Say goodbye to U disks and email transfers. Filez VDR Virtual Data Room redefines the way corporate confidential documents are managed.

1. The nightmare of "U disk + email" confidential management: not "convenience", but "minefield"

For a long time, USB drives and emails have been the "default choice" for companies to transmit confidential documents (such as contracts, financial data, and R&D blueprints) due to their "ease of use." However, 89% of enterprises are now facing a triple crisis ——: security breaches, efficiency losses, and loss of compliance control. These seemingly convenient tools actually pose fatal risks to the company's core assets:

· Security "naked": a loss of one / transfer, a loss of millions

The "physical vulnerabilities" of USB drives make them highly susceptible to loss or theft. A financial institution employee lost a USB containing customer credit data during a business trip, resulting in the leakage of over 2,000 sensitive customer records and a 5 million yuan regulatory fine. Email transmission also faces "interception and forwarding" risks. A tech company accidentally sent core technical documents of an unlisted product to a competitor via email, causing premature disclosure and a six-month delay in product launch. More critically, neither method has tamper-proof mechanisms. A law firm encountered a legal dispute when a client privately modified payment terms in an email-recipient's draft contract and returned it, only to discover the changes during contract fulfillment.

· Efficiency "Black Hole": Version Wars + Cross-domain Stalling, 30% of Time Wasted on "Futile Efforts"

U-drive transfers require "manual copying and physical handover". When collaborating across regions (such as headquarters and branches), couriering U-drives is necessary, with each file transfer taking 2-3 days. A manufacturing company once sent 1GB of CAD production drawings via courier to a remote factory, but production halted for one day due to logistics delays. Email transfers face version control challenges. In a merger case, both parties exchanged due diligence reports via email, generating 15 versions within 10 days. Even files labeled "final version" still contained missing critical data. The team spent three days manually verifying discrepancies, ultimately extending the due diligence period by one week.

· Compliance "out of control": no records of operations, "no defense" during audit

The usage trail of USB drives remains completely untraceable. During an audit at a listed company, it couldn't be proven whether the "2023 Q4 Sales Contract" had been modified, as the storage device containing the contract had been formatted by an employee. While email records exist, it's impossible to track "who downloaded the attachments or whether they were forwarded to third parties". A company preparing for an IPO faced a three-month delay in its listing process after being required by the China Securities Regulatory Commission (CSRC) to provide complete circulation records of its prospectus drafts due to insufficient documentation. Both scenarios fail to meet the "full lifecycle traceability of confidential documents" requirements under China's Data Security Law and Personal Information Protection Law, leaving companies vulnerable to regulatory penalties for "lack of evidentiary support".

II. Filez VDR's "Redevelopment of Logic": Not a "Tool Replacement", but a "Process Revolution"

Filez VDR virtual data room is not a simple replacement for USB and email, but takes "confidential file full life cycle management" as the core, reconstructs the four links of "transmission-storage-collaboration-archiving", and completely solves the pain points of the traditional mode:

1. Transmission link: from "physical transport/plaintext transmission" to "encrypted direct transmission + permission verification"

1. Storage: from "local bare storage/distributed storage" to "centralized encryption + fine control"

1. Collaboration: from "version back and forth" to "real-time collaboration + operation trace"

1. Archiving: from "manual recording / disordered stacking" to "automatic archiving + full chain traceability"

This remodeling not only improves efficiency, but also avoids security and compliance risks from the root, so that confidential document management is shifted from "passive fire fighting" to "active prevention and control".

Three, Filez VDR Reshaping the four core actions of confidential file management process

1. Transmission Reshaping: Secure direct transmission replaces "U disk delivery + email attachment" to achieve both security and speed

· Full link encryption transmission, eliminate "midway leakage"

Addressing the "physical exposure" risks of USB drives and the "plaintext transmission" vulnerabilities of email, Filez VDR employs AES-256 encryption algorithm. Files remain encrypted throughout the entire upload-reception process, making decryption impossible even if intercepted. The system supports "download resumption from breakpoints", enabling cross-regional rapid transmission of large files (e.g., video conferencing recordings, 3D models) exceeding 10GB. For instance, a construction company reduced the transmission time for a 2GB BIM construction model from three days via traditional USB drives to just 30 minutes through online encrypted transfer, with zero risk of file loss.

