ShareVault Enterprise  Brochure

       

ShareVault Enterprise is a full featured, state-of-the-art virtual data room (VDR) which allows our customers to simply and securely share sensitive documents in the cloud.

ShareVault Enterprise is the first VDR to offer the full set of high-end features and functionality combined with the ease of use that enables our users to set up, configure and administer their own VDR, typically in less than one hour. ShareVault Enterprise customers are supported by a dedicated project manager, along with free 24/7 support. Our unique cloud-based platform allows us to price our service lower than other leading full featured VDRs, even though we offer a far wider range of features and functionality. In addition, ShareVault offers a full range of subscription plans tailored to your specific needs.

Price can be an important factor in the decision making process, but given the high stakes at risk in a typical transaction or business process, it is important to carefully consider the true capabilities of the VDR. Ask for a demo of not only how the end user reviews documents, but also the administrator screens. You might find that many solutions are complicated, confusing and difficult to use, which can greatly slow down your deal or business process. Choosing the right VDR will get your transaction or process moving much faster and more smoothly. You'll also have the confidence of free 24/7 service and the knowledge that you have a fine degree of control over access to your documents both during and after the due diligence phase. For more cost sensitive applications, please refer to our section on ShareVault Express.

Some of the key ShareVault benefits are:

Secure & Reliable

Sharing sensitive information with third parties is a risky but essential part of many business processes. A virtual data room must provide you with the security and privacy functionality required to manage these risks. Knowing that your files will be available at any time 24/7 is also critical - you need to be sure that your entire team can gain access to the content round-the-clock, so choosing a high reliability virtual deal room platform is imperative.


Security and Reliability are at the core of everything we do to develop, deliver and support ShareVault™. This priority is reflected in the functionality of our software, the choice of our data center partner and our own internal security procedures.

Security Functionality

ShareVault offers flexible and easy-to-use software features to assure the security and privacy required for your application:

  • Data Encryption — ShareVault uses up to 128-bit SSL encryption certified by GeoTrust®, helping to ensure that data transferred to or from ShareVault's servers are not susceptible to man-in-the-middle interception.
  • Access Control — Access permissions can be separately defined for each file, so you have control over who can see what data. ShareVault provides both group-level and user-level access control.
  • Policy-based Security — For each document, you can control which users have the right to access the original file or only the PDF version of the file, and whether the user has the rights to print, save or copy/paste. ShareVault provides unlimited configurable policies.
  • PDF Security Features — Automatically apply a configurable watermark to each page (can include user identification, date and time).
  • PDFtrak™ — Even after a PDF has been saved (if saving is allowed), the user's rights to open the file can be revoked at any time.
  • Asymmetric Inter-Group Privacy — A remarkably simple privacy mechanism whereby for each user group, the system administrator can configure whether the members of the group are able to view the names of certain other users and user groups.
  • Configurable Confidentiality Agreement — Users must agree to your confidentiality agreement upon login. A integrated web-based rich text editor allows you to format the agreement to look just the way you want it. ShareVault supports multiple agreements, selectable on a per-user basis, for projects that involve multiple legal jurisdictions.
  • Strong Authentication — Users manage their own passwords, and must choose a strong password. A "forgot password" button right on the log in page allows a user to reset his/her own password using a secure procedure.

Data Center Security & Reliability

ShareVault™ servers are located at a world-class data center, managed by an award-winning high-end provider of managed hosting services. The data centers are SAS-70 type II certified, and offer comprehensive security and reliability through multiple levels of redundancy:

