Box virtual data rooms overview

Box is a reliable collaboration platform founded in 2005 in Redwood City, California. The company offers several solutions for business needs, and the data room is one of them.

Box virtual data room is a secure space that facilitates the deal management process through due diligence, mergers and acquisitions, bidding, contract negotiations, and other complex deals. To make this possible, Box delivers mobile applications, tools for collaborating with multiple parties, and content security protection in a centralized virtual data room Box offers.

While Box does not focus on data room solutions, it offers the same type of services you would get from companies that focus on this area.

  1. Interface

The interface is user-friendly, and it takes a few clicks to upload files or share data with other users. Also, there are features available that facilitate communication between external providers and internal communication as well.

However, the data room offers fairly basic features, and if you are an experienced data room user, you will not notice anything extraordinary inside the Box data room.

  1. User permissions

There are options for user groups to determine which user groups can access what material. However, this is fairly standard among the best virtual data rooms in the industry. Perhaps it is best suited for individual users from small businesses who are not involved in large projects that require handling and storing multiple files or handling complicated transactions and projects. 

So, this data room lacks vital capabilities and functionalities to facilitate complex projects and ensure that data is protected from every angle. 

  1. Activity tracking

There aren’t many advanced functions included that allow admins to track user activity inside the data room or to receive activity reports. You can choose data room solutions for your business that provide user activity reports since they are very useful for detecting unusual activity that may be going on in the data room. 

Therefore, even though it has good uptime and offers data backup services, it will not give you the full picture of what is going on in the data room, which could lead to problems down the road.

  1. Archiving a data room

Additionally, it does not offer clients the opportunity to archive the entire data room on a DVD or flash drive, unlike other virtual data room providers. Sometimes, even after the close of a project, there are reasons why you would need to go back and check something. Having all of the information available is  useful and eliminates the need to call the provider or having to waste time asking others for help.

If you need to handle a very limited amount of data, this is a good virtual data room solution for you. However, if you will be conducting large-scale projects, perhaps the Box platform would not be the best fit.

  1. Security

When using the Box virtual data room, we immediately noticed that it’s convenient and secure to share files. Namely, the software features secured data centers, customizable document watermarks, encryption keys, multi-factor authentication, single sign-on, and security compliance. 

All these security measures make data rooms a safe space virtually immune to data breaches and other privacy threats.

Box integrations

Box software includes many integrations compared to other data room solutions for streamlining due diligence and M&A, including Google Workspace, Office365, DocuSign, Zoom, and Salesforce. However, there are also other equally helpful add-on products:

Box Shield. It makes the secure platform even more reliable by applying intelligent threat detection and classification-based security controls.

Box Governance. Directors can set retention policies, legal holds, and disposals no matter how many users are on the data room platform.

Box Zones. This product supports cross-region security, so you can collaborate with organizations worldwide while keeping your documents in your preferred region.

Box KeySafe. Clients get independent control over data room encryption keys to prevent data leaks and breaches. Thus, all keys include a record of their use, so admins can track why information is being accessed.

Box customer support

In terms of its customer support, service is offered in a variety of languages, and there is even an online help center. Specifically, here are the support services Box offers:

  • Standard support

Each data room user can access the support team and receive general and specialized help by submitting a request during business hours.

  • Premier support

This service package provides priority chat and phone support, assisting critical data room use cases.

  • Enhanced support

Clients receive end-to-end Box support 24/7/365 with multi-channel agent access, ticket prioritization, etc.

Reasons to choose Box data room 

Box virtual data room provider can be a good way to improve each deal stage while receiving the following benefits:

  • Deal cycle acceleration

No matter how many users are on the deal room platform, they can make decisions and take actions from any mobile device at any time. Thus, transaction parties can sign deals on the go, having all the necessary features at hand. It is also worth noting that the provider has over 1,400 integrations streamlining even the most complex processes.

  • Privacy protection

With Box software, teams easily prevent unauthorized access to cloud storage and data about competing parties. So, for example, data room admins can open or revoke access to the platform and ensure that only authorized users see confidential files.

  • User experience enhancement

This data room provider has enough advanced features to make the Box user experience enjoyable. As a result, they are always ready for meetings with notes and contracts on their phones. Notably, data availability does not pose a security risk since directors can choose seven user permissions, disable commenting, and restrict downloads regardless of the device parties use.

  • Extracting insights

The Box VDR software offers a unique feature called Box Skills. With this tool, due diligence participants benefit from machine learning extracting information from documents. The data room engine uses speech-to-text transcription, image tagging, and natural language understanding to extract untapped value from documents in cloud storage. As a result, locating data and working with content is much easier.

