdrsoftwareonline.com/what-features-does-firmex-offer-that-other-data-rooms-dont
Virtual data rooms are not an all-purpose solution. This is because the tools in a virtual dataroom are created to work with specific kinds of documents as well as business process. Some data rooms are specialized in M&A due-diligence, whereas others offer tools to aid other business processes, such as tenders and raising capital.
However, there are a few universal tools that are vital to all data rooms irrespective of their purpose. One of these features is the search capabilities. If you’re looking to find information within a single document or an entire folder, a powerful search feature will make it easier for you.
Another feature that is commonly used is access control. The ability to create a hierarchy that allows users access to individual files as well as entire sections of the repository is crucial for maintaining document integrity. It also allows you to track activity on the site including who accessed what file and at what time.
Labeling folders and documents also helps to organize documents and make them easier to find. The creation of folders based upon the level of confidentiality, project stage or department is one way to do this. Alternatively, you can take a top-down approach and group files by type.
You may, for example you want to create an individual folder for each property your company owns. You can upload documents such inspection reports and sales agreements as well as photographs of the property into this folder. This makes it easier for prospective buyers to look over the information without the need to download and upload numerous separate documents.