Box virtual data room software:
the complete guide

Box stands out among other virtual data room providers by offering highly effective solutions to streamline the deal management process. Its platform simplifies complex workflows by providing easy document management capabilities, allowing businesses to securely organize, store, share, and collaborate on critical files. With a focus on security and compliance, Box ensures that sensitive information is protected while enabling effective communication and collaboration across teams and external partners.

Security features

Box data room ensures top-tier security with robust controls, customer-managed encryption keys, granular user permissions, and real-time threat detection. The provider also supports compliance with global regulations, including FINRA, HIPAA, and GDPR.

According to reviews, users appreciate Box as a reliable and secure cloud backup solution. They highlight its advanced access controls, two-factor authentication, and encryption, effectively protecting data.

Some key robust security features the Box platform offers include the following:

• Core security. Box virtual data room employs a zero-trust architecture, ensuring secure collaboration through single sign-on and multi-factor authentication. All files at rest and in transit are encrypted using AES 256-bit encryption.
• Box Shield. This advanced security feature utilizes classification-based controls to prevent data loss automatically. It uses AI-powered, context-aware alerts to detect potential data theft and malicious content.
• Box Zones. The provider supports data residency requirements by allowing organizations to store encrypted-at-rest content in their preferred regions. This feature helps manage regional and country-specific data privacy concerns.
• Box KeySafe. With Box KeySafe, organizations maintain complete, independent control over their encryption keys, strengthening security without the operational overhead of managing on-premises hardware.
• IT and admin console. The admin console provides full visibility and control, allowing administrators to manage access and security settings effectively across the organization.
• Digital watermarking. Box enables digital watermarking to help track the source of content and prevent unauthorized distribution. It adds another security layer to protect confidential data.

Pricing

User reviews indicate mixed opinions on Box’s pricing. Many appreciate its value for money, citing generous file storage, a user-friendly interface, and integrations. However, some find the cost high, particularly for smaller teams or individual users. So, although Box virtual data room offers advanced features, prospective users should evaluate their needs and budget to determine if it is the right investment.

Box pricing plans for businesses include the following:

Each plan includes the following basic features:

• Granular access controls and sharing permissions
• Integrations with Microsoft 365, Google Workspace, and Slack
• Secure desktop and mobile access
• Strong data encryption
• Two-factor authentication
• User management and administrative controls
• Data loss protection
• Advanced reporting
• Single sign-on
• Custom branding options
• Mobile security features
• Standard business support 
  

Note: Box Governance, Box Zones, Box Keysafe, and Box Shield tools may require additional payment.

Unique features

The following tools and capabilities set Box data room apart from other solutions and make it an effective platform for secure collaboration and content management:

• File preview. Box allows users to preview over 120 file types within the browser, eliminating the need for third-party applications and enabling collaboration across a wide range of content formats.
• Content access control. Users can choose from seven granular user permissions to control who can view, edit, download, or comment on content. In addition, they can restrict downloads and turn off commenting to protect sensitive information.
• Integrations. Box supports over 1,400 integrations with popular applications like Salesforce and Office 365, connecting your deal room with other essential business tools and streamlining workflows.
• Box Relay for workflow automation. Box Relay enables users to kickstart workflows with pre-built departmental templates or quickly create customized workflows using a simple, no-code builder. This feature helps automate repetitive tasks and increase productivity.
• Unlimited sign requests. The provider offers an integrated e-signature solution within the Box Content Cloud. With unlimited sign requests included, Box users can securely request, sign, and manage documents without add-on expenses.

Customer support

Box’s support gets mixed reviews. Some find the team responsive, but other users feel solutions take too long. Moreover, user reviews show that while higher-tier options provide faster responses and improved service, basic support covers only essential needs.