Features Checklist:

Industry Solutions
Biotech Licensingyes
Board Portalsyes
Clinical Studiesyes
Debt Financingno
Distressed Real Estateyes
Document Repositoryyes
Due Diligenceyes
Hedge Fundsno
IPO & Exitsyes
M&A Buy Sideyes
M&A Sell Sideyes
Post Mergerno
Private Equityno
Procurement Managementno
Files & Folders Management
File Formats SupportedText-Based Documents: as, as3, asm, bat, c, cc, cmake, cpp, cs, css, csv, cxx, diff, doc, docx, erb, gdoc, groovy, gsheet, h, haml, hh, htm, html, java, js, less, m, make, ml, mm, msg, ods, odt, pdf, php, pl, properties, py, rb, rtf, sass, scala, scm, script, sh, sml, sql, txt, vi, vim, wpd, xls, xlsm, xlsx, xml, xsd, xsl, yaml, Presentations: odp, ppt, pptx , Images: ai*, bmp, gif, eps, jpeg, jpg, png, ps, psd, svg, tif, tiff, dcm, dicm, dicom, svs, tga, Audio Files: aac, aifc, aiff, amr, au, flac, m4a, mp3, ogg, ra, wav, wma, Video Files: 3g2, 3gp, avi, m2v, m2ts, m4v, mkv, mov, mp4, mpeg, mpg, ogg, mts, qt, wmv, Flash/Mobile Video Files, flv, f4v, swf , 3D (Graphics and Modeling) Files: obj, stl
Automatic Numerical Indexing of Files & Foldersyes
Drag & Drop Upload of Multiple Files and Foldersyes
Desktop Synchronizationyes
Archives Upload & Extractionyes
Export of Data Room Index to Excelyes
Document Version Controlyes
Multilingual Documents Indexyes
File Protection & Digital Rights Management
Granular Document Permissionsyes
View-Only Accessyes
Prevention of Download, Print and Copyyes
Remote Shredding of Documentsno
Customizable Document Watermarksyes
Secure Fence Viewno
Document Access Expiryyes
256-Bit SSL/TLS Encryptionyes
Data at Rest Encryptionyes
Data Hosting & Infrastructure Security
99.9% Uptime Guaranteeyes
ISO 27001 Certifiedyes
SOC 2 Certifiedyes
SSAE 16 Certifiedyes
Data Backupyes
Virus Scanningyes
Access Security
Two-Factor Authenticationsyes
Mobile Device Managementyes
Granular User Permissionsyes
Permission Groupsyes
Access Expirationyes
Access Limitation by IP Addressyes
Accessibility & Ease Of Use
No Pluginsyes
Scroll-Through Web-Based Document Vieweryes
Web-Based Excel Spreadsheets Vieweryes
iOS Applicationyes
Android Applicationyes
Mobile Device Interfaceyes
User Interface LanguagesEnglish, Japanese, French, Italian, Spanish, German
Search, OCR & Filters
Search by Nameyes
Search by Content (Full Text Search)yes
OCR (Optical Character Recognition)yes
Filtering by Parametersyes
Collaboration Features
Basic Questions & Answers Moduleyes
Advanced Questions & Answers Moduleno
Secure User Messagingyes
New Document Email Notificationsyes
Files & Folders Notesyes
Activity Tracking & Reporting
Tracking of All User Activityyes
Real-Time Audit Trailyes
Graphic Reportsyes
Exporting Reports to Excelyes
Tracking of Document Viewing Timeno
Scheduled Reports (Sending to Email)no
Branded User Interfaceyes
Custom Domainno
Custom Login Pageyes
Custom User Invitation Letterno
Custom Agreements for Accessing Data Roomyes
Active Directory Integrationyes
Single Sign-On Integrationyes
Customer-Managed Encryption Keysyes
Integrations Through APIsyes
Custom Workflows and Featuresno
Support & Services
Business Hours Supportyes
24/7 Email Supportyes
24/7 Phone & Email Supportyes
Online Help Centeryes
Live Trainingsyes
Dedicated Project Manageryes
Data Room Archive on DVD or USB Driveno
Translation Servicesno
Support LanguagesEnglish, German, French, Spanish, Italian, Portuguese, Russian, Japanese, Chinese, Swedish, Dutch, Finnish, Korean, Polish, Turkish, Danish , Norwegian
Deployment Options
Cloud (Web-Based)yes
On-Premise (Installed)yes
Multiple Datacenter Locationsyes
Trial & Pricing
Free Demoyes
Free Trial14-day trial
Price$5/user/month (Starter), $15/user/month (Business)
Company Info
LocationsUnited States
ClientsAstraZeneca, General Electric, GlaxoSmith Kline, FICO, Procter & Gamble, Nationwide Insurance, Whirlpool, Boston Scientific, Bechtel, KKR, Allergan, Sundance Institute, The University of Texas MD Anderson Cancer, Avago, Legendary Pictures, Rosetta Stone, Cushman & Wakefield, St. Joseph Health System, Broadview Mortgage Corporation, Live Nation

Product Reviews:

  1. Ione Wilson

    Financial Manager

    Good data room that makes document maintenance way easier. It might be not as advanced as other providers, but considering Box pricing, the number of features is sufficient. And the fact that you can customize the data room is a plus.

  2. Bernadine Lara

    Finance Manager

    Fairly, Box pricing was the main reason we chose this data room provider. However, we didn’t regret this decision. Box is good for document management, and we find it convenient for data sharing. So far, our partners had some problems working with our files in the data room, too.

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