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Virtual data rooms are the newest standard for sharing sensitive information with investment banks, investors, and other stakeholders.

A well-organized structure for documents and files is essential to the success of the data room. It allows users to locate the information quickly, by presenting files in a logical, orderly way. This can be achieved by organizing files into folders and utilizing a consistent naming convention to avoid confusion. Documents can be indexed to provide additional search options. Version control is also a way to monitor changes and ensure the most recent version of a document will always be available.

It is essential to think about your audience when building a data-room structure. Due diligence audiences are likely to include lawyers, banks, financial consultants, and other professionals. It is therefore essential to organize your documents so that they are logical to them. Having multiple top-tier folders that are organized for each phase of the transaction can help you accomplish this, along with creating subfolders to further organize particular topics.

A well-organized structure can greatly reduce the amount of time investment bankers and other people spend reviewing materials which makes it easier for you to close the deal. It is crucial to ensure that your documents are properly formatted and up-to current. A VC who sees many material from different companies each week is not going to be impressed by messy data rooms.