· Check the permission before transmission to avoid "wrong sending and mistransmission"

Before sending documents, the identity and permission of the recipient should be confirmed, and only authorized personnel can receive them. Before sending the client contract, a law firm sets "only lawyers can receive and forward is prohibited" through Filez VDR, completely eliminating the risk of leakage caused by "mistaken copy" of the email, and reducing the error rate from the traditional 8% to 0.

2. Storage Reshaping: Fine-grained control replaces "USB local storage + scattered email attachments", and confidential "who can see, what to see" is fully controllable

· Centralized encrypted storage, farewell to "dispersed risks"

By replacing traditional "personal storage" USB drives and "multi-device attachment" email files, Filez VDR securely stores all confidential documents in encrypted cloud storage. The system supports private and hybrid cloud deployments while ensuring data remains within the corporate network (complying with core data localization requirements). A financial institution successfully migrated over 100,000 client wealth management contracts from "employee USB drives + email attachments" to Filez VDR, achieving a 95% reduction in storage security risks.

· Level 3 permission control, accurate to "file page/operation item"

Breaking through the traditional "full open/total ban" extensive authority, Filez VDR supports three levels of control: "role-file-operation":

· Role dimension: The "financial position" is open to the right to view financial statements, and the "legal position" is only open to the right to review contracts;

· File dimension: allow to view "2024 Q1 sales contract" and prohibit to view "2024 Q2 undisclosed contract";

· Operation dimension: only "preview annotation" is allowed, and "download/screenshot/forward" is prohibited.

Through this function, an IPO enterprise can open the "preliminary prospectus draft viewing right" to the securities company and open the "legal document annotation right" to the law firm, completely avoiding the risk of "all departments can see one document" in traditional emails.

3. Collaborative Reshaping: Real-time collaboration replaces "U disk copy + email transmission", solving both version confusion and communication waste

· Multi-person real-time online collaboration, version "zero chaos"

Unlike U disks that rely on "rotating copy-and-modify" or emails with "multi-version back-and-forth transmission," Filez VDR enables real-time collaborative editing of confidential documents (such as due diligence reports and prospectuses) among multiple users. The system automatically tags revisions with "moderator + timestamp + content." In one M&A case, the buyer, seller, and investment bank collaboratively edited a due diligence report using VDR. This reduced version conflicts from the traditional 70% to 5%, while shortening the finalization time from 15 days to just 5 days.

· The built-in communication function, "view the document + give comments" is not disjointed

Replacing the cumbersome cross-platform workflow of "using USB drives for document review, emails for feedback, and WeChat/phone calls for suggestions", Filez VDR enables precise annotation within files (e.g., marking "requires bank statement support" next to a specific financial statement entry), with annotations synchronized in real-time to collaborators without switching communication tools. In an audit project, when an auditor annotated "requires supplementary Q32023 accounts receivable vouchers" in VDR, the company uploaded supplementary documents within one hour, achieving an 80% improvement in communication efficiency.

4. Archive Reshaping: Replace "Manual Recording + USB Archive" with Automatic Traceability, and "One-Click Evidence Submission" for Compliance Audit

· Full operation logs are automatically retained, and every step is "traceable"

The Filez VDR automatically logs confidential documents 'upload details, modification timestamps, view counts, download records, and annotation content. These tamper-proof logs are permanently retained. During an audit at a listed company, the system's one-click export of "all 2023 contracts" logs slashed the traditional 5-day processing time to just 10 minutes, enabling smooth regulatory compliance.

· Automatic archiving/destroying when due, compliance "don't cross the line"

The system supports configuring "validity periods" for files, automatically triggering either "archiving to designated directories" or "destroying and retaining records" upon expiration, in compliance with regulations such as the "Management Measures for Audit Archives of Accounting Firms" and the "Guidelines for Archive Management of Listed Companies". A law firm implemented VDR (Virtual Data Repository) settings to set "client contract validity periods of 3 years, automatically archiving expired files to historical archives", effectively preventing compliance risks caused by traditional USB drives where "expired files are randomly stored in disorganized piles". This approach achieved a 100% archiving compliance rate.

