The Top 10 Virtual Data Room Features You Need in 2025
As business transactions continue to accelerate in complexity and speed, the importance of Virtual Data Rooms (VDRs) has never been greater. Whether for mergers and acquisitions, fundraising, audits, or compliance processes, companies need tools that go beyond simple file storage. In 2025, the best data rooms aren’t just secure vaults — they’re intelligent platforms that combine security, usability, collaboration, and analytics.
Here are the 10 essential features every Virtual Data Room should offer in 2025, with a spotlight on how Peony is redefining what modern data rooms can achieve.
1. Effortless Setup & User Experience
A great VDR should take minutes, not days, to set up. Complex interfaces frustrate both administrators and external reviewers. Peony excels here: its drag-and-drop simplicity, intuitive navigation, and clean design make creating a polished, branded data room effortless.
Why it matters: In fast-moving deals, first impressions count. A well-structured, easy-to-use data room sets the tone for professionalism and efficiency.
2. Granular Access Controls
Not everyone should see everything. The best VDRs allow administrators to set permissions at a document, folder, and user level. With Peony, you can assign roles (view-only, no-download, no-print, editor, etc.) and adjust permissions instantly.
Why it matters: This ensures sensitive documents — like financial forecasts or legal contracts — are only visible to those who need them.
3. Leak protection
Document leaks are a nightmare scenario. Leading platforms like Peony protect against this with dynamic watermarks (personalized with user name, email, and timestamp) and the ability to set time-limited access links.
Why it matters: These features discourage unauthorized sharing and give you control even after files are distributed.
4. Two-Factor Authentication (2FA)
In 2025, password protection alone isn’t enough. VDRs should support two-factor authentication (via email, SMS, or authenticator apps). Peony makes this simple to enable, ensuring that only verified users get in.
Why it matters: Cybersecurity threats are evolving — 2FA adds a crucial layer of defense.
5. Real-Time Engagement Analytics
One of the most valuable evolutions in data rooms is analytics. Peony goes beyond basic access logs by offering page-by-page engagement tracking — showing which sections of a pitch deck, contract, or report are being reviewed most.
Why it matters: This insight tells you what investors, buyers, or auditors care about, guiding follow-up conversations and negotiations.
6. Integrated eSignature Workflows
Time is wasted when documents have to leave the VDR for signatures. With Peony, eSignatures are built in, allowing NDAs, contracts, and agreements to be signed securely inside the platform.
Why it matters: Keeps the workflow streamlined, secure, and auditable.
7. AI-Powered Search & Organization
In 2025, AI is no longer a “nice-to-have” — it’s essential. Peony uses AI-driven indexing and search to automatically organize files, rename documents consistently, and even let users search in natural language (e.g., “show me all supplier contracts signed in 2022”).
Why it matters: Saves hours of manual effort and ensures nothing gets overlooked.
8. Branded Experience
A data room isn’t just functional — it’s a representation of your business. Peony allows custom branding with your logo, colors, and even custom domains.
Why it matters: Creates a professional, cohesive experience that builds trust with stakeholders.
9. Security & Compliance Certifications
In 2025, compliance is non-negotiable. Any VDR should meet standards like SOC 2, ISO 27001, and GDPR compliance. Peony operates with these standards in mind, while also offering tools like audit logs, IP restrictions, and session monitoring.
Why it matters: These certifications prove the platform meets the highest standards of data protection.
Why Peony Stands Out in 2025
While many platforms check some of the boxes above, Peony combines all 10 into one seamless experience. It’s designed for teams who need both bank-level security and consumer-grade usability.
Setup takes minutes, not hours.
Branding and presentation are first-class.
AI removes the grunt work of organizing files.
Analytics and engagement tracking give you actionable insights.
And everything is built with security and compliance at its core.
For companies preparing for fundraising, M&A, due diligence, or audits in 2025, Peony offers the clearest example of how modern data rooms should work: secure, intelligent, and effortless to use.
Final Thoughts
Virtual Data Rooms have evolved far beyond simple file storage. In 2025, the right VDR should act as both a secure vault and a smart deal-making assistant. From access controls and watermarks to AI-powered search and real-time analytics, these features are no longer optional — they’re essential.
Peony demonstrates how all of these capabilities can come together in a way that feels natural, intuitive, and future-ready. If your business is preparing for a transaction, investing in the right data room isn’t just about security — it’s about creating a smoother, smarter path to closing the deal.
