Our online data room solution came about from requirements gathered from past and present customer engagements. It is an application extension of the Alfresco product which offers a secure web-based document repository which can be used for: due diligence, contract negotiation, mergers and acquisitions, in fact anything that involves securely sharing sensitive documents.

Online data rooms provide immense cost savings compared to physical data rooms and are able to fully mimic the physical data room, but without the required travel or the inconvenience of booking sequential visits.

The real beauty of this solution is that you can have as many users as you like, as many online data rooms as you like, and view as many documents as you like - but without incurring a big fat bill at the end of it due to the fact it’s built on open source.

Ok, let us look closely at the benefits:

Our online data rooms are built on top of Alfresco’s latest Enterprise release – it has extensions in the following areas:

Document Management

• Ability to share a single document across multiple sites
• Publishing documents out to external users
• Locking down permissions on PDF documents
  • Restrict printing
  • Restrict copying
  • Restrict document changes

Security

• Admin impersonation view
  • Allows an admin user to impersonate a users settings and document view to see which documents have been exposed

Work flows

• Project management assess documents before publication
• Assign user permissions on a document
• Publication of document to a Share site
• Configurable Dataroom status timeframes which drives workflow response times for document reviews, discussion responses etc.

Email Subscriptions

• User configurable email notifications
• Email notification of documents ready for review
• Each subscriber to a Site can choose whether to turn on email subscriptions which can be emailed daily or weekly
• Each report will be based on Site activity ranging from, Document library activities, through to Blogs and Discussions

Reporting

• Email notification of documents ready for review and outstanding workflows
• Allow external users to send questions through discussions which are sent to designated Site Managers for review