A virtual data room (VDR) is essential for successful crowdfunding campaigns. It serves as a secure platform for sharing sensitive information with potential investors. This blog post highlights practical steps to set up an efficient and secure VDR for your crowdfunding exercise.

Define your VDR objectives

Establish your VDR’s purpose by identifying your fundraising goals, which will guide you in preparing relevant documents and customizing the VDR to suit your specific needs.

Choose a reliable VDR provider

Selecting the right VDR provider ensures the security and accessibility of your sensitive documents. Ruby Datum offers advanced security features, a user-friendly interface, and responsive customer support. With its comprehensive capabilities, Ruby Datum is a recommended choice for your crowdfunding VDR.

Organize your documents

Create a clear and easy-to-navigate structure with categories and subcategories, such as:

  • Company Overview: Background, mission, and value proposition.
  • Management and Team: Organizational chart and key personnel profiles.
  • Financial Information: Financial statements, projections, and budgets.
  • Products and Services: Product details, market analysis, and competition.
  • Legal and Regulatory: Intellectual property, contracts, and licenses.
  • Marketing and Sales: Strategy, forecasts, and testimonials.
  • Crowdfunding: Campaign specifics, milestones, and fund allocation.

Ensure document quality

All documents must be up-to-date, accurate, and professionally prepared. Work with experts like accountants or lawyers as needed to ensure quality. Use charts, graphs, and summaries to make complex information easily digestible.

Manage access and track activity

Set appropriate access levels for users and monitor their activities using audit trails and activity logs. This helps you assess investor interest and proactively address potential concerns.

Maintain and update your VDR

Regularly add the latest information to your VDR and promptly address investor inquiries to demonstrate transparency and responsiveness.

Close and archive your VDR post-campaign

After your crowdfunding campaign ends, securely close the VDR to prevent unauthorized access. Export and archive documents and activity logs for future reference.


A well-structured VDR is crucial for crowdfunding success. By following the steps above and leveraging Ruby Datum’s capabilities, you can create a secure and efficient environment that supports a smooth due diligence process and attracts potential investors. Proper preparation and attention to detail will significantly contribute to your crowdfunding campaign’s success.