Project completed – now what? Three ways to securely archive your data room
Whether it’s an M&A transaction, the sale of a property, or a major internal project – once the deal is closed or the project completed, one important question arises: What should happen to all the confidential documents in your data room?
Ensuring long-term, secure archiving is critical – not only for compliance purposes, but also to maintain complete oversight after the fact and to provide evidence in the event of an audit or legal dispute.
But which type of archiving best meets your specific needs? At netfiles, we offer three options:
1. Data room export: Fast, flexible and transparent
The simplest way to preserve your data is to export your netfiles data room. Once a project is completed, you, as an administrator, can download all the requisite files directly from netfiles, including the user list, data room index, and activity logs. You can decide whether to encrypt the ZIP archive that contains your selected data and whether you need an accompanying compliance statement.
This way, you retain full control of your data – ready to process according to your internal IT standards, to store on company servers, or to import into your enterprise archiving system.
Key Benefits:
Immediate availability: With just a few clicks, you can download the archive –ideal for urgent cases.
Data integrity: Using an SHA256 checksum, you can verify the completeness and authenticity of your data at any time – crucial for compliance.
Digital, audit-proof, verifiable: Access logs and document histories are included in your archive. Optionally, you can also receive a compliance certificate.
For step-by-step instructions on how to export your data room, see our Help Center.
2. The netfiles online data room archive: The digital premium solution
Looking for flexibility, around-the-clock availability, and the highest security standards? The netfiles online data room archive is a modern and future-proof solution.
After project completion, netfiles can “freeze” your data room – your files become non-editable, ensuring full compliance and audit security. At the same time, you and your authorized users will continue to enjoy seamless browser-based access, no matter where you are.
Why this solution stands out:
Always accessible: No waiting for physical media. Your archive is instantly available after project completion.
Flexible remote access: Consultants, employees working from home, or even regulators can securely access the data room anytime, anywhere.
Detailed access control: Grant and revoke access permissions for specific users easily – traceable and fully GDPR-compliant.
Maximum security: Your data is encrypted and stored in certified German data centers with state-of-the-art security measures.
Sustainable and modern: No risk of data loss from misplaced or damaged DVDs/USBs, and no additional hardware required.
Easily reactivated: For follow-up projects or due diligence audits, your data room structure and selected files can be quickly reactivated.
Our sales team would be happy to offer advice or provide you with a tailored offer.
3. Archival copy on DVD or USB stick
Of course, netfiles also offers physical archiving on DVDs or USB drives. This option may be appropriate if legal regulations explicitly require physical storage, or if your organization has not yet implemented a digital archiving strategy.
However, please note that production and shipping take several days, and physical media come with inherent limitations – risk of loss or damage, hardware dependency, and restricted access options. For that reason, we strongly recommend either the data room export or the online data room archive.
If you are interested in this option, please contact our sales team.
Conclusion
Digital archiving offers clear advantages over traditional physical storage: It’s convenient, sustainable, and provides global, location-independent access. Whether you prefer a download export for direct integration into your IT processes or a secure, audit-ready online data room archive for long-term, controlled access, netfiles provides the perfect solution.
Interested in learning more?
Our sales team would be happy to advise you or provide a tailored proposal.