  • High-availability Servers — ShareVault servers are based on a high-availability configuration, offering redundant, dual hot-swappable power supplies, network interface cards and RAID hard drives, so that most types of server hardware failures will go unnoticed with no downtime and no loss of data.
  • Geographic redundancy — ShareVault servers are located in two different locations, with automated backups and failover capabilities.
  • 24/7 monitoring — Servers are monitored by automated support systems that permit real-time analysis, review, and maintenance. Certified network technicians are on hand around the clock to assure rapid diagnosis and repair when necessary.
  • Redundant network connectivity — Our data centers' tier-1 network connectivity provides multiple levels of redundancy.
  • Redundant routers — Our data centers uses only fully redundant, enterprise-class routing equipment housed in its own secure, core routing room and fed with its own redundant power supply. Fiber carriers enter the facilities at disparate access points to ensure that there is no service failure, even in the unlikely event of a fiber cut.
  • Backup power — Power systems in our data centers are designed to run uninterrupted even in the unlikely event of a total power outage. All servers are fed with conditioned UPS (Uninterruptible Power Supply) power that will run if utility power fails. The UPS power subsystem is N+1 redundant with instantaneous failover in case the primary UPS fails. In the event of an extended power outage, on-site diesel generators can run indefinitely. Generators are regularly tested to ensure functionality in the event of an emergency.
  • Optimized cooling systems — Our data centers' HVAC (Heating Ventilation Air Conditioning) systems are N+1 redundant to ensure that - even in the event of an entire HVAC system failure - there is a duplicate system on standby to take over. All air is circulated and filtered every 90 seconds to remove dust and contaminants.
  • Redundant cabling — All cables to servers and routing equipment are securely tied down and cable racks suspended from the ceiling provide dual routes for all cables.
  • Physical Security — Access to data centers is restricted by two-factor authentication including Biometric hand scanners. Data centers are physically isolated from everyone but level three technicians. Facilities are un-marked and public access is strictly forbidden. All entrances and common areas are monitored 24x7 via closed-circuit cameras.
  • Fire suppression — An advanced fire-suppression system is in place to prevent any fire from spreading - in the unlikely event that one could start.
  • Firewall — A server's firewall is the first line of defense against online attacks, which is why our data centers utilize high end hardware firewalls, and managed monitoring services.

Comprehensive Internal Security Policy and Procedures

ShareVault's commitment to security and reliability does not stop with best-of-breed security technology, but also encompasses best practices for internal policies and procedures, including thorough background checks for all employees, procedures for handling terminated employees, strict policies for managing passwords, and secure procedures for purging customer data when its no longer needed on our servers.

Built for Speed

If you've ever used a virtual data room and been frustrated by slow, clunky software, ShareVault™ will be a refreshing change for you. ShareVault™ is different because it's a state-of-the art web application built from the ground-up for speed.


Regardless of your ShareVault application, high speed is essential. Due diligence time lines are tight and highly-paid consultants, accountants and attorneys need to be able to review documents quickly - you don't want to be paying additional legal, accounting or consulting fees because of a slow data room. Also, in any deal-making scenario, momentum is critical, so you need a data room that can keep pace with the dynamism of your deal.


Our customers' need for speed is addressed by a number of key ShareVault innovations:

  • Fast PDF document viewing — Most other virtual data rooms use proprietary document viewers and are based on obsolete document formats such as TIFF, which is not nearly as efficient as PDF, resulting in frustratingly slow document review. ShareVault uses the de facto standard of PDF and native Adobe Reader®, resulting in the fastest possible document viewing. In addition, ShareVault includes PDF streaming, so even very large documents open instantly. Refer to the ShareVault security and reliability section above to learn how ShareVault delivers best-in-class document security for PDFs.
  • Instant full-text search — Users can quickly identify relevant documents using the instant full-text search. A standard feature for ShareVault, the full-text search capability provides contextual display of the search words for each search result. Many other data rooms do not offer a full-text search capability, and those that do are only indexed once or twice per day, so you have to wait before your documents are searchable. With ShareVault's incremental indexing, documents are instantaneously indexed, so your documents are searchable as soon as they have been published to the ShareVault. ShareVault customers have reported greatly compressed time frames for due-diligence due to the powerful search capabilities.
  • Quick Setup — Only ShareVault is based on the latest multi-tenant data architecture, a modern approach to building web-based applications that allows for much faster setup for each new ShareVault account. Since your data room will be ready more quickly, you can start your deal sooner.
  • Rapid data transfer — ShareVault uses a proprietary encrypted data transfer protocol that assures the fastest possible document upload and download speeds.
  • Fast file publishing — ShareVault's unique web-based file upload tool allows you to populate your ShareVault quickly. Just drag-and-drop multiple files and/or folders, assign tags and permissions, and the high speed file transfer uploads your documents fast and even converts to PDF for up to 300 file types.
  • Batch download — Users who have the right to download files can rapidly select multiple files for download. The files are automatically compressed as a zip archive and downloaded to the user's computer.
  • Snappy application — Traditional web-based applications are slow and clunky. ShareVault is based on the state-of-the-art AJAX (Asynchronous Javascript And XML), providing the responsiveness of installed desktop software in a web-based application.

