Virtual data rooms under stress: When performance matters more than features
Our experience as a data room provider shows that in the critical phases of a transaction, when many parties need to access, review documents, and make decisions simultaneously, the feature list alone is not decisive. What really matters is whether the data room works quickly, reliably, and intuitively. In such moments, performance is not a luxury – it is the foundation of trust and successful projects.
When selecting a virtual data room for transactions – from due diligence to large-scale M&A projects – the focus is often on features. Many providers compete by offering endless “productivity tools” and add-ons.
Basic functions are similar – performance is not
Rights management, comment functions, Q&A tools – the list of basic functions that a virtual data room must offer today is long. At first glance, many providers hardly differ from one another, as almost all platforms promise comprehensive feature sets. But this is often where the problems lie:
Rights management, comment features, Q&A tools – the list of core functions a virtual data room must provide today is long. At first glance, many providers hardly differ, since almost all platforms promise a comprehensive feature set. But this is often where the problems begin:
Overloaded systems: Over time, many platforms have become so bloated that they feel cumbersome and confusing.
Complex operation: When even assigning user rights becomes a hurdle and teams fall back on emails, screenshots, or phone calls, valuable time is wasted.
Poor stability under load: During peak phases – such as when hundreds of users are active simultaneously – it quickly becomes clear whether the platform stays stable or slows to a crawl.
A good virtual data room simplifies processes instead of complicating them and continues to perform smoothly even under heavy load. Recurring workarounds, on the other hand, are a clear warning sign of structural weaknesses.
Key performance criteria when choosing a data room
In the critical phase of a transaction, what really counts is performance – whether uploading files, previewing documents, or searching large volumes of data. Ideally, working in the data room should feel just like working in the local file system. Some of the most important performance criteria, especially under load and when processing large datasets, include:
Upload and download speed: If files can only be transferred slowly, unnecessary delays occur. High transfer rates ensure that even large data packages are available quickly.
Document rendering speed: When reviewing extensive documents, loading times directly impact workflow. Long waits to open or scroll through files slow teams down and waste valuable time.
Search function: Transactions require rapid access to specific information. A powerful search with short response times enables users to instantly locate documents or sections – even within large datasets.
Notifications: Changes in the data room—such as new uploads or updated files—must be displayed immediately and communicated to the relevant users. This keeps all parties up to date.
Overview of new content: Beyond notifications, it is crucial that new or modified documents are instantly visible and easy to find in the data room. This saves time and simplifies work in dynamic project situations.
Practical tip: Focus on resilience and check certifications
Performance is about more than just speed. Equally important is how resilient a virtual data room remains under exceptional conditions such as disruptions, attacks, or unexpected peak loads. Marketing claims should therefore always be backed up by recognized certifications.
One key quality indicator is certified business continuity management (BCM). The international standard ISO 22301 sets the benchmark here: it requires providers to systematically analyze risks, develop contingency plans, test them regularly, and continuously improve them. For users, this means that even in the event of disruptions – regardless of their source – operations remain stable and downtime is minimized.
Another critical element of resilience is protection against DDoS attacks. Multi-level filtering and mitigation systems block malicious requests before they even reach the data room. For users, the platform remains fully accessible and performs reliably even in such scenarios.
In short: true performance is proven not only by speed, but by resilience and stability under all conditions.
Where netfiles makes the difference
For more than 20 years, netfiles has been supporting companies, advisors, and law firms in managing transactions with virtual data rooms. Drawing on this extensive experience, the netfiles infrastructure is built to remain stable and fast even under peak loads – regardless of how many users log in simultaneously or how large the data volumes may be.
At netfiles, performance also means maximum resilience: our business continuity management is certified according to ISO 22301, and a multi-layered DDoS protection system adds further security against attacks. This ensures that your projects are not only fast, but also resiliently protected. Development, hosting, and headquarters in Germany provide an additional layer of security and compliance.
Rely on Experience – and maximum performance for your transactions
netfiles gives you the performance, stability, and security you need for critical transactions – complete with all essential functions and backed by more than two decades of market experience.
Contact us for more information – or try netfiles free of charge for 14 days and experience first-hand how powerful a virtual data room can be.