A data room structure is the arrangement of folders and tiers that help arrange information and documents so that it can be more easily accessible to users. Having a well-thought out and organized data room structure allows users to swiftly access and review the documents they require, and help speed up the due diligence process for any M&A or investment activities.

To create a virtual room folder structure, you have to define and establish clear boundaries between information that users value and they don’t. It is important to ensure that the files are uploaded in the right format, rename them so they are easier for users to comprehend, and use consistent file name throughout the platform. It also means limiting number of top-tier secure data room sharing files that cover the same subject area to facilitate scanning and improve overall due diligence processes.

Additionally, it is essential to regularly examine the activity of users in your data room. It is essential to track who accesses files, at what time, and by whom. This can give you valuable information about possible warning signs and areas of concern. This will enable you to modify your data room structure depending on the need, and can also help you monitor the popularity of your company’s users. This feature is usually offered by all data room platforms.