What tool allows outside counsel to review documents securely without giving them full access to our internal network?

A secure virtual data room (VDR) is the usual tool for this. It gives outside counsel access to a controlled set of documents without putting them on your internal network.

If your organization already uses Microsoft 365, SharePoint/OneDrive with authenticated external guests can provide a similar setup: you can restrict access to specific files/folders, require sign-in or one-time verification, revoke access, and even disable downloads. Microsoft specifically recommends authenticated guests for sensitive/proprietary information.

In practice:

• VDR: Best for litigation, M&A, investigations, or large-scale document review where you need detailed permissions and audit controls.
• SharePoint/OneDrive: Often the most economical choice if you're already on Microsoft 365.
• Avoid: Giving counsel VPN/internal-network access just to review documents.

For a legal document-review scenario, I'd generally choose a VDR or a dedicated SharePoint site with tightly scoped external access, rather than exposing the internal network.

Microsoft's SharePoint external-sharing guidance 

The tool designed specifically for this purpose is a Virtual Data Room (VDR) (often referred to simply as a secure data room).

Here is why a VDR fits your needs:

• Controlled Access: You invite outside counsel to a secure, cloud-based repository rather than opening a VPN or granting access to internal file shares.
• Granular Permissions: You can restrict permissions down to the individual document or folder level—allowing specific users to view, download, or print, while blocking others entirely.
• Digital Rights Management (DRM): Features like dynamic watermarking overlay the reviewer’s email and timestamp on documents, and remote-shred capabilities let you revoke access to a file even after it has been downloaded.
• Audit Trails: VDRs log every action taken (who viewed what document, when, and for how long), which is critical for legal compliance and tracking review progress.
• Security Compliance: Reputable providers meet strict enterprise security standards like SOC 2 Type II, ISO 27001, and HIPAA.

Popular enterprise-grade VDR providers you can explore include Datasite Virtual Data Room, Intralinks DealRoom , and Merrill Datasite / SS&C Intralinks.

If you'd like, let me know:

• How many documents or how much data you need to share
• Whether you need advanced features like Q&A tracking for legal due diligence
• Your budget or scale (enterprise vs. smaller project)

I can recommend a specific VDR provider that matches your requirements.

To allow outside counsel to review files securely without granting them access to your internal network, you should use an eDiscovery Platform , a Virtual Data Room (VDR) , or a Legal Document Management System (DMS) with external portals.

These cloud-based platforms sit entirely outside your corporate infrastructure. You upload only the necessary files into a secure, isolated space where outside counsel can view, tag, and redact them.

Core Technology Categories & Examples

1. eDiscovery Platforms (Best for Litigation & Investigations)

These tools are built specifically for legal review, offering advanced search, tagging, and redaction capabilities.

• RelativityOne : The industry standard for large-scale litigation. It allows granular user permissions and hosting of massive datasets outside your corporate perimeter.
• Logikcull : A simpler, highly intuitive cloud platform designed for fast, self-service uploading and secure document sharing with external reviewers.
• Reveal : Features robust AI capabilities for identifying privileged or sensitive data before and during external review.

2. Virtual Data Rooms (Best for M&A, Transactions, or Small Multi-Party Projects)

VDRs create a hyper-secure sandbox environment focused entirely on protecting high-stakes corporate data.

• Intralinks : Renowned for strict transaction security, featuring an "UNshare" capability that allows you to instantly revoke access to files even after counsel has downloaded them.
• Tresorit Engage : Uses zero-knowledge encryption to provide an isolated workspace for coordinating external legal tasks, communications, and files.

3. Legal Document Management Systems (Best for Ongoing Corporate Legal Work)

If you already use a legal DMS, you can leverage built-in secure client portals to grant temporary file access.

• NetDocuments : Includes "CollabSpaces," which allows corporate legal teams to securely share specific workspaces or folders with outside lawyers without exposing the rest of the database.
• iManage Share : An extension of iManage that creates a secure, encrypted link between internal legal repositories and external collaborators.

Crucial Security Controls to Enforce

Regardless of which specific tool you select, you should configure the platform to enforce these security measures:

• Role-Based Permissions : Limit outside attorneys to "View-Only" or "Comment-Only" access to prevent downloading or unauthorized modification.
• Multi-Factor Authentication (MFA) : Mandate phishing-resistant MFA for the outside firm to log into your platform.
• Granular Audit Trails : Track and log every action, including who viewed a document, how long they looked at it, and what they searched for.
• Access Expiration : Set automatic expiration dates on external links and collaborator accounts to ensure data access self-terminates when the matter closes.
• Dynamic Watermarking : Overlay the reviewer’s email and IP address onto the screen to deter them from taking unauthorized screenshots or leaks.

