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Top Rated Virtual Data Room Software with Archiving & Retention in 2026

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All user reviews are verified by in-house moderators and provider data by our software research team.  Learn more

Last updated: April 2026

Archiving and retention allow users to securely store and retrieve old documents, manage data storage efficiently, and ensure compliance with legal requirements. This helps maintain data privacy, protection, and accessibility. Our reviewers in virtual data room software rated this feature as highly important.

3 Best Virtual Data Room Software with Archiving & Retention

  • Box
  • Google Workspace
  • OneDrive - Highest rated for archiving & retention

See other top Virtual Data Room products with archiving & retention

How we picked the 3 top rated products

We chose the high-performing solutions on this list based on verified user ratings on our site. Depending on available data, qualifying products either had to be among the most user-reviewed or the most searched-for products in the virtual data room software category. They also needed to have sufficient reviews about archiving & retention, have a minimum user rating of 3 out of 5 for that feature, and show evidence of U.S. market presence. We then added a distinction for the product with the highest rating for archiving & retention based on our proprietary ratings and reviews. Sponsorship or client status has no influence on the selection of these products, but it may impact the order in which products appear.

Details for the 3 best products

Box logo
4.4
(5.6K)
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User insights about the archiving & retention feature

Users find Box's archiving and retention capabilities valuable for maintaining previous versions of documents and ensuring compliance with document retention requirements. They report that Box allows easy storage and retrieval of files, providing peace of mind and stability. Reviewers indicate that the platform helps manage storage space by automatically cleaning unwanted files, though some mention that advanced archiving features require higher subscription tiers. They appreciate the ability to recover and update old information for new projects.
“Archiving helps in keepout older or unimportant files for the team, Retention helps in automatically cleaning unwanted files from org timely based which helps in reducing cost and avail more memory space for future.”
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Praveen A.

SDET

“The ability to recover,adjust,update old information and ad them to new projects ”
Verified reviewer profile picture

Emina ¿.

Cashier

Virtual Data Room key features coverage

Box offers 5 out of the 6 key features for Virtual Data Room software identified by reviewers:

Data Security4.5
Bulk Uploading
Access Controls/Permissions4.5
Document Management4.6
Secure Data Storage4.7
Data Storage Management4.5

Pros and cons based on 5,622 verified reviews

56% of users rated Box 5 out of 5 stars, while 3% gave it 1 or 2 stars. To determine these pros and cons insights we analyzed 5,622 reviews and identified the topics where users expressed positive and negative sentiment.

Pros:

Secure and versatile file sharing

Effective team collaboration tools

Convenient file access

Robust security features

Comprehensive data management

Cons:

Frequent issues and slow updates

Slow file transfer speeds

Restrictive file size limitations

High costs and complexity

Inefficient search functionality

See pros and cons details

Pricing

Starting price:$20 per user/per month|Free version:Not available|Free trial:Available

Prices may vary depending on the number of users and features.

Google Workspace logo
4.7
(17.4K)
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User insights about the archiving & retention feature

Reviewers appreciate Google Workspace's archiving and retention capabilities, noting the ample storage and ease of retrieving accidentally deleted files. They highlight the ability to restore previous versions and the integration with other Google Workspace apps for seamless management. Users report that the automatic retention policies help preserve important data and comply with regulations. However, some reviewers mention that the interface can be clunky and that advanced retention features may require specific configurations or higher subscription tiers.
“For archiving, I believe we all don't need to doubt Google in handling and managing it all, with examples of various Google applications that can remain integrated and neat in sorting our data and/or documents such as Google Drive, photos, spreadsheets, etc. And not only that, but Google Workspace can also perform archiving of users. Then for retention, Google Workspace is very reliable by having a Vault feature which in my opinion, and the team is very high-tech and can be trusted in securing our data, we can still track what is happening, export and search for the company or team data from the application we choose. We can also retrieve valuable information, even from suspended accounts. This is a smart way to gather what the legal team needs and prevent data loss from employee turnover.”
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Deni H.

