Guide for Handling Encrypted (Password-Protected) Files in the Data Room

This guide outlines best practices for managing the data rooms and explains why encrypted (password-protected) files are not allowed. Encrypted files can restrict access to key functionality and disrupt workflows. The system is designed as a secure environment for managing files but does not support password-protected documents. Below are the impacts, permitted actions, and recommendations for managing such files effectively.

Impacts of Encrypted Files

1. Not Viewable

   • Encrypted files cannot be opened or viewed within the data room interface.

2. Not Downloadable

   • Any user cannot download encrypted files.

3. Will Not Archive

   • Encrypted files are excluded from system-generated archival or backup processes.

Permitted Actions for Encrypted Files

The system allows only the following actions for encrypted (password-protected) files:

1. Delete the File

   • Users can delete the encrypted file from the data room.

2. Replace with an Unencrypted Version

   • Users can upload an unencrypted version of the file to replace the existing encrypted file. This will restore the file's full data room functionality.

Recommended Best Practices

1. Communicate with Users

   • Inform data room users about these limitations and provide a guide for uploading compliant, unencrypted files.

2. Review the Encrypted Files Report

   • Leverage the system-generated report to identify encrypted files within the data room. This report details password-protected files, enabling swift resolution of compliance issues.

Troubleshooting Steps

Issue: Downloading rooms that never complete the process

Steps to Resolve:

1. Verify for Errors

   • Check for incomplete uploads (e.g., missing files resulting in "404 errors") or encrypted files.

2. Delete the File or Entry

   • Remove encrypted files from the data room to avoid workflow disruptions. Ensure any missing files are uploaded correctly.

3. Upload an Unencrypted Version

   • Convert the encrypted file to an unencrypted format and upload it as a replacement for the deleted file.

Conclusion

Adhering to these best practices can help maintain a secure and efficient data room environment free from disruptions caused by encrypted files or missing uploads. Consistently communicating guidelines, monitoring reports, and resolving issues promptly will ensure seamless operations within the data room.