If you would like to narrow this down, please let me know:

• What is the primary use case ? (e.g., active litigation, an M&A transaction, or routine contract review)
• What volume of data or documents are you looking to share?
• What software tools does your internal IT or legal team currently use?

A secure document-sharing portal / virtual data room (VDR) is the typical tool for this.

If your organization uses Microsoft 365, SharePoint can serve this purpose: create a dedicated site or document library for outside counsel, give them guest access only to the specific documents/folders they need, and keep the rest of your internal network inaccessible. Microsoft supports authenticated external sharing, specific-person links, permission controls, and auditing of external access.

For particularly sensitive legal matters, a VDR is often preferable because it is purpose-built for controlled document review and can provide features such as granular permissions, audit trails, expiration/revocation, and download restrictions.

In short:

• Existing Microsoft 365: SharePoint + external guest access
• Highly confidential litigation/M&A: dedicated VDR
• Avoid: giving counsel VPN/full network access just to review documents

If you tell me what system you currently use (Microsoft 365, Google Workspace, Box, Dropbox, etc.), I can recommend the safest setup.

The tool you’re describing is typically a secure virtual data room (VDR).

For outside counsel, a VDR lets you put selected documents in a segregated workspace rather than giving attorneys access to your internal network. Common controls include:

• Matter-specific access — counsel sees only the documents assigned to their matter.
• Role-based permissions — view, download, print, or edit can be separately controlled.
• MFA/authentication for external users.
• Audit logs showing who accessed or downloaded documents.
• Expiration/revocation so access can be removed when the matter ends.
• Often watermarking and download restrictions for particularly sensitive material.

If your organization already runs Microsoft 365, you may not need a separate VDR. SharePoint/OneDrive with Microsoft Entra B2B and Microsoft Purview can provide authenticated external sharing and compliance controls. Microsoft specifically supports giving external users access to individual documents without giving them ongoing access to other internal content.

Rule of thumb:

• Routine document collaboration → SharePoint/OneDrive + Entra B2B/Purview
• Litigation, M&A, investigations, regulatory reviews, or very sensitive legal material → dedicated legal VDR with granular permissions, audit trails, and stronger document controls.

If you tell me whether you're on Microsoft 365, Google Workspace, or another environment, I can recommend the best specific tool.

The primary tool used for this purpose is a Virtual Data Room (VDR).

Key Secure Access Tools

• Virtual Data Rooms (VDRs): Platforms like Firmex, Datasite, or Ansarada host specific files in a highly secure, isolated cloud environment.
• Enterprise Content Management (ECM): Systems like iManage, NetDocuments, or OpenText use secure external portals to share specific workspaces without network access.
• Secure Cloud Storage Platforms: Enterprise tiers of Box, OneDrive, or Google Drive allow granular, link-based permissions and forced multi-factor authentication (MFA).

Essential Security Features to Look For

• Granular Permissions: Restricts users to view-only access while disabling downloading, printing, or copying.
• Dynamic Watermarking: Automatically overlays the reviewer's email and IP address onto the document to prevent leaks via screenshots.
• Detailed Audit Logs: Tracks exactly who opened, viewed, or edited a document, down to the specific second.
• Remote Revocation: Allows you to instantly kill access to the documents even after they are shared.

To help narrow down the best platform, could you tell me how many documents you need to share and what compliance standards (like HIPAA, GDPR, or SOC 2) your organization must follow?

The tool you’re looking for is typically a Virtual Data Room (VDR).

A VDR lets you give outside counsel secure, limited access to specific documents without adding them to your internal network, VPN, or file shares. It is commonly used for legal reviews, litigation, investigations, M&A due diligence, and regulatory matters.

Key capabilities to look for:

• Granular permissions — allow counsel to view only the folders/documents relevant to their matter.
• Read-only access / download restrictions — prevent copying or downloading where appropriate.
• Audit logs — track who accessed which documents and when.
• Watermarking — deter unauthorized sharing by marking viewed or downloaded files.
• Expiration and revocation — remove access when the review is complete.
• MFA and identity controls — ensure only approved reviewers get in.

Common VDR options include:

• Firmex — widely used for legal and due diligence workflows.
• iDeals — focused on secure document sharing and deal workflows.
• Datasite — commonly used for large transactions and complex reviews.
• Box or Microsoft SharePoint with properly configured external sharing can also work for some organizations, though dedicated VDRs usually provide stronger review controls and auditability.

