How much does it cost to use a data room for secure document storage?

When it comes to secure document storage, using a data room is an excellent option for businesses and organizations. A data room provides a secure, online platform where sensitive documents can be stored, accessed, and shared with authorized parties. However, many people are curious about the cost of using a data room for secure document storage. In this article, we’ll provide you with an overview of the factors that influence the cost and give some examples to help you understand the expense better.

Factors Affecting the Cost of Data Room Usage

  1. Number of Users: The number of users who will need access to the data room is a significant factor in determining the cost. More users mean higher costs due to additional licensing fees and infrastructure requirements.
  2. Storage Capacity: The amount of data you need to store also impacts the cost. Data rooms typically charge based on the amount of storage used, so larger data sets will result in higher expenses.
  3. Features and Services: Different data room providers offer various features and services, which can influence the cost. These may include advanced security features, document watermarking, or audit trails, among others.
  4. Duration of Use: The length of time you’ll need to use the data room also plays a role in the overall cost. Longer engagements often result in discounted pricing, while shorter periods may come with higher per-day or per-month fees.

Example Scenarios and Cost Implications

Let’s consider two hypothetical scenarios to help illustrate how these factors can affect the cost of using a data room for secure document storage:

**Scenario 1:**

A small law firm with five attorneys needs to store and share client documents during a merger and acquisition deal. They require 50 GB of storage, and all five attorneys will need access. The data room provider they choose offers discounted pricing for six-month engagements.

Cost Implication: In this case, the total cost could be around $12,000 to $15,000 for the six-month period, depending on the specific pricing structure of the chosen data room provider.

**Scenario 2:**

A large corporation with 1,000 employees needs a data room to manage its sensitive documents and collaborate internally on projects. They require multiple terabytes of storage and plan to use the service long-term.

Cost Implication: The cost in this scenario could range from $50,000 to $200,000 or more annually, depending on the specific features, services, and pricing structure of the chosen data room provider.


The cost of using a data room for secure document storage varies based on several factors, including the number of users, storage capacity, features and services, and duration of use. By understanding these factors and considering your organization’s specific needs, you can make an informed decision about which data room provider is right for you and what to expect in terms of cost. Remember that investing in a secure data room solution can provide significant benefits, including improved document collaboration, enhanced security, and increased organizational efficiency.