Consistent Ease-of-use

Regardless of your virtual data room application, ease of use is absolutely essential. Your users simply don't have time to learn a new application. ShareVault is so easy to use that no end user training is required, and there's no documentation to read - everything just makes sense.


ShareVault's intuitive ease of use extends not only to your end users, but also to the tasks associated with configuring and administering your ShareVault. After a brief 40 minute administrator training session with your dedicated ShareVault project manager, you will be able to create and maintain the ShareVault on your own. Remember that this self-service approach does not preclude you from picking up the phone at any time - our "white glove" customer service is available 24/7 to help you and guide you in using ShareVault.


To fully appreciate the ease of use of ShareVault, take a quick video tour.


End User Ease of use — Your end users will be astonished by ShareVault's intuitive and user-friendly features:

  • Web-based solution — ShareVault ShareVault is entirely web-based, with no proprietary software to install. Your documents are securely accessible from any compatible browser: Microsoft Internet Explorer® (PC), Mozilla FireFox® (PC, Mac, Linux, Solaris®) and several other browsers,
  • Visual Browsing — Only ShareVault provides zoomable thumbnails of the first page of each document, allowing users to quickly flip through documents looking at the first page without taking the time to open the documents,
  • Documents viewed as PDFs with Adobe Reader® — Many virtual data rooms use proprietary document viewers to protect documents, but with ShareVault, users use the document viewer that they already know - Adobe Reader® - to review documents with no compromise in security,
  • "One-box search" — Today, all users are familiar with the "One-box" search used by most internet search engines - type your search phrase into a single text box instead of filling-out a search form. Only ShareVault displays search results with a "synopsis" showing the usage of the search terms within the document,
  • Intuitive Q&A Module — Users can easily ask a question about any document, tag or subtag within ShareVault, with email notification when the question is answered,
  • Single sign-on — Each user gets a single sign-on (same user name and password) for all ShareVaults,
  • Works well behind firewalls — ShareVault is accessible from within banks and other locations behind strong firewalls,
  • Customized URL for login page — You login URL is customized based on your project name, i.e. http://projectname.sharevault.net.

Administrator Ease of use — With ShareVault, its easy to administer your own data room:

  • Drag-and-drop file publishing — quickly and easily publish multiple files and/or entire folders to your ShareVault,
  • Email notification — Participants can be notified via email when new files are published to the ShareVault,
  • Automated PDF conversion — Upload your documents in the existing file format, and ShareVault automatically converts to secure PDF: Microsoft Office (Word, Excel, PowerPoint, Project, Visio), OpenOffice, AutoCAD, Image (TIFF, JPG, PNG, etc.)... Over 300 different file formats supported,
  • Flexible file tagging — Your due-diligence list is organized using tags instead of folders, allowing the same document to appear in multiple sections of the due diligence list,
  • Integrated Q&A Moderator Tools — Full-featured Q&A moderator functions provide a centralized place for rapidly responding to end user questions in an organized way,
  • Simple, Straightforward Administrator Pages — Batch import users, drag-and-drop users into groups, point-and-click configuration of security settings, create your own tags, ShareVault makes it easy to setup and configure your ShareVault,
  • Available DVD archive — We can provide an optional DVD snapshot of the contents of your ShareVault and the activity reports, providing a permanent ShareVault archive.

Powerful Activity Reporting

The ability to monitor the activity of your users is perhaps one of the most compelling advantages of a virtual dataroom. In a dealmaking scenario, the intelligence provided by user activity statistics can provide valuable insight into the due diligence process. The key is to be sure that your data room's reporting tools include the flexibility, ease-of-use and functionality that you will need to quickly and easily interpret data room activity. In addition to deal intelligence, activity reporting can provide a valuable audit trail for compliance purposes.