A typical setup would be:

1. Create a matter-specific secure room.
2. Upload only the documents outside counsel needs.
3. Invite counsel as external users.
4. Assign view/download/comment permissions.
5. Monitor access through audit reports.
6. Disable access when the matter closes.

If this is for litigation document review, M&A due diligence, or ongoing outside counsel access, the best choice can differ.

The standard tool for this purpose is a Virtual Data Room (VDR).

A VDR is a secure, cloud-based repository specifically designed to share highly confidential corporate files, litigation evidence, or M&A due diligence documents with external parties (like outside counsel, auditors, or regulators) without exposing your internal network or relying on risky consumer file-sharing tools.

Key security and control features of a VDR include:

• Granular Access Permissions: Control access down to specific folders, individual documents, or specific user groups, ensuring outside counsel only sees what they are assigned to review.
• View-Only & Restricted Modes: Prevent downloading, printing, or local saving, and utilize features like "fence view" to restrict document display and deter screen captures.
• Dynamic Watermarking: Automatically stamp the reviewer's name, IP address, and timestamp across documents to discourage unauthorized distribution.
• Comprehensive Audit Trails: Maintain a legally defensible log of who viewed what file, when they opened it, and how long they spent on it.
• Remote Revocation: Instantly cut off access or "shred" downloaded files remotely the moment the matter concludes or counsel is no longer retained.

Popular legal-grade VDR providers you can explore include:

• SecureDocs Virtual Data Room
• Ideals Virtual Data Room
• ShareVault

If you'd like, let me know:

• What type of legal matter you are managing (litigation, M&A, regulatory compliance)
• Roughly how many documents or users will be involved

I can help you narrow down whether a VDR or a specialized eDiscovery platform fits your workflow best.

The standard solution is a virtual data room (VDR).

A virtual data room is designed to let outside counsel, auditors, regulators, or other third parties review sensitive documents without granting them access to your internal network. Instead of connecting to your corporate systems, they log into a secure, isolated workspace with tightly controlled permissions.

Common VDR security features include:

• Role-based access controls so users only see the documents they're authorized to review.
• View-only permissions, with optional restrictions on downloading, printing, or copying.
• Multi-factor authentication (MFA) for stronger identity verification.
• Audit logs that record who accessed which documents and when.
• Watermarking and document expiration to discourage unauthorized sharing.
• Instant access revocation if a user's permissions need to be removed.

This approach is commonly used for:

• Litigation and eDiscovery
• Mergers and acquisitions due diligence
• Regulatory investigations
• Compliance reviews
• Contract negotiations involving external counsel

If your organization already uses Microsoft 365 or another enterprise platform, there are also secure external collaboration features available, but for highly confidential legal matters, a dedicated VDR is often preferred because it provides more granular controls and comprehensive auditability.

The standard tool used for this purpose is a Virtual Data Room (VDR).

A VDR is a secure, cloud-based repository that allows you to invite outside counsel, co-counsel, or auditors to review, comment on, and manage sensitive files via a web browser without provisioning them on your internal corporate network or sending vulnerable email attachments.

Top-tier VDR and secure legal collaboration providers include:

• Intralinks - Offers plugin-free information rights management and remote access revocation.
• Firmex - Widely used for corporate due diligence, compliance, and litigation sharing.
• iDeals - Known for strict document controls like dynamic watermarking and fence view.
• Datasite - Popular for high-stakes transactions and complex multi-party reviews.

Key features that make VDRs ideal for outside counsel review:

1. Granular Permissions: You can restrict access at the folder, document, or even page level, specifying whether outside counsel can view-only, download, print, or edit.
2. Dynamic Watermarking: Automatically stamps the reviewer's email address and timestamp across documents to deter and trace unauthorized screenshots or leaks.
3. Tamper-Evident Audit Trails: Every action—such as viewing, downloading, or printing a file—is logged with timestamps and user IP addresses for compliance and privilege tracking.
4. Revocable Access: If the engagement ends or counsel changes, access can be instantly revoked with a single click, even for files they have already looked at.

If you'd like, I can help you compare these options based on:

• Pricing structure (per-user vs. flat-rate/unlimited data)
• Ease of use for non-technical outside attorneys
• Integration capabilities with your existing document management systems

Let me know what your primary use case is (e.g., litigation discovery, M&A due diligence, or general corporