Archives for March 2007
Virtual Data Rooms
The use of Data Rooms, particularly in the whole Mergers and Acquisitions process, has been commonplace for many years to help to bring together the mountains of paper which is required for the due diligence process.
In today’s online environment, however, the need to set up a physical Data Room has been superseded by Virtual Data Rooms which have opened up the potential for greater levels of security, easier access and use, coupled with full auditing capability.
Here at Preview, we have taken this a step further to make the Virtual Data Room into a specialist and powerful tool. The Preview VDR comes as an individual fully managed product or a self administered framework. We offer single rooms or an unlimited licence and all this makes our offering quite unique.
As if this wasn’t enough the Preview Virtual Data Room are packed with other specialist features such as:
- Drop and Drag Upload
- Instant set up
- Validation to document level
- Fully auditable history
Virtual Data Rooms may not be the most fun places to be but they are incredibly valuable tools which are saving time and money for those companies already using them. Just in case your interest has been piqued, there’s a lot more information and a case study on our Virtual Data Rooms page which you’ll certainly find useful.
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Document Scanning for Schools, Colleges and Universities
Companies are not the only type of organisations which require document scanning – they just happen to make up the vast majority of the users and so get highlighted most. In fact, scanning is not only beneficial but essential for any organisation where paper records accumulate at an alarming rate and easy access to this information is required.
From our own experience, we have discovered that this particularly the case in schools and other educational establishments where we see the management of paper documents as one of the most frequently addressed issues in school administration. Additionally, because of their specific needs, schools often find they require a service that scans and indexes a whole range of material including student (pupil) files, registers, school reports and other historic material.
Why is this so necessary? Well quite apart from the security and peace of mind of having a full digital record of documents as part of a disaster recovery plan, it also:
- frees up valuable space;
- creates usable databases for alumni and other marketing requirements;
- enables fast and easy responses to reference requests and Freedom of Information enquiries.
All key elements to allow a school to be able to focus on its main role, safe in the knowledge that their records and documents are secure and yet easily available if required.
Of course, security is paramount when dealing with information of this nature and so using police vetted staff (such as we have at Preview) and making sure that documentation is transported in secure vehicles is all important during the scanning process.
The main issue is that schools often don’t realise that this type of service is available and that the whole process can be done quickly and with minimal inconvenience. So I guess it’s in all our interests to take our turn “at the front of the classroom” and help to educate our schools as to the tools that are available to them to make their life easier.
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