ShareVault provides two flexible and powerful reporting pages that are presented in an easy-to-use web-based spreadsheet. To fully appreciate the capability of these tools you'll want to sign up for a demonstration.


The comprehensive web-based reports are dynamically updated and provide you with powerful, flexible, and easy-to-use functionality:

  • Activity Summary Report – An easy-to-use web-based spreadsheet displays the following information:
    • Number of users invited to the ShareVault,
    • Number of users who have logged-in at least once,
    • Total number of logins,
    • Date & time of last login,
    • Number of accessible files and number of files accessed,
    • Number of accessible pages and number of individual pages actually viewed,
    • Amount of time spent viewing documents*,
    These last four are available separately for each tag. Simple point-and-click tools allow the user to "drill down" into the data, showing the above information on a per-user and/or per-tag basis and/or to limit the report to a specified range of dates / times.
  • Activity List Report – A comprehensive list of each activity for all users in the ShareVault. Recorded events include files published, files viewed, files downloaded, etc.
  • Flexibility – Reports are in a configurable web-based spreadsheet and can be customized for certain groups and/or users and/or based on a specific date range,
  • Reports can be printed or exported as Excel® or HTML – Print the report for distribution or export to Excel® for further analysis,
  • DVD snapshot – The optional DVD snapshot includes the activity reports as part of your permanent ShareVault archive.

24-hour Service & Support

ShareVault is much more than the world's best virtual data room platform, it's our commitment to provide proactive, responsive and knowledgeable service through the full duration of your project.


To support you during the setup, configuration and deployment of your ShareVault, our experts are right by your side, with the know-how and experience to streamline your project. Your ShareVault administrator(s) will receive a comprehensive web-based training. A dedicated project manager will work with you to coordinate your ShareVault rollout. ShareVault administrators can call our 24/7/365 telephone support hotline for assistance.


Once you go "live" with your site, ShareVault end users can count on our 24/7/365 telephone support hotline to resolve any questions or issues. The ShareVault support team is equipped with remote screen sharing software to facilitate the resolution of either technical or training issues.



Document Scanning

ShareVault's growing network of Scanning partners are able to provide secure, rapid-turnaround document scanning capabilities. Project management and coordination of the scanning project is provided by your ShareVault project manager*.

A Partner Near You

With our document scanning partners located in metropolitan areas in North America and Europe (Asia coming soon), most document scanning projects can be handled within a few days. For projects requiring on-site document scanning, we will coordinate with the partner nearest you to quickly setup and operate the document scanning equipment at your facility.

Experience You Can Count On

ShareVault's document scanning partners are experienced in the legal and financial industries - firms you can rely on to handle your sensitive documents with the highest degree of security. Your ShareVault project manager will take care of coordinating the logistics and work flow so you will have a single point of contact throughout the process.

Document Scanning Work Flow

We can work with you to plan a document scanning work flow according to your specific needs. We will contract with our partner closest to you to either setup and operate the document scanning equipment within your facility, or provide a fast-turnaround pickup-and-delivery work flow as described below:

  • Planning and logistics — We work with you to create a document scanning plan that meets your project requirements. This will include a methodology for communicating how you want your scanned documents to be organized in your ShareVault™. Just-in-time planning will be used to minimize the amount of time that the documents are out of your facility. NOTE: On-site document scanning capabilities can be quoted if necessary.
  • Document gathering and pre-preparation — You gather the documents to be scanned, and place them into bankers boxes with slip sheets indicating the appropriate index information.
  • Document pickup — ShareVault's document scanning partner picks up the bankers boxes containing the documents from your facility.
  • Document prep — Documents are sequentially removed from the bankers boxes, removed from folders, un-stapled or removed from paper clips and prepared for scanning. Pages are counted for subsequent reconciliation/verification.
  • Scanning — Documents are scanned with high-throughput digital document scanning equipment, generating a PDF file for each document.
  • Document re-packaging — Documents are carefully returned to your bankers boxes in the same order, in the same folders, using the same placement of staples / paper clips.
  • Document return — ShareVault's document scanning partner returns your bankers boxes to your facility.
  • OCR — The PDF files are processed by high-performance Optical Character Recognition (OCR) software to convert the scanned documents into searchable PDFs (image on text).
  • Custom document naming — Following your instructions, skilled operators apply rules to give appropriate file names to each PDF file.
  • Upload to ShareVault™ — The resulting searchable PDF files are securely transferred to your ShareVault. The tagging of the files (for example, the section of the due diligence list) and the file access permissions will be set based on the instructions on the slip sheets.
  • Quality control — Document naming, tagging, and permissioning are reviewed for accuracy. Page counts are reconciled for verification.
  • Data purged — The files are purged from the document scanner partner's computers.

