ai in data rooms

How AI Increases the Data Room Power

Aug 31, 2021

Artificial intelligence is an integral part of the modern information technology industry. Some historians argue that this mechanism influenced the course of World War II. Namely, the Turing Bombe machine decoded Enigma, which ended the war sooner.

AI is at the heart of many technologies, and it simplifies their use. Virtual data rooms are no exception.

What is AI?

Artificial intelligence is a set of features that implements human-like intelligence into a machine. As a result, modern computers can learn, understand and act at the user level.

Although not everyone may be able to define AI or determine its use, there’s no doubt that it’s part of our daily lives:

  • Search engines. They offer relevant and accurate search results to internet users. It’s no coincidence that search engines can suggest the most relevant information based on previous queries. That is one instance where AI’s “learning” capabilities are evident.
  • Machine translation. This technology is so advanced that translation applications can distinguish between contexts. Engines interpret content using an artificial neural network. Thus, the translator does not work as a dictionary but as a person. Of note is the ability of AI-powered programs to create subtitles automatically.
  • Smartphones. Facial and voice recognition, augmented reality, emojis, and other technologies are also artificial intelligence. If any of these functions are available on a smartphone, then it is AI-based. More and more manufacturers are making devices this way to improve the user experience.
  • Online security. AI-based security tools recognize and report threats. A human being simply isn’t capable of efficiently monitoring such a large amount of data, so they wouldn’t be able to flesh out threats. A survey showed that 75% of IT managers worldwide confirm the use of AI for security purposes, approve of its use, and agree that it’s effective.

How can AI be used in data rooms?

Virtual data rooms typically provide software for protecting and monitoring teams, transactions, and workflows in general. Are data rooms AI different? Yes, these products feature automated mechanisms:

  • Sorting files. The program groups files and folders according to the specified parameters.

  • Bulk uploading. Artificial intelligence technology automatically determines the order of storage files. It then arranges the documents in chronological order.

  • Data tracking. The data room allows users to maintain control not only in virtual workspaces but also outside. The shared file remains under the scrutiny of a sender.

  • Instant access restriction. After closing a deal, data becomes inaccessible to third parties once a user clicks the Deny Access button.

  • Search. Users can find a document on the platform by searching for a phrase or keyword, that is, there is no need to remember the file name.

  • Analytics and prediction. Built-in AI engines analyze and process data to generate reports. They provide teams with valuable insight into market preferences and channels.

Benefits of using AI in data rooms

In addition to the benefits of the above options, data rooms AI advantages also include:

Impartial business decision making

Artificial intelligence in data rooms analyzes trends, identifies inaccuracies, and ensures information consistency. As a result, teams receive accurate data that is the basis for informed decisions.

This benefit is valuable in maintaining the efficiency of the organization. After all, the program creates logic-based analytics, uninfluenced by personal beliefs and goals.

A massive saving of employee resources

Working with documents involves constant repetitive actions. It is time-consuming and tiring. AI handles such tasks well and with greater precision than humans. Consequently, they perform tasks autonomously in the virtual data rooms.

Preventing human errors

Although machines sometimes make mistakes (though usually due to programming errors), humans are more apt to err. Since AI is an advanced and well-thought-out engine, it carries far fewer risks. The system prevents errors, detects threats in virtual workspaces, and “understands” data processing principles.

AI-based solutions are the best choice for industries where mistakes are unforgivable.

The main AI-powered data room providers

The following providers offer services with the features and benefits mentioned above. Here are some of the specific uses of each:


  • generates reports on participation, priorities, and status of bidders
  • notifies about unengaged bidders
  • calculates the engagement rate, suggesting further actions

Julian Garratt, director of American financial services company Perella Weinberg Partners, says:

“The Ansarada AI Bidder Engagement score that I have seen in transaction processes I have been involved in has actually been very effective in predicting who the future successful party in the process will be. It has had an almost 100% hit rate.”


  • using Smart Review, it identifies files that contain issues and require review
  • through Smart Summaries, it offers users valuable insights from all relevant data to optimize due diligence
  • keeps any amount of data in order with Smart Index


  • automatically sorts the data room content by the appropriate index
  • uploads documents without slowdowns using the drag and drop tool
  • names files according to the user-selected system