IV. Scenario demonstration: How does Filez VDR make enterprises completely say goodbye to "U disk + email"?

1. M&A due diligence scenario: from "U disk express + email version" to "VDR collaboration", the cycle is shortened by 40%

Traditional pain points of a Internet enterprise acquisition case (target):

· It is necessary to transmit more than 1200 due diligence documents to 3 investors and express them to the investors in different places with USB, which takes 3 days for a single time;

· The investor's modification opinion was sent back by email, and 9 versions of due diligence report were produced within 10 days, and the merger took 2 days;

· It is impossible to trace whether the investor downloads/transfers the files, and there is a hidden risk of data leakage.

Filez VDR solution:

· All due diligence documents are uploaded to VDR, and investors can access them online and securely without the need for USB delivery;

· The three parties modify the report in real time, synchronize the version in real time, and shorten the merging time to 4 hours;

· Enable dynamic watermark and operation log to record every time the investor views/botches.

Implementation effect: The due diligence cycle was shortened from 45 days to 27 days, no document leakage occurred, and investor satisfaction increased by 92%.

2. Financial audit scenario: from "mail sending vouchers + USB copying of bottom up" to "VDR remote retrieval", the efficiency is improved by 60%

Traditional pain points in annual audit of a group enterprise:

· It is necessary to provide 8000 + financial documents for 5 years to the auditor, which are sent by mail in batches. Each time takes 1 hour to send, and it is easy to leave out documents;

· Auditors need to copy the USB drive on site to obtain audit working papers, and it takes two days to commute for remote auditing;

· The modified records of certificates are scattered in emails and local, so it takes five days to manually check them during audit and traceability.

Filez VDR solution:

· All certificates are uploaded to VDR according to "year/month", and auditors can access them remotely encrypted without sending emails;

· Audit papers are synchronized to VDR in real time, supporting online annotation without on-site copy;

· Automatic retention of voucher modification and retrieval log, audit trace 10 minutes to complete.

Implementation effect: The audit cycle is shortened from 40 days to 16 days, the cost of manual communication is reduced by 70%, and the audit compliance rate reaches 100%.

3. R&D secret management scenario: from "U disk storage of drawings + email sending of plans" to "VDR control collaboration", the risk of leakage is reduced to zero

Traditional pain points in R&D management of a technology company:

· The core design drawings are stored in the engineer's USB drive, which is easy to take away when employees leave, and there are 2 drawing leakage incidents every year;

· The R&D plan was sent to external partners by email and forwarded to competing products, resulting in technology plagiarism.

Filez VDR solution:

· The R & D drawings are stored in the VDR and the permission is assigned according to "project role" (for example, ordinary engineers can only view and core engineers can edit);

· The solution set sent to the partner is "only preview, prohibit download, dynamic watermark (including the name of the partner)";

· When the employee leaves, all the rights are collected with one click, and the drawings cannot be taken away.

Implementation effect: The leakage of research and development secrets decreased from 2 to 0 per year, the risk of technology plagiarism was completely avoided, and the cycle of research and development projects was shortened by 15%.

Four. Conclusion: Saying goodbye to "U disk + email" is a "must answer" for enterprise secret management

The "convenience" of U disks and emails can no longer meet enterprises' core demands —— for "security, efficiency, and compliance" in managing confidential documents. These solutions not only lead to inefficient workflows but also expose critical assets. The value of Filez VDR virtual data room lies in its ability to transform confidential document management from "relying on manual efforts and passive prevention" to "technology-driven proactive control" through comprehensive process reengineering.

In today's era of increasingly stringent data security regulations and routine cross-domain collaboration, moving beyond "U disks + email" is no longer an optional choice but a must-have solution for enterprises to safeguard core assets and enhance operational efficiency. Choosing Filez VDR means building a "security moat" for confidential documents with professional tools, ensuring every critical file can be transmitted securely, stored reliably, accessed smoothly, and traced accurately – the key to maintaining competitive advantages in digital competition.