Data room

A virtual dataroom is a secure technological platform to store and share documents online, in a confidential manner. It is also known by other names such as virtual dataroom, electronic dataroom or online dataroom.

It enables stakeholders, such as lawyers, investment bankers, investors and asset managers, to access relevant documents in a secure and controlled way.

It is an essential tool for all commercial real estate acquisitions and sales.

A “data room” in real estate asset management refers to a virtual space used to store, organise and share sensitive and confidential information related to real estate transactions. This can include documents such as contracts, valuation reports, market studies, leases, architectural plans, financial statements, legal data, title deeds and other relevant information.

The data room is used in processes such as the purchase, sale or rental of real estate assets. It allows interested parties, such as investors, potential buyers, lenders, lawyers and due diligence experts, to access the information they need to evaluate the investment or transaction.

Using a data room offers a number of advantages, including

Confidentiality: sensitive information is stored securely, limiting access to authorised persons. This protects data confidentiality and prevents information leaks.

Ease of access: authorised users can access documents at any time and from any location, facilitating due diligence and exchanges between the parties involved in the transaction.

Document management and organisation: documents are generally organised in a structured way, making it easier to search for and retrieve relevant information. This saves time and effort when analysing the elements of the transaction.

Version control: data rooms often offer version-tracking functionality, which makes it possible to keep track of changes made to documents over time. This is particularly useful during contract negotiations and revisions.

In summary, a data room is a secure space where confidential information is stored and shared between the parties involved in a property transaction. It facilitates due diligence and ensures the confidentiality and management of documents relating to property assets.

A data room for the sale of a property asset is a secure virtual space where documents and information relating to the transaction are stored and shared between the parties involved. Here are the main steps involved in setting up a data room for a property sale:

Identify the documents required: Start by drawing up a list of the documents required for the transaction, such as tenancy agreements, title deeds, permits, leases, environmental impact studies, inspection reports, plans and other relevant documents.

Organise documents: File documents in an orderly and logical manner, creating folders and subfolders corresponding to the different categories. This will make it easier for interested parties to navigate and access the information.

Scan documents: Convert paper documents into digital files. You can also ask stakeholders to provide you with electronic versions of documents if they already have them in that format.

Organise the data room structure: Create an online data room infrastructure using secure document management solutions. Choose a platform that offers robust security features, such as data encryption and granular access controls.

Import documents: Transfer the scanned files to the data room following the organisational structure you have defined. Ensure that files are correctly named and indexed to facilitate search and retrieval at a later date.

Control access authorisations: Define appropriate access levels and authorisations for each interested party. Some information may be sensitive and require access to be restricted to a limited group of people. Ensure that only authorised parties can access the relevant documents.

By following these steps, you will be able to set up an efficient data room for the sale of a real estate asset, facilitating the sharing of information and collaboration between the parties involved. Stonal can support you throughout the entire process, offering you a solution that enables you to obtain and maintain up-to-date information throughout the life cycle of the assets in your portfolio.

A dataroom and a real estate EDM (Electronic Document Management) system are two different but commonly used tools in the professional real estate sector for storing, managing and sharing important documents.

The virtual data room is a secure digital space that is used to centralise all relevant information on one or more assets, usually as part of a sale/acquisition. The data room can only be accessed by the parties involved in the transaction (asset managers, lawyers, etc.) thanks to advanced functions for controlling sensitive information.

The real estate EDM system stores and organises all documents relating to the activity of a company in the real estate sector. This includes customer files, plans, leases, diagnostics, etc. The EDM makes it easier to file, search and retrieve digitised documents. This tool reduces dependency on paper documents and the risks associated with manual document management. It also offers collaboration and access rights management functions for greater information security.

Today, automated document classification solutions are tending to replace or at least complement EDM systems.

These artificial intelligence-based solutions, such as Stonal, offer increased efficiency because AI uses machine learning and natural language processing algorithms to optimise the classification process. This automates the classification of information and minimises manual intervention to assign metadata to documents.

The implementation process is therefore much faster and more accurate, and considerably reduces classification errors compared with a traditional EDM, which is usually based on manual methods.

Companies using automated document classification solutions can reduce document management costs. They limit the need for human intervention, while providing better organisation of documents and more effective search functions.