Freelancer

“Archiving and retention is a useful feature in Google Workspace that allows users to automatically store and manage their emails, chats, and other data for a specific period of time. This can help users comply with various regulations and industry standards, and it can also help organizations manage their data more effectively. Additionally, archiving and retention can be useful for legal and compliance purposes, as it can provide a record of communications and other data that may be needed in the future. Overall, archiving and retention is a valuable feature in Google Workspace that can help organizations manage their data and comply with various regulations and standards.”
Verified reviewer profile picture

Christian J.

Systems Engineer

Virtual Data Room key features coverage

Google Workspace offers 5 out of the 6 key features for Virtual Data Room software identified by reviewers:

Data Security4.6
Bulk Uploading
Access Controls/Permissions4.6
Document Management4.7
Secure Data Storage4.7
Data Storage Management4.7

Pros and cons based on 17,471 verified reviews

75% of users rated Google Workspace 5 out of 5 stars, while 1% gave it 1 or 2 stars. To determine these pros and cons insights we analyzed 17,471 reviews and identified the topics where users expressed positive and negative sentiment.

Pros:

Effective remote teamwork

Enhanced workflow efficiency

Accessible cloud storage

Seamless document sharing

Seamless app integration

Cons:

Dependence on internet

Inconsistent customer support

High costs and limitations

Complex account management

Challenging file management

See pros and cons details

Pricing

Starting price:$7 per user/per month|Free version:Not available|Free trial:Available

Prices may vary depending on the number of users and features.

OneDrive logo
4.5
(12.6K)
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User insights about the archiving & retention feature

Reviewers appreciate OneDrive's archiving and retention capabilities, highlighting the ease of storing and retrieving documents from any device. They say OneDrive provides automatic backups and version history, which helps in recovering accidentally deleted files. Users report that the platform ensures compliance by preserving data for specified periods and offers centralized backup for former employees. However, some reviewers feel that advanced retention policies may require third-party solutions for extended document retention.
“Archiving & Retention in OneDrive ensures compliance by preserving data for specified periods, aiding in legal and regulatory requirements, and preventing accidental deletion. However, it may lack advanced retention policies for complex data manageme”
NH

Nadir H.

District Project Supervisor in Government Administration

“This is a great tool in case a document was removed from the drive. We can keep documents out of the main drive with archiving and access them anytime from the search/filter buttons.”
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Dallas S.

Marketing Agency Partner

Virtual Data Room key features coverage

OneDrive offers 5 out of the 6 key features for Virtual Data Room software identified by reviewers:

Data Security4.9
Bulk Uploading
Access Controls/Permissions4.4
Document Management4.6
Secure Data Storage4.7
Data Storage Management4.4

Pros and cons based on 12,607 verified reviews

60% of users rated OneDrive 5 out of 5 stars, while 2% gave it 1 or 2 stars. To determine these pros and cons insights we analyzed 12,607 reviews and identified the topics where users expressed positive and negative sentiment.

Pros:

Effective team collaboration

Seamless Microsoft integration

Efficient file sharing

Reliable photo storage

Convenient mobile access

Cons:

Slow performance speed

Complicated account access

Inconsistent issue management

Unreliable file synchronization

Problematic file upload

See pros and cons details

Pricing

Starting price:$1.99 flat rate/per month|Free version:Available|Free trial:Available

Prices may vary depending on the number of users and features.

Other Top Rated Virtual Data Room Software with Archiving & Retention in 2026

Google Workspace logo

Collaboration application suite for teams

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Google Workspace is a suite of applications from Google which offers a number of tools to communicate and collaborate with colleagues, store files, and manage data from all devices.

Read more about Google Workspace

Users also considered
OneDrive logo

Secure access, sharing, and file storage solution

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OneDrive is a secure access, sharing, and file storage solution which enables users to store and share photos, videos, documents, and more at anytime, via any device.

Read more about OneDrive

Users also considered
Box logo
Category Leaders

AI-driven content, collaboration and workflow management

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Box is a content cloud and AI-enabled platform that enables businesses to securely manage, collaborate on, and automate workflows for their content. It offers end-to-end data protection, seamless collaboration both internally and externally, and AI-powered features to extract insights from unstructured data and streamline critical business processes.

