Taking a closer look at Virtual Data Rooms
In September, we launched the first instalment of a two-part feature on Virtual Data Rooms (VDRs), highlighting their growing global adoption, which is increasing at a rate of 13% annually.
This month, we’re diving deeper into the value VDRs bring to businesses, especially within the financial and legal sectors where security and confidentiality are paramount.
We’ll be showcasing client projects to demonstrate how these secure digital platforms streamline document management while ensuring compliance with industry standards.
At HG Technology, our approach to VDR implementation leverages Microsoft SharePoint’s infrastructure, offering robust security and control when sharing documents with external partners.
This setup not only allows for custom branding and self-management but is also available at no extra cost for Office 365 users, helping to keep expenses low while enhancing functionality.
Self-service control
LeBruin, a leading independent corporate finance firm, specialises in securing funding for projects across the Irish and European markets, from small residential developments to major shopping centres and hotels.
Building on our long-term partnership with LeBruin, we implemented a self-service system that empowers investors with seamless access to essential documents while giving LeBruin full control over security and permissions.
For instance, staff can select a file in the internal SharePoint system and share a ‘read-only’ version with investors. This triggers an automatic process that copies the file to the secure external data room. Files can be removed or updated at any time by simply unselecting or overwriting them with a new internal version.
Looking good and doing good
Alpha Real Capital is a London-based asset investment management company specialising in property lending, social real estate, and long-income strategies. With investments spanning the UK and Europe, the firm offers innovative, market-leading solutions across a range of real asset classes.
Given the scale of the business, Alpha Real Capital needed multiple data rooms with dedicated folder structures to securely facilitate communication with investors and lenders. Maintaining consistent, on-brand communication was also important, ensuring a professional and cohesive experience for all external parties.
To address these needs, HG Technology developed a bespoke app that allows approved internal users to manage data rooms securely. In addition to full automation, an extra layer of security was implemented: each user must first be approved by a member of the Alpha Real team before gaining access.
This automated system streamlines processes by sending personalised email invitations, complete with a link to the fully branded data room. Permissions for each user are automatically configured through Microsoft’s Power Automate, ensuring seamless yet secure access.
Self-management at its best
Hibernia is a prominent Dublin-based property developer known for creating innovative and sustainable workplaces in the city centre.
To enhance operational efficiency and streamline processes, this ESG-focused company partnered with HG Technology to establish a dedicated data room for each of its 32 properties. A key requirement was to ensure that individual building managers, who are based on-site, have simultaneous access to relevant property files alongside Hibernia employees.
Utilising the SharePoint platform, we successfully implemented an internally managed system with robust external security and sharing functionalities.
The autonomy of being fully automated
Life Science REIT plc is the first UK-listed REIT exclusively focused on investing in properties leased to tenants in the life sciences sector. Managed by Ironstone Asset Management, the company oversees a substantial portfolio, necessitating faster and more efficient reporting processes for its external property agents.
To meet this need, we implemented a dedicated data room designed primarily for hosting Excel spreadsheets. Each property agent inputs their data into a shared spreadsheet, and Power Automate seamlessly transfers this information into Life Science REIT’s internal Excel system for streamlined reporting.
This solution has significantly reduced time spent on manual data management, enabling agents to work independently while maintaining full synchronisation with the company’s internal systems.
At HG Technology, we anticipate a continued rise in demand for Virtual Data Rooms as businesses place greater emphasis on security, data protection, and regulatory compliance. If your organisation is interested in exploring how our tailored VDR solutions can enhance your operations, we’d be happy to discuss how we can help. Feel free to reach out to us for more information.
