Securely Share Documents with the Best Data Room: Customizable User Permissions and Two-Factor Authentication

The Internet is currently a convenient means of exchanging information, but at the same time, it creates security problems. That’s why using virtual data rooms for secure cooperation has become popular. Here is more about software security features.

How to stay secure in a virtual data room?

Paperless technology involves the electronic presentation of information. Information systems carry out the automatic preparation and exchange of various electronic documents used by officials and users, as well as circulating between departments of the institution and external organizations using network technologies. Electronic documents are mainly vulnerable to both accidental distortion and malicious manipulation. Therefore, companies should look for innovative ways to share confidential data securely. A virtual data room is one of the most suitable solutions for productive and transparent business collaboration.

One of the aspects of the problem of ensuring the security of documentary information in computer systems and networks is the definition, analysis, and classification of possible security threats. The list of threats, the assessment of the probability of their implementation, and the model of the intruder serve as the basis for formulating requirements for the protection system.

Therefore, modern datarooms must provide a certain level of information protection:

    • secure registration of the subscriber in the system;
    • strict two-factor authentication of the subscriber;
    • protection of electronic documents during transmission between subscribers’ workstations and data room services from unauthorized viewing;
    • legally significant electronic signature of documents.

Customizable permissions

The development of the information services market requires giving legal significance to user actions performed in an automated system and ensuring the secure transmission of information over communication channels and the reliable delimitation of access to data. By transmitting documents through the network, the system protects information from falling into third parties. Access to it is set following the user’s rights.

The second global tool for setting permissions is “Permissions” (Configuration and Administration – Permissions). Authorizations are conveniently configured under the positions or functions performed. For example, you can name the permissions “Purchasing department employee,” give the rights to enter purchase documents and assign these permissions to users located in the purchasing department.

When you change the settings, the access rights to a specific folder are set to allow and deny, or access to the selected folder remains unassigned. In this case, a particular user receives permission only if at least one permission is set and there are no prohibitions.

Two-factor authentication

This method is a mechanism that makes your account more secure than a traditional password. This security measure provides extra protection against many common cyber threats.

The basic process of signing in with two-factor authentication is familiar to almost everyone. The specific steps differ depending on the factors involved, but the gist of the process is as follows:

    • The data room prompts the user to sign in.
    • The user presents the first factor. This first factor is almost always something the user “knows,” such as a combination of their username and password or a one-time password generated by a hardware token or smartphone app.
    • The site or application checks the first factor and then prompts the user to submit the second factor. This second factor is usually something the user “has,” such as a security token, an ID card, a smartphone app, etc.
    • After the site or application confirms the second factor, the user will be granted access.

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