Box data room provides the following levels of customer support:

• Standard support. This option is available to all customers at no additional cost and includes ticket submission and access to general and specialized support during local business hours.
• Premier support. Designed for businesses that need more hands-on assistance, this plan includes shared HelpDesk setup, live chat, phone support, and prioritized ticket responses.
• Enhanced support. The packet is available with Box Enterprise Plus and provides 24/7/365 assistance, multi-channel agent access, and faster ticket prioritization. Thus, users get uninterrupted support for critical operations.

Document management

The platform as a centralized virtual data room solution handles large volumes of data, offering intuitive tools to easily organize, search, and access documents. Key features include the following:

• Intelligent content management. The platform uses AI-driven tools to streamline the organization and lifecycle management of critical documents. This feature ensures that content is easily searchable and accessible, all while supporting regulatory compliance and governance efforts.
• Unlimited storage. Box data room offers a secure repository with unlimited storage capacity. Here, all types of content are effectively stored and protected. Additionally, AI-powered alerts improve security by identifying potential data theft or malicious activity.
• AI-powered search and organization. Box enables users to identify and extract relevant metadata swiftly, improving the search and retrieval of files. This feature also offers customizable views for metadata, allowing users to organize and manage content according to their needs without requiring coding skills.
• Simplified governance and retention. Box data room supports flexible retention schedules and helps ensure that long-term content storage meets compliance requirements. It also simplifies managing content disposition, allowing organizations to automate and securely manage the entire content lifecycle.
• Regulatory compliance support. Box stays aligned with evolving regulatory and privacy standards, supporting various industry-specific requirements, including GDPR, GxP Validation, ITAR, PCI DSS, HIPAA, ISMAP, and FedRAMP. Thus, document management remains compliant with relevant regulations.

Pros and cons

Box virtual data room holds a rating of 4.4 out of 5 based on 5,572 reviews on Capterra and 4.2 out of 5 based on 4,974 reviews on G2. These ratings indicate that although the platform is widely recognized for its efficiency and security in content management, user experiences vary depending on specific use cases and expectations.

On the downside, Box has a basic design that makes it limited in how it can be used. It has been deemed not so effective as a data room for due diligence, but as a cheap data room provider that helps to provide seamless collaboration between teams.

Clientele and case studies

Here, you can check the key industries Box data room serves and how the platform assists clients in meeting their needs and overcoming challenges.

Major clients

Technology: Broadcom, Intuit, ChargePoint, Flex

Healthcare: Pacific Dental Services, Muckamore Abbey Hospital Public Inquiry

Life sciences: Exact Sciences, IDEXX, AstraZeneca, MED-EL, Polpharma Biologics

Financial services: USAA, Hilco, Morgan Stanley, FAEF

Energy: World Kinect, SMEG, Vestas, Vistra

Nonprofit: Higher Purpose, Angels Foster, Justice At Last, The International Rescue Committee

Case studies

1. Technology: ChargePoint’s efficient scaling with Box virtual data room

Problem. ChargePoint needed a secure, compliant solution to scale faster than its competitors as the EV market grew. Legacy systems and shadow IT couldn’t support the expanding business, making managing processes across offices and external partners hard.

Solution. ChargePoint centralized operations on Box, using it for collaboration with manufacturers, vendors, and regulators. Integrations with Salesforce support the sales process. The legal team manages contracts within Box.

Outcome. Box data room has helped ChargePoint speed up time to market, improve productivity, and strengthen cross-team collaboration. Sales and contract cycles are faster, risks are lower, and costs have been reduced by replacing outdated systems with Box.

2. Healthcare: The International Rescue Committee improved agility with Box virtual data room

Problem. The IRC’s large network of staff, volunteers, and partners struggled with operational inefficiencies, with employees unable to easily find information on the intranet and facing challenges when collaborating with on-the-ground partners.

Solution. By adopting Box data room, the IRC streamlined its intranet, giving employees immediate access to essential information at any location. The software facilitated easier collaboration among teams and external partners. Box Shield, in turn, ensured the security of sensitive data.

Outcome. The IRC gained greater agility in responding to humanitarian crises, with employees able to collaborate effectively and protect sensitive data, reducing the risk of breaches that could undermine their mission.