Box is one of the most recognizable names among virtual data room providers. The data room software accompanies Box’s extensive line of products and services focused on cloud storage and file sharing solutions.
Box was founded in 2005 with the headquarters office in San Francisco, CA. Since its establishment, Box has acquired 14 software industry organizations, including app-building developers, integrated signing instruments, and data migration solutions.
Positioning itself as a highly reliable virtual data room, Box offers value to companies of all sizes, primarily in the finance, government, and healthcare sectors. The company’s user base consists of over 8 million active users from different professional backgrounds.
Box offers practical solutions for anyone from individual users to large enterprises. However, the company’s data room software is suitable mainly for larger-scale organizations due to the ROI ratio.
Year Founded 2005
The virtual data room solution from Box comes from a large family of digital solutions. The platform supports businesses and individual users with broad sets of features. A client company can take advantage of instruments for confidential information protection, document storage, fast file sharing, and business operations control.
Additionally, the Box provider’s service range includes solutions for high-volume data transfers, software consulting for new clients, and website support.
On top of the basic solutions for storing corporate documents, the platform can transform into a complete workspace with the help of other tools from the provider.
The software flexibility and functionality levels, just as the file storage volume and support approaches, depend on the pricing plan selected by the user.
Box customer support availability ranges depending on the customer agreement. There are three levels of user support: Standard, Premier, and Enhanced:
- Standard support is available to all Box users via a ticket system.
- Premier support is available to select Business plan users through phone, chat, and prioritized ticketing. It can assist with issue resolution, setting up the data room, and transferring the files.
- Enhanced support is designed for Enterprise Plus users and grants access to 24/7/365 end-to-end support.
Box Product Details
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Box follows a per-user pricing model with predefined configurations of features across several packages. Users that employ Box platform for business use, particularly as a virtual data room, can select between four subscription options:
- Business. This plan is a great fit for small businesses that require a straightforward solution for short-term projects. The plan has a minimum requirement of three users and allows uploading up to 5 GB of data.
- Business Plus. On top of the previous package capabilities, this plan adds advanced search filters and metadata templates. And the data storage capacity is increased to 15 GB.
- Enterprise. Enterprise plans users take advantage of HIPAA compliance, document watermarking, and configurable password policy enforcement. Additionally, this plan allows stocking up to 50 GB worth of files.
- Enterprise Plus. This is a fully customizable plan for companies that want to add extra functionality to the data room. For example, clients and businesses requiring additional protection levels, such as government institutions or investment banks. The storage capacity of the Enterprise Plus plan is 150 GB.
Each of the above pricing packages comes with a complimentary 14-day trial period that allows new users to experiment with the data room instruments before deciding to proceed with Box.
Box is one of the SaaS virtual data room providers, with the platform available through browsers on Windows and Mac computers.
Some of the data room features and service extensions can also be accessed through the company’s website or mobile applications for devices that operate on Android or iOS.
The virtual data rooms developed by Box can be internally customized with pre-set integrations and custom APIs. The available user interface languages include English, German, Italian, French, Spanish, and Japanese.
Features of Box
Box is the best virtual data room in terms of features’ versatility and flexibility. Well-organized virtual data rooms by Box will support any business with instruments for file storage, collaborating on documents, analyzing data, and making informed decisions.
Below is the summary of Box’s most notable data room features.
Box security features
Box is a secure platform that allows to store critical documents, monitor and control users’ activity, and protect businesses from data leaks and cyberattacks. The Box virtual data room provider company and its data centers are audited according to ISO/IEC 27001, SOC (1, 2, 3), HIPAA, FINRA, FedRAMP, GDPR, and other standards.
Box’s security measures feature tools such as:
- Dynamic watermarking
- 7 layers of data room user roles
- Two-factor authentication
- Single sign-on
- Encrypted document sharing
Box file management features
Box name is widely associated with document storage companies, meaning that its service is strongly focused on helping businesses process large amounts of files, organize documents, and navigate their business processing better.
Since virtual data rooms are often used for due diligence, Box offers several solutions for simplifying this traditionally challenging process. Some of the Box’s data room instruments for business document management include:
- Quick data room browser previews
- Bulk upload
- File-level access configuration
- Multi-layered virtual data room folder structuring
Box user management features
Box platform facilitates a secure and, at the same time, convenient deal managing process for its clients. Virtual data room users have a sufficient toolset to track user activity, control who has access to specific files and ensure top security for their clients’ data.
