In the modern digital landscape, businesses face increasing demands to manage sensitive documents securely, especially during mergers, acquisitions, and due diligence processes.
This is where virtual data rooms (VDRs) step in. With so many data room companies available, selecting the best virtual data room providers can be overwhelming. In this guide, we break down the leading data room service providers and what to consider when setting up a data room that meets your organization’s needs.
What Is a Virtual Data Room?
A virtual data room is a secure online platform used to store and share confidential documents during critical business transactions. Unlike traditional storage solutions, VDRs offer enhanced security, permissions control, and audit capabilities, making them indispensable for financial, legal, and real estate industries.
Key Features to Look for in the Best VDR Providers
When choosing among the top data room providers, prioritize the following features:
- End-to-end encryption
- User access controls
- Activity tracking and reporting
- Integration with platforms like Google Drive and Dropbox
- Scalability for startups and large enterprises alike
Several VDR providers offer unique strengths, so identifying the best data room software depends on your business’s specific requirements.
Top-Rated Virtual Data Room Providers in 2025
Here’s a breakdown of the best virtual data room software and providers currently dominating the market:
1. Intralinks Data Room
Renowned for its enterprise-grade security, Intralinks is often selected for complex M&A deals and corporate development initiatives.
2. Ansarada Data Room
Tailored for due diligence, Ansarada offers AI-driven insights and tools that simplify deal workflows and risk assessment.
3. Merrill Data Room (Datasite)
A top choice among M&A data room providers, Merrill excels in document automation and secure sharing for high-stakes deals.
4. Citrix Data Room (ShareFile VDR)
Combining file sharing with VDR functionality, Citrix is ideal for businesses seeking robust integration with everyday productivity tools.
5. Egnyte Data Room
Egnyte offers hybrid storage capabilities and is particularly appealing to IT teams needing flexible deployment options.
6. Onehub Data Room
With drag-and-drop simplicity and granular permission settings, Onehub serves startups and SMBs well.
7. Donnelley Data Room (Venue)
A long-time player in secure data sharing, Donnelley supports regulatory compliance and real-time analytics.
8. Dropbox Data Room & Google Drive Data Room
While not traditional VDRs, platforms like Dropbox and Google Drive can be configured as basic data rooms. Still, businesses should be cautious, as these tools may lack the advanced security features of purpose-built data room providers.
Best Data Rooms for Startups
Startups often need VDRs that are affordable, scalable, and easy to implement. Services like Onehub, ShareFile, and Egnyte rank among the best data room for startups, offering intuitive interfaces without compromising on security.
Setting Up a Data Room: Best Practices
When setting up a data room, follow these steps:
- Define your access structure – Decide who gets access to what, and set appropriate permission levels.
- Organize documents clearly – Structure folders logically for easy navigation.
- Enable audit trails – Use tracking features to monitor activity and ensure compliance.
- Test access with a pilot team – Before going live, test your VDR with a small group.
Choosing the Best Data Room Providers: A Final Word
With growing demands for secure data management in M&A, fundraising, and corporate governance, selecting the right virtual deal room providers is crucial. Whether you go with legacy solutions like Intralinks, dynamic platforms like Ansarada, or modern tools like Onehub, be sure to evaluate your organization’s specific needs.
As digital collaboration continues to evolve, the best virtual data rooms will remain those that offer a balance of security, usability, and integration.