ShareVault Data Room Overview

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About ShareVault

ShareVault is a software provider founded in 2003 and based in Los Gatos, California. The company’s only product is its virtual data room.

The ShareVault virtual data room is a good solution for medium and large businesses who need to store and share confidential documents. Among others, companies use ShareVault during corporate processes such as M&A, due diligence, fundraising, board management, and restructuring.

Businesses looking to find out more about the ShareVault data room can contact the provider through their website and request a demo and a free trial of this virtual data room.

ShareVault deployment and support

The ShareVault virtual data room is a web-based application. It runs on both Mac and Windows desktop operating systems, and is adaptive to iOS and Android mobile devices.

Regarding support options, ShareVault provides:

  • Phone support. This is available in the Americas, EMEA and APAC countries, during weekdays for Express clients and 24/7 for Professional and Enterprise clients. Online chat is available 24/7.
  • Email support. Email is monitored during US business hours.
  • Personal manager. Professional and Enterprise clients have a dedicated project manager.
  • Remote screen sharing. This option makes troubleshooting easier.

In 2022, the ShareVault customer support received several awards from the independent software reviews website G2.

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ShareVault pricing

The ShareVault data room has three pricing plans: Express, Professional and Enterprise. All three plans work on a per-user basis; however, the provider does not disclose prices on their website. Companies interested in learning more about ShareVault pricing must contact the provider.

ShareVault security 

ShareVault VDR software has all of the following security certifications:

  • AICPA – SOC 1
  • AICPA – SOC 2
  • HIPAA
  • ISO 9001
  • ISO 27001
  • Privacy Shield
  • GDPR

The ShareVault data room offers several security features:

  • Granular access controls. Administrators can attribute permissions down to user and file level, and can decide whether the user is able to view, print, download and copy specific files.
  • Screen capture blocking. Users cannot take screenshots of documents, nor can they record or share document screens.
  • Dynamic watermarking. Documents are watermarked with the user’s email and IP addresses, as well as date and time of access. This strongly discourages users from sharing documents outside the data room.
  • Protected offline viewing. Authorized users can view documents offline as long as their access permission hasn’t expired. The user’s viewing records are updated the next time they log onto ShareVault.
  • Expiration date and time. Users can no longer access files after the deadline set by the data room administrator. If they have downloaded the file, they can no longer open it.
  • Remote shredding. Administrators can revoke user access to a file even after it has been downloaded.

For enhanced access security, ShareVault offers the option of two-factor authentication.

ShareVault features

Besides security features, ShareVault offers administrators and users several tools for organizing and interacting with files. It also offers administrators the tools necessary to follow in detail each user’s activity within the data room. Some examples of ShareVault features include:

Organization features

  • Hierarchical tags. These are like folders, but more flexible, since they allow the same document to be found in multiple locations within the data room. By using this feature, you don’t have to waste storage space by creating multiple copies of the same file.
  • Full-text search. This allows users to search for a word in every single document in the data room. Better still, they can search for word families — type in “finance” and get all results with “financial”, “financing” and so on — and for words in foreign alphabets.
  • Filters. With this tool, users can decide to see only documents uploaded since their last access, or only files uploaded to a specific folder, or uploaded by a specific user or group.

User experience features

  • Infinite scrolling. This feature saves users time when reviewing large numbers of documents, because they don’t need to keep clicking in order to read on.
  • Inter-document hyperlinking. If there are any hyperlinks linking one document to another before they are uploaded to the data room, this tool prevents them from being broken during the upload process. It replaces them with updated hyperlinks that lead to the documents within the data room.
  • Q&A. Users can ask questions to the moderator, who can answer them himself or forward them to experts. The moderator can also choose whether to keep the questions and answers private, or share them with other data room users.

Analytics features

  • Interactive reporting. This tool allows data room administrators to easily check which user has interacted with which file, how, when and for how long. Administrators can thus gauge the level of interest and commitment from each prospect or partner, which helps them decide who merits personalized attention.
  • Heat map. With this color-coded map, administrators can see at a glance what areas of their data room are receiving most attention from users. This helps them assess both potential issues and strong points in their deal making process.

ShareVault Services

FILES & FOLDERS MANAGEMENT
Automatic Numerical Indexing of Files & Foldersno
Drag & Drop Upload of Multiple Files and Foldersyes
Desktop Synchronizationyes
Archives Upload & Extractionno
Document Version Controlno
Multilingual Documents Indexno
FILE PROTECTION & DIGITAL RIGHTS MANAGEMENT
Granular Document Permissionsyes
View-Only Accessno
Prevention of Download, Print and Copyno
Remote Shredding of Documentsno
Customizable Document Watermarksyes
Secure Fence Viewno
Document Access Expiryno
256-Bit SSL/TLS Encryptionyes
Data at Rest Encryptionyes
DATA HOSTING
99.9% Uptime Guaranteeno
ISO 27001 Certifiedyes
SOC 2 Certifiedno
SSAE 16 Certifiedyes
Data Backupyes
Virus Scanningno
ACCESS SECURITY
Two-Factor Authenticationsyes
Mobile Device Managementno
Granular User Permissionsyes
Permission Groupsno
Access Expirationno
Access Limitation by IP Addressno
ACCESSIBILITY & EASE OF USE
No Pluginsno
Scroll-Through Web-Based Document Vieweryes
Web-Based Excel Spreadsheets Vieweryes
iOS Applicationyes
Android Applicationyes
Mobile Device Interfaceno
SEARCH, OCR & FILTERS
Search by Nameyes
Search by Content (Full Text Search)no
OCR (Optical Character Recognition)yes
Filtering by Parametersyes
COLLABORATION FEATURES
Basic Questions & Answers Moduleyes
Advanced Questions & Answers Moduleno
Secure User Messagingyes
New Document Email Notificationsno
Files & Folders Notesyes
ACTIVITY TRACKING & REPORTING
Tracking of All User Activityno
Real-Time Audit Trailyes
Graphic Reportsyes
Exporting Reports to Excelyes
Tracking of Document Viewing Timeno
CUSTOMIZATION
Branded User Interfaceyes
Custom Domainno
Custom Login Pageno
Custom User Invitation Letterno
Custom Agreements for Accessing Data Roomyes
Active Directory Integrationno
Single Sign-On Integrationyes
Customer-Managed Encryption Keysno
Integrations Through APIsno
Custom Workflows and Featuresno
SUPPORT & SERVICES
Business Hours Supportyes
24/7 Phone & Email Supportyes
Online Help Centeryes
Live Trainingno
Dedicated Project Managerno
Data Room Archive on DVD or USB Driveyes
Translation Servicesno
DEPLOYMENT OPTIONS
Cloud (Web-Based)yes
On-Premise (Installed)no
Multiple Datacenter Locationsyes
TRIAL & PRICING
Free DemoNot provided
Free Trial7 Days
PriceLow & Mid-Range Software, Discount pricing
COMPANY INFO
Established2003
HeadquartersLos Gatos, California
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