Read more about Box

Users also considered
PandaDoc logo

Cloud-based tool for creating, editing and signing documents

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PandaDoc® is a centralized hub that helps you organize and share resources, collaborate with buyers and stakeholders, negotiate and complete deals all within personalized deal rooms. Join 50,000+ businesses that automate document workflows, speed up the pipeline, and win more deals!

Read more about PandaDoc

Users also considered
Revver logo

Cloud based, dynamic document-work management system

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Revver automates document-centric work and enables document-work collaboration. It is built for financial service organizations, insurance companies, and back-office departments across many industries, including healthcare, manufacturing, social care, IT, and many others.

Read more about Revver

Users also considered
Ideals Virtual Data Room logo

Secure and effortless document sharing and confidential comm

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Ideals is the highest ranked virtual data room provider for secure, real-time, effortless file sharing in transactions requiring a safe and secure exchange of confidential information such as M&A, fundraising, clinical trials, and IPOs.

Read more about Ideals Virtual Data Room

Users also considered
M-Files logo

Cloud-based document management platform.

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M-Files is a mobile-based and context-first document management system that uses metadata-driven architecture, workflow automation, and AI to improve visibility, compliance, and efficiency.

Read more about M-Files

Users also considered
Clinked logo

White-label Client Portal & Collaboration Software

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Clinked is a cloud-based client portal & collaboration software. Allow clients, internal teams and project groups to efficiently work within branded, secure and intuitive workspaces. Increased brand recognition and productivity of Clinked will drive client retention and setup apart from competition.

Read more about Clinked

Users also considered
FileInvite logo

Streamlining loan document collection for lenders

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FileInvite streamlines document collection with e-signatures, reminders, and integrations ideal for lending and professional services.

Read more about FileInvite

Users also considered
CapLinked logo
Category Leaders

Caplinked Virtual Data Room Better Platform Better Price

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CapLinked Virtual Data Rooms combine ease of use with enterprise-grade security measures, including activity logs, granular permissions, and DRM software.

Read more about CapLinked

Users also considered
Zoho WorkDrive logo

Secure shared workspace & file sharing solution for teams

learn more
Zoho WorkDrive is a cloud-based file storage, sync and collaboration solution for teams which provides a secure shared workspace, Team Folders, real-time notifications, document drafting and publishing, file sharing with configurable access controls, TrueSync, versioning, analytics, and more

Read more about Zoho WorkDrive

Users also considered
LogicalDOC logo

Enterprise document management for SMBs

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LogicalDOC is a document management platform which stores all company documents in a centralized repository and enables teams to create, collaborate on, and manage any number of documents

Read more about LogicalDOC

Users also considered
Kamzan logo

Small, medium and large companies

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The Italian solution for Team collaboration and structured document sharing with Stakeholders.

Read more about Kamzan

Users also considered
FileHold logo

Simple. Flexible. Document Management that Works!

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FileHold’s document review and workflow software is designed for organizations with 10+ users. Includes version control, automated workflows, mobile access, and Microsoft Office integration, making it easy for your team to adopt. Available on-premise or in the cloud, and fully mobile-ready.

Read more about FileHold

Users also considered
idgard logo

Cloud-based collaboration and data security platform

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idgard is a secure cloud collaboration platform offering enterprise-grade data protection and compliance. The platform ensures your sensitive data is protected, even from unauthorized access by employees. The platform provides secure file sharing, virtual data rooms, and integrates with Microsoft Teams and other tools, facilitating project collaboration while maintaining high data security standards.

Read more about idgard

Users also considered
FORDATA VDR logo

Virtual Data Room solution for businesses & advisers.

learn more
Fordata Virtual Data Room is a web-based solution which helps small to large organizations store and transfer confidential data over a secured connection. Key features include access control, file protection, activity monitoring, two-factor authentication, and user behavior analysis.

