Why hybrid work and virtual data rooms are inseparable

Hybrid work models have become indispensable in the modern workplace. While the transition to remote work had to happen rapidly in March 2020 at the onset of the pandemic, companies now have the opportunity to take their time to modernise their system landscapes and create the ideal environment for secure, location-independent work. Innovative solutions like virtual data rooms form the foundation for secure communication and trusted data exchange – both internally and across organisational boundaries.

The number one communication tool

Email remains the undisputed leader among communication mediums. Every day, information, data, and schedules are exchanged digitally with speed, ease, and at no apparent cost. Especially in remote work settings, colleagues often prefer the quick convenience of email over calling and explaining where a document is stored on the server. However, this can pose significant risks, as an unencrypted email offers no more security than a digital postcard that can be easily intercepted by unauthorised third parties.

For this reason, the transmission of sensitive, personal data via email should always be encrypted to comply with the EU General Data Protection Regulation (GDPR) and prevent unintended data leakage.

The big challenge: exchanging large data

When it comes to sending large files, email inboxes quickly reach their limits. Without suitable, secure solutions for sharing large data, employees often turn to free online tools familiar from personal use.

This creates several challenges:

• Shadow IT: IT departments lose visibility into which programs are used and what files are exchanged.

• Data security risks: Free tools, especially those hosted outside Germany or Europe, often have opaque data protection policies.

• Inefficiency: Multiple storage locations lead to unmanageable data silos and workflows that cost companies valuable time and money.

Businesses, public authorities, and organisations need secure and user-friendly solutions for risk-free file sharing across organisational boundaries. The solution should match the usability of free online tools while addressing the growing demand for security.

Enhanced transparency and traceability with virtual data rooms

A virtual data room is a digital storage space for all types of data. Information stored here can be accessed and edited anytime, anywhere.

Unlike email, data and information can be organised and shared for collaborative work, whether internally with colleagues or externally with service providers, partners, or suppliers. For companies looking to create a hybrid and secure work environment, virtual data rooms are a must.

Access and viewing rights can be precisely defined through permission management, ensuring that companies, departments, or individual employees maintain control over who has access to the data – and who does not.

Another key advantage over traditional email lies in structured document storage. Virtual data rooms eliminate the confusion of multiple document versions (e.g., V1, final, final1) by ensuring that only the latest versions are stored, allowing all parties to access the most current document or project status.

Conclusion: virtual data rooms as the foundation of a modern system landscape

Companies aiming to build a future-proof, modern system landscape for their employees require a tool that facilitates cross-organisational use while ensuring full transparency and secure data access – anytime, anywhere. Secure virtual data rooms support the creation of hybrid work models, enabling efficient and safe remote work without placing undue strain on IT infrastructure.

Digital data rooms offer:

• Encrypted data transfer

• Structured data storage

• Permission management for complete access control

• Prevention of shadow IT