Data rooms are used mostly by biotechnology companies to provide storage space, protect against data breaches, and provide secure data sharing.

Virtual data rooms are frequently used in mergers and acquisitions (M&A) since having your data organized is essential for staying on top of your diligence while sharing important papers.

FirmsData hosts a wide range of biotechnology and pharmaceutical deals, transactions, fundraisings, collaborations, and much more, so data rooms aren't just for M&A.

What is Biotechnology, and why is it Important?

Biotechnology is the technology of biological processes for industrial applications using cutting-edge technology.

FirmsData could get valuable insights into the biotechnology industry by hosting a wide range of deal and transaction activities. 

Biotechnologies are used for a variety of purposes, including improving the environment through renewable energy sources, improving people's lives through drugs and health goods, and treating and preventing diseases.

To put it another way, technology ensures that human needs are satisfied most efficiently and effectively feasible.

Why do Biotech, Pharma, and Healthcare companies want Data Rooms?

The broad scope of biotechnology necessitates the use of more complex technology, particularly in data structure and management. 

While the sciences have generally been slow to adopt new technology for data management, biotech, pharma, and healthcare companies have been among the first to do so, owing to their requirement for technology to work as intended.

Because of FirmsData's extensive expertise working with biotech companies, we've developed unique capabilities.

Protection of Data

Because of its many advantages, data rooms are beneficial to biotechnology companies. The first of these is data security, which is, as previously said, our primary focus at FirmsData.

It is critical to retain anonymity when working with clinical trials to ensure that they are successful. 

Storing trial data in a data room rather than on a computer connected to a local network assures that it will not be harmed in the event of a data breach or other unforeseen events.

SOC 2 Certification, ISO 27001 Certification, SSAE 16 Certification, and Data Center Security are some of the features offered by FirmsData.

Effective File Management

Data rooms make file administration considerably more efficient and structured and easier to use and understand than other tools.

We've seen at FirmsData that using a task management system to assign tasks to users inside the data room promotes ease of use and accessibility for any level of professional, from entry-level to senior.

Data Sharing with Greater Efficiency

Data sharing is also possible without the use of physical data rooms, saving time and money by allowing information to be shared while ensuring that it is only shared with those who need it.

This increases teamwork and allows everyone involved in the process to contribute securely with easy remote access to data and real-time data exchange.

Data rooms reduce the necessity for in-person meetings to communicate information, as well as the variables associated with the mail process.

Keeping track of the Deal

With the usage of a data room, tracking the development of a business or project becomes substantially easier. A single dashboard can be used to track progress and manage the process for all parties involved, regardless of where they are located.

Advanced Analytics

FirmsData provides powerful statistics that track how much time is spent on papers and how many users are reading them, removing any potential communication issues.

This allows for the early detection of faults before they produce severe problems that could cause the project to be delayed by weeks, if not months.

How do Biotech companies make use of Data rooms?

Clinical Trials Data Sharing

Biotech companies use these data rooms for a variety of reasons, but one of the most important is clinical trial data sharing. 

The main issues of organization and confidentiality that arise with voluntary participation and a big number of researchers that are participating and need access to the material are addressed by data rooms.

Biotechnology companies can share and upload large amounts of data via a data room.

They can also keep track of research communications at every level and communicate more efficiently within their team. A query can be simply asked, directed, and addressed promptly if one occurs.

Securely Share the Data

The development of pharmaceutical medications for the treatment of diseases and illnesses is a focus of biotechnology companies, according to our findings at FirmsData.

The vaccine production process and clinical trials were aired to a huge audience during the pandemic, which brought this to the public's notice. This necessitates the identification of adverse effects as well as safety information.

Biotechnology companies have been urged to disclose more specific safety data with their initial presentation of findings as the FDA has tightened approval requirements and regulations. As a result, more documentation is produced, which must be verified by a larger number of persons. 

This paperwork can be shared online with the use of a data room, making the expert and FDA approval process more efficient. Document linking, such as that provided by FirmsData, is helpful in this process since it allows you to link together relevant documents for FDA approval and share them with approved individuals outside of the firm.

Reduced Operating Costs

Biotechnology companies frequently operate on a tight budget; using virtual data rooms instead of actual data rooms decreases operating costs while maintaining the comfort of use and data sharing availability.

FirmsData, for example, charges flat fees rather than charging per page, which benefits biotechnology companies on a tight budget.

Streamlined Acquisition Process

Furthermore, as addressed frequently in the domains of finance and M&A, acquisitions of smaller, privately held biotechnology enterprises that have produced or demonstrated the potential to generate useful pharmaceutical treatments or technologies are frequently made by larger biotechnology firms.

Data rooms with secure communication can speed up the acquisition process, and data sharing in virtual data rooms ensures that both the company being acquired and the company doing the acquisition are fully informed about each other's activities and have all of the necessary information for a smooth transition.

Other Advantages

Raising funds for clinical trials, gaining IP licensing, administering IP licensing, and holding data rooms are some of the other uses of data rooms in biotech companies. 

All of this is made possible through safe data sharing in data rooms, which is facilitated by FirmsData's granular access function, which limits who can read or update a document based on their firm's role.

How to structure a Biotech Dataroom?

While each virtual data room is unique and can be configured according to personal style, there are a few key components that we at FirmsData believe are essential for all biotechnology companies.

Overview of the Company

A corporate overview folder could include information on the company and its focus, as well as facts about the teams, advisory boards, and corporate structure. 

This is a perfect place to collect data about both companies for a smooth transition, as well as who to contact if a situation requiring action arises.

An overview of the Investment

An investment overview folder should contain information on each stage of the due diligence process, and access can be staged such that only individuals who have met the confidentiality requirements for each level have access.

This guarantees information security as well as accessibility.

Business Plan

A folder holding specific information regarding the firm's commercial strategy, such as market research, competitive analysis, and commercial forecasts, could be included. 

This is beneficial on a business level as well as during acquisitions.

Pre-clinical Research

A preclinical program folder should contain information on completed research, current studies, and prospective investigations.

This is one of the most crucial, as it contains the information and data that the firm as a whole is concerned with.

Complete reports of all investigations, as well as any published publications, should be included in the descriptions of each study, together with their timing and status.

Program for Clinical Trials

The clinical program folder goes hand in hand with the preclinical program folder.

This should include a program interview and completed studies, as well as much of the same material as the pre-clinical program folder in terms of descriptions, timing, and status. 

The distinction is that the pre-clinical program folder contains files that have not yet been accepted for clinical trials but are on their way there, whereas the clinical trial folder contains studies that have satisfied those standards and are in the process of being approved.

Regulations are Necessary

At each stage of the clinical study, a regulatory requirements folder should be included for reference.

The investigator's brochure, IND application, a record of any regulatory talks that may have occurred, and an archive of historically relevant regulatory papers should all be included.

This ensures that everyone engaged has access to the regulations that will determine whether or not a study can be used. 

Intellectual Property

Intellectual property rights, including patent estate, awarded patents, pending patents, and any other legal documents should be kept in a separate folder.


A manufacturing folder can be used to store information about the facility, contracts, process and process validation data, policies and procedures, inspection documentation, and certificates. This acts as a form of due diligence, demonstrating the integrity of not only the clinical data obtained but also the firm itself.

FirmsData's virtual data room provides a complete enterprise governance management solution for Biotech firms and organizations of all sizes. Talk to us today!

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