Optional Services

ShareVault's document scanning partners are able to offer a number of optional value-added services as needed:

  • Bates numbering & stamping — Provides numeric identification for document traceability; each document is stamped with a unique identifier that corresponds to the scanned file,
  • Scanning of oversize documents — Important for applications related to construction, engineering or other technical fields,
  • Binding — After scanning, your documents can be neatly bound according to your requirements,
  • Shredding — Once scanned, some applications require destruction of the original paper documents.

Our 4S Commitment

Speed Security Simplicity Support
Our commitment to speed means that you can be up and running, sharing documents with investors and other parties in a matter of hours, not weeks. Our commitment to security means that you can have the peace of mind that your data is encrypted both in transit and at rest. Our commitment to simplicity means that all the parties can come into ShareVault with no prior experience and click-and-view your materials. Our commitment to support means that you and all your parties can call us whenever you need assistance, 24 hours a day, 7 days a week.


Learn More

"The new features in the latest version of ShareVault simplify and further enhance the ability to structure and customize access to large amounts information within ShareVault to fulfill the needs of various stakeholders."
– Ulrika Wennberg
   COO
   Pergamum AB

"Novalar recently completed an important sell-side M&A deal using ShareVault. The buyer found the ShareVault interface to be very intuitive and easy to learn, navigate and use. This was their first exposure to a virtual data room and they were very impressed with ShareVault's excellent performance. From our standpoint, we didn't encounter a single problem or technical issue with ShareVault. It downloaded documents in seconds and unlike other VDRs, did not require a lot of steps to complete each task. As an administrator, it was very easy to learn and use which simplified the process considerably and made ShareVault a very cost effective solution."
– Derek Kelaita
   Senior Director, Corporate Development
   Novalar Pharmaceuticals

"I have been extremely impressed with ShareVault throughout this whole transaction. Right from the start of the process, ShareVault has been professional, totally supportive and available to our participating international partners to assist in their interaction with the data room. Setting up the data room was straight forward and I would very much advocate any groups I am involved with in the future to work with ShareVault on a similar transaction."
– Dave Pahl
   CEO
   Zork Pty Ltd

"Since the inception of our VDR with ShareVault, our ShareVault account representative has taken the lead to ensure that we are being provided top-level support. I have reached out several times over the past week as we are now utilizing the new Q&A feature to ensure that we have everything configured properly on our end. It's refreshing to witness support post-contract, especially since many account representatives don't even make contact once the paperwork is signed. Also, the support staff has been extremely receptive to our needs in times when we go into "live" status. They have become our first line of defense for my team which is monumental for those of us not working in complex organizations."
– Gregory S. Berkin
   Executive Director of Information Technology
   Regado Biosciences, Inc.

"Sun Microsystems has used ShareVault for due diligence document review on several buy-side M&A transactions. We have demanding requirements for security, speed and ease of use and our deal teams have consistently given ShareVault high marks in each of these areas."
– Brian Moriarty
   VP Business Affairs
   Sun Microsystems, Inc.

"I was pleased by how quickly we were able to set up ShareVault, and securely distribute essential documents to the right members of the geographically-dispersed deal team. We compressed the time typically required for pre-term sheet due diligence by using the ShareVault platform".
– Andy Thorson
   VP Business Development
   Varian Medical Systems