Read more about FORDATA VDR

Users also considered
HighQ logo

Cloud-based legal case management tool for legal teams.

learn more
HighQ's intelligent solution combines automated workflows, document automation, and secure collaboration to transform the way professionals work and engage with clients and colleagues.

Read more about HighQ

Users also considered
FirmRoom logo

Virtual data room for document management & storage.

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FirmRoom is a secure virtual data room. Features such as drag & drop, bulk upload, & smart search enable seamless collaboration. Additional key features include data analytics, audit trails, customized notifications, & a user activity tracker. FirmRoom is compliant with public company standards.

Read more about FirmRoom

Users also considered
Docsvault logo

On-premise document management for legal & business teams

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Docsvault is an on-premise document management software for law firms and businesses to organize, secure, and manage documents and emails. With workflow automation, OCR, AI-powered data capture, and Office & Outlook integration, it improves productivity while ensuring full control and compliance.

Read more about Docsvault

Users also considered
Onehub logo

Secure enterprise file sharing made easy.

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When privacy and security are most important, Onehub virtual data rooms deliver. Data Rooms are included with every Onehub Business plan subscription.

Read more about Onehub

Users also considered
MyWorkDrive logo

Host your own Cloud File Sharing system with MyWorkDrive

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MyWorkDrive software enables enterprises to provide secure remote access to Windows File Shares without VPN while adding collaboration and security features. Share Files and collaborate with colleagues on file shares from any device safely with built-in DLP protection.

Read more about MyWorkDrive

Users also considered
Drooms logo

Virtual data room software

learn more
Drooms is a virtual data room software designed to enable SMBs to manage the accessibility and exchange of confidential documents securely & efficiently

Read more about Drooms

Users also considered
ContractZen logo

AI-Powered Governance Cloud for Every Company. Everywhere.

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Set up ContractZen's secure VDR with robust access rights management, metadata-driven search, dynamic data room index, audit logs & reporting within seconds. Attain peace of mind with immediate readiness for traditionally tiresome due diligence processes. 30-day free trial, after that $9.80—$49/mo.

Read more about ContractZen

Users also considered
Content Central logo

On-premise & in-cloud document management software

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Eliminate repetitive and tedious processes with Content Central’s powerful workflow engine and integrations, intelligently sort and store your documents, and ensure eSignatures and forms are filed or sent securely and on-time with unmatched automation and compliance tools.

Read more about Content Central

Users also considered
Koofr logo

Secure cloud storage with multiple cloud account connections

learn more
Koofr offers EU-based cloud storage with options to connect personal storage and multiple cloud accounts, including Google Drive, Dropbox, Amazon Cloud Drive and OneDrive.

Read more about Koofr

Users also considered

Key features for Virtual Data Room software

Based on GetApp's analysis of verified user reviews collected between July 2021 and August 2024.

  • Data Security: Reviewers emphasize robust encryption, user access controls, and watermarking to protect sensitive information. Granular permission settings and audit trails enhance document confidentiality and accountability. 99% of reviewers rated this feature as important or highly important.
  • Bulk Uploading: Users value the ability to upload multiple documents simultaneously, saving time and increasing efficiency. This feature is crucial for managing large volumes of documents in virtual data rooms. 92% of reviewers rated this feature as important or highly important.
  • Access Controls/Permissions: Reviewers highlight the importance of granular control over who can view, edit, or share documents. Setting expiration dates for access and customizing permissions for different user roles ensure data confidentiality. 92% of reviewers rated this feature as important or highly important.
  • Document Management: Users appreciate the flexibility to organize, store, and access documents from any device. Features like version control, tagging, and easy collaboration are frequently mentioned as beneficial. 89% of reviewers rated this feature as important or highly important.
  • Secure Data Storage: Reviewers stress the importance of strong security measures such as encryption and two-factor authentication. Secure storage ensures the protection of sensitive client information and compliance with confidentiality requirements. 88% of reviewers rated this feature as important or highly important.
  • Data Storage Management: Users value the ability to efficiently manage large volumes of data. Features like bulk download, content listing, and cloud access facilitate the organization and retrieval of documents. 85% of reviewers rated this feature as important or highly important.