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A lightweight due-diligence room structure for smaller transactions

Created
By Dossira
Deal Rooms Due diligence Transaction operations

Use this structure as an operating example for a smaller professional transaction. It is not a universal due-diligence checklist, a substitute for transaction advice or a statement about which documents must be disclosed.

The parties’ advisers should determine the scope, categories, access and retention required for the specific transaction. Dossira Deal Room can organise prepared files and provide registered-member or controlled external-recipient access; it does not currently reproduce the workflow and assurance model of an enterprise VDR.

Start with the transaction overview

Define the room before adding documents. Record the following in the organisation’s established transaction process:

  • the transaction or project name;
  • the purpose and current stage of the review;
  • the authorised room operator;
  • the intended registered members and external recipients;
  • the approved disclosure scope; and
  • the advisers responsible for legal, financial, tax, employment and other specialist questions.

Keep the room name and file metadata concise. Filenames and folder metadata sit outside Dossira’s optional file-payload encryption boundary, so avoid unnecessary confidential or personal detail in them.

Suggested Deal Room structure

This is a folder convention, not a built-in template or permission model. Use only the categories relevant to the transaction, and let the responsible advisers decide whether a document belongs in the room.

00 Transaction overview

Use this folder for a short prepared orientation document when the parties have approved one. It might identify the transaction context, the date of the current material and the external process for submitting questions.

Do not describe this as a system-generated disclosure index. Dossira does not currently create or maintain a complete disclosure index for the room.

01 Corporate documents

Use this category for prepared company and ownership material that the advisers have identified as relevant, such as constitutional documents, corporate structure information or selected ownership records.

The category name does not determine completeness. Keep the authoritative company record in the system approved for that purpose, and do not imply that presence in the folder constitutes legal verification.

02 Financial information

Use this category for the approved financial material within scope, such as prepared accounts, management reporting or supporting schedules.

Agree the relevant periods, status and intended audience before upload. Give revised files clear names because Dossira does not yet provide a complete customer-facing version-history interface or an authoritative-version state.

03 Commercial material

Use this category for selected customer, supplier, revenue, operational or market material that belongs in the agreed review scope.

Commercial sensitivity may differ between recipients. Granular folder permissions and transaction participant groups are not implemented for registered members. Where an external recipient should receive only a subset, create a separate deliberate share containing that subset and use confirmed-email access when it should be tied to a named address.

Use this category for prepared contracts, licences, disputes or other legal material only as directed by the transaction’s advisers.

Consider privilege, confidentiality, personal data and disclosure restrictions before adding a file. Dossira does not decide whether a document should be disclosed and does not turn an uploaded file into a legal conclusion or verified disclosure.

05 People and HR material, where appropriate

Include employment or people material only when it is necessary for the transaction and approved by the responsible advisers and data owners. Minimise personal data, redact where appropriate under the organisation’s process and avoid exposing sensitive details through filenames.

Do not treat this category as a fourth Dossira product or a general HR room. It is an optional document category inside one Deal Room for a specific transaction.

Questions and updates

Dossira does not currently provide customer-facing Q&A, comments, acknowledgements, approvals or decision records. Keep the question log, ownership, response approval and formal disclosure record in the organisation’s established transaction system.

When an answer results in revised or additional material:

  1. Have the responsible adviser or owner approve the material through the established process.
  2. Upload the prepared file with a clear name and date or version identifier.
  3. Place it in the relevant category rather than an assumed Q&A workflow.
  4. Notify the intended recipients through the organisation’s normal communication channel; automatic change notifications are not implemented.
  5. Revoke and reissue a share if its recipient or scope must change.

Revocation prevents future access through the affected share. It cannot retrieve a file already downloaded or copied.

Participant access

Use registered organisation members when a participant needs persistent member access and supported file operations. Use a deliberate external share when a recipient should receive selected prepared files.

Confirmed-email recipients use PIN verification tied to the named address. An explicitly created anyone-with-link share is broader and should be used only when that access model is appropriate. Add an expiry when access should be time-limited.

Adviser, bidder, buyer, seller and counterparty roles or groups are not implemented as Deal Room permissions. Watermarking, NDA gating and a complete customer-facing download ledger are also not available in the current private preview.

Closing and available-file download

Dossira does not currently provide a room-closing state, read-only sealed state or complete transaction-record export. Close the formal transaction record in the system and procedure approved by the organisation and its advisers.

Before the room leaves active use:

  • confirm which available files the organisation must retain;
  • download those files and preserve the approved disclosure index elsewhere;
  • retain the question log, responses, approvals and closing record in the established transaction system;
  • expire or revoke external shares that should no longer provide future access; and
  • record any continuing confidentiality, retention or deletion obligations outside Dossira.

This operating step does not create an export of participant activity, download history, questions, decisions or the complete disclosure record. It also does not establish that previously downloaded copies have been deleted.

Explore the Deal Room

Explore the Deal Room to review the current transaction workflow, access model and private-preview boundaries before requesting early access.