Use this checklist to build the room structure
- Use Data Room Builder to create the index and ZIP skeleton.
- Use a VDR when permissions, audit logs and buyer access matter.
- Do not rely on a VDR alone to decide your diligence categories.
- Keep naming and numbering consistent before upload.
What the folder structure does
The folder structure is the information architecture: categories, numbering, naming conventions and request-list mapping.
What the VDR does
The VDR provides access control, security, audit trails, Q&A and document hosting. It does not automatically make a poor index easy to navigate.
Best workflow
Build the index, test it against the request list, export a clean skeleton, then upload to the VDR or cloud storage platform.
Convert this guide into folders
Create the folder structure instead of building it by hand.
Paste the checklist into Excel or start from the sample file, then use Data Room Builder to generate the hierarchy and export a clean ZIP skeleton.
Open the builderFAQs
Does Data Room Builder replace a VDR?
No. It helps create the folder structure and ZIP skeleton. A VDR may still be needed for live buyer access, permissions and audit logs.
Why not build folders directly inside a VDR?
You can, but spreadsheet-first indexing is usually faster, easier to review and easier to standardise before upload.