Virtual data room service

A Virtual Data Warehouse – Combining Inventory Control With Document Scanning in a Data Room


A back-room computer is usually much less expensive than front-office computing and visualization room, yet it is just as essential to effectively store and retrieve critical business information. In today’s increasingly wired world, the data necessary to run an enterprise are stored either off-site or in a data center (or a data room).

While a virtual data warehouse is obviously easier to develop, its price is also substantially lower than traditional data rooms.

Three key factors contribute to this low cost: fewer users will have access to the virtual data warehouse; users who do gain access will typically be fewer than 100, and the number of documents that will be stored will be smaller than a traditional data warehouse. These factors all result in lower costs for the company that needs the computing and visualization tools most. It is important for companies to consider whether their IT infrastructure can support a back-room environment. Also, companies must take into account whether the virtualization technologies used in the VDI tools are supported by their hosting providers.

Virtualization technologies such as VDR and also full-service VDR tools can make it easier to retrieve needed information.

When users do have direct access to electronic storage, however, companies should consider a number of options before choosing to use VDR or full-service VDR tools. Companies should make use of the appropriate documentation in order to determine the benefits of using VDR tools. In addition, companies should evaluate their current scanning requirements and document scanning processes in order to determine if the virtualization technologies currently being used can support the amount of scanning that is currently required by their due diligence process.

Companies should ensure that any document scanning they engage in supports both indexing and retrieval.

In a VDR or full-service virtual data room, users will typically find that both of these tasks are supported. Users will typically locate a document management application that is capable of both retrieving and indexing documents. However, these applications may also offer capabilities for both tasks. Furthermore, companies should determine the amount of time it would take for their IT department to index and retrieve the necessary data.

Any time that companies choose to deploy virtualization technologies for their due diligence process they should deploy them across multiple servers. The more servers that are deployed in the VDR or full-service VDR solutions, the easier it will be to scan documents. Also, when multiple servers are deployed, the VDR can provide faster performance for the end-users. Finally, deploying VDR can make use of a fraction of the IT budget that is normally spent on storing documents on physical media. Additionally, VDR can provide IT, department managers, with a greater amount of time to devote to their organization’s objectives.

When searching for a company that can provide a VDR solution for your company’s due diligence data room, it is important that you ask about both document scanning and storage of key documents. A VDR solution will allow you to control the users who have access to the physical storage devices. Additionally, VDR can provide your staff with a way to better utilize the valuable workspace that is available to them in the office. Therefore, if you are trying to determine whether or not a VDR is the best storage option for your company, it is important to ask how the software will handle both document scanning and storage of documents.