ShareFile Virtual Data Room Features

ShareFile's virtual data room solution was designed with security, ease of use, and affordability in mind. You can browse a partial list of our features below, but the best way to experience ShareFile is to request a 15-minute demo.

Security

File Encryption

When your files are transferred across the internet, they are encrypted using 128-bit SSL encryption. This is the same type of encryption used by online banking and e-commerce sites to ensure secure data transfer. Additionally, unlike many other data room providers, we store your data with 128 bit encryption while it is at rest on our servers.

SAS 70 Data Centers

ShareFile's application runs in world-class data centers operated by Amazon and Hosted Solutions. All of our primary data centers have attained SAS 70 Type II certifications that document their committment to security and reliability.

Audit Logs

All activity on your account (logins, file uploads, file downloads, and file views) is saved to an audit log. The audit log documents the user who performed the transaction and their IP address, which is used to map the activity to a particulary city, state, and country.

Granular User Access

You can set user access on a folder-by-folder level, ensuring that users only view the specific files that you want them to.

"View Only" Permissions

You can grant "view only" access to users, which allows them to look at your documents (and optionally print them with a watermark if you choose) using our proprietary Flash-based viewer but not to download them. You can revoke document access at any time and users will no longer be able to view the documents.

Security Watermarks

For users with "view only" permissions, you can specify a dynamic watermark that can include their name, email address, IP address, and any custom information. This watermark will overlay all the documents they view, discouraging unauthorized distribution.

Virus Scanning

All files you uploaded are scanned for viruses for the security of data room participants.

Data Backup

Your data is safe with us. All uploaded data is backed up to a disaster recovery data center hundreds of miles from the primary storage location.

Daily 3rd Party Security Audit

Every day our servers are tested for thousands of potential security holes by a 3rd party and certified as Hacker Safe.

Non Disclosure Agreement

While our company policy ensures complete confidentiality of your data, ShareFile maintains a standardized NDA that can be signed upon request to provide further insurance of our committment to keeping your data safe and confidential.

Ease of Use

No Training Required

When we provide a demo of our virtual data room solution, a common reaction (especially from users who have experienced other data rooms in past deals) is that the system is extremely clean and straightforward. Though we offer complimentary training to all of our customers, most of them never need it.

Seamless User Administration

ShareFile offers several tools to make user administration a breeze. You can bulk import users out of your Microsoft Outlook contacts or by uploading an Excel spreadsheet. Organize users into Distribution Groups to make managing folder permissions even simpler. Reset passwords and delete users in just a few clicks.

Great Upload Tools

Among virtual data room providers, ShareFile's upload tools are unmatched. Drag and drop multiple files or entire folder structures into your data room using our powerful upload tools. Our resumable upload feature ensures that your files will be loaded successfully even if you have a temporary problem with your internet connection.

Document Search

Search for documents and folders by name or using searchable keywords that you can define.

No Hassle Pricing

We keep pricing simple. There are no restrictions on the number of pages, users, or data rooms that you create. We give you a simple, flat price so you can focus on your deal.

Reporting and Notifications

Email Alerts

Receive email alerts when files are downloaded or viewed so you can instantly see what documents users are interested in. Use our upload alerts to let your users know when new or updated files have been loaded into the data room. Our flexible email alert preferences let you specify on which folders you want alerts and whether you'd like the alert in real-time or consolidated every 15 minutes, 1 hour, or once per day.

Activity Reports

Our advanced activity reports let you create customized reports of activity in the system such as logins, uploads, downloads, and views. You can run reports by date range for the entire account for a particular user. Reports can be downloaded into Excel format for easy distribution and analysis. Activity reports let you understand your deal better by knowing which documents are being viewed most frequently and who is looking at various documents.

Scheduled Reports

You can schedule activity reports to automatically run daily, weekly, or monthly and you can receive an email notification each time the report runs.

Training and Support

Dedicated Account Manager

Upon signup, you will receive the name and contact information of a dedicated Account Manager. This person is your point of contact if you have any questions or would like training.

Unlimited Telephone and Email Support

If you ever have questions, ShareFile is just a phone call away. Our virtual data room plan includes unlimited support by telephone and email, and all support is administered by our full-time, US-based staff.

24/7 Monitoring

We monitor the uptime on your account 24/7, and if there is any disruption in service our engineering team is called to immediately address the problem. ShareFile has a track record of 99.9% uptime, even including scheduled maintenance.

Training Webinars

To get you or your clients up to speed, attend one of our regularly scheduled training webinars. If necessary, we can even create a private training webinar for your company.

Tools for Power Users

Desktop Widget

Our Desktop Widget is a small desktop tool (works on both Mac and Windows) that allows you to easily drag and drop files and entire folder structures into your data room right from your desktop. The Desktop Widget is a great tool for Power Users to make uploading and downloading files a breeze.

FTP Compatibility

For those companies interested in uploading or downloading files using the traditional file transfer protocol, ShareFile allows to you to optionally enable FTP access to your account. With FTP access, you can automate file transfers or use tools like FileZilla to load files into your data room.

API Automation

ShareFile offers a full web services API for companies looking to automate aspects of their data room such as file transfer, user creation, and folder creation.

MS Outlook PlugIn

Standard email attachments, while convenient, transmit data in clear text for anyone to see. For one-time secure transfer of files through email, our MS Outlook PlugIn is the perfect solution. Just click a button to send files securely via ShareFile instead of attaching them to your email. As an added bonus, you'll be able to track when recipients download your attachments, so you will know they have received your files.

Drive Mapping

With our drive mapping tool, you can map a local drive letter on your computer to your ShareFile data room. Our drive mapping tool allows you to easily drag and drop files into and out of your data room and open files for editing right on your local computer.

DVD Backup

When your deal is over, use ShareFile's Physical Backup service to get a DVD or hard drive copy of your data mailed to you for archive purposes. NOTE: Additional fees apply for this service.