Additionally, Box virtual data rooms are equipped with advanced reporting capabilities, which allow administrators to proactively monitor engagement, improve team performance, and maintain high accountability.
The tools Box data room supplies for user management include:
- Multiple layers of user permissions and roles
- Simultaneous file access for multiple parties
- Workflow automation
- Granular reporting
Box collaboration features
The virtual data room solution by Box combines versatile file-sharing capabilities with numerous features for productive collaboration. The users can easily navigate through complex deals with automated workflows and built-in integrations.
The user-friendly interface and diverse security protocols ensure that the data room is a safe space for storing and sharing company information, editing files in real-time, and addressing the questions and concerns of other users when undergoing due diligence, for example.
Box data room collaboration tool set features:
- Simplified content organization
- Actionable commenting
- Offline contribution
- Interactive digital whiteboarding
Box integration features
Apart from the basic features, Box data room offers integrations with over 1,500 external business tools such as Zoom, Google Drive, Slack, AWS, and more. By connecting with these apps and service providers, Box allows user businesses to equip their work process with large amounts of extra features.
As a result, the virtual data room tool by Box is a transformative solution that can adapt to virtually any project. But it also means that these virtual data rooms might lack distinct focus and expertise in certain areas.
Reasons to choose Box
Accelerated deal cycles
Box data room enables businesses to optimize the deal management process by simplifying contract negotiations, centralizing workflows during large projects, and analyzing company and user insights to build a foundation for more agile decision-making.
In addition to the overall virtual data room organization, each user will benefit from the features such as bulk upload, a faster search process, and enhanced communications.
Box VDR offers a robust solution for storing sensitive data, monitoring all users’ activity inside the deal room, and providing solutions for secure communication. Like many other experienced virtual data room solutions, Box security features include tools that help revoke access to specific items in the data room, contribute to any file in offline mode, and prevent data leaks caused by human error.
Box also presents the same level of security compliance as the best virtual data rooms on the market.
Enhanced user experience
As clear from their website, Box focuses on delivering advanced features with the utmost usability. Even an inexperienced user will find the tool easy to navigate with a user-friendly, intuitive interface.
There are various ways to store company documents in an equipped Box data room. Additionally, the centralized virtual data room is completed with convenient access to outside tools such as Google Drive, Salesforce, and Slack, creating limitless time-preserving opportunities for its users.
Detailed security controls
Box allows businesses to secure and control critical data inside the virtual data room. And the data room security features such as permission-based user roles and file-level access conditions offer an extra layer of protection by letting users establish their preferred safe data handling frameworks.
Frequently asked question
Is Box and Dropbox the same?
No, Box and Dropbox are not the same. While Box is designed more for business, offering features to facilitate teamwork and project management, Dropbox is more geared toward everyday users, providing a simple way to store, sync, and share files.
What is Box and how does it work?
Box is an innovative cloud-based storage and content management platform for securely storing, sharing, and managing sensitive data. With Box, users can access their files on any device.
What is Box used for?
Box data room is used to maintain compliance with data privacy regulations and to protect you from data breaches throughout M&A, due diligence, capital raising, IPO, etc.
Is a Box free?
No, Box is not free. Only the Individual plan (for a single user) with limited functionality is free, which is unsuitable for business teams.
How to start using Box data room
1.Pick the fitting pricing plan
The final cost of the Box platform depends on the number of users, deal duration, and the additional features required for successful project execution. When analyzing the virtual data room pricing plans, it is important to pay attention to data security approaches, volumes of documents, and the tool offers associated with each package.
2.Create folders and upload files
Advanced virtual data room solutions visibly streamline the process of organizing, sharing, and retrieving the necessary documents. Box file managing solutions enable every user to quickly create folders and subfolders, upload files in bulk, and automize the indexing of each data room item. The file uploading can be significantly accelerated with a pre-designed checklist that will feature all the required items, from a business plan to employee contracts and dispute settlement summaries.
Box is data room security features combine sophisticated hardware for storing and transmitting confidential information with software instruments such as document sharing reports, secure communications, and user permissions control. To run their businesses effectively, virtual data room clients must ensure visitors can only access the files they are authorized to interact with. Role-specific privileges and restrictions guarantee document security and allow the deal to go through smoothly.
Finishing up the Box deal room setup process involves sending out the user invitations, ensuring that everyone is comfortable with the tool, and proceeding to business responsibilities with the advantage of data room instruments. To maintain access security throughout the project, the administrator has to create a follow a review schedule to add and remove files, users, and features as needed. And once the deal is processed, Box will assist with archiving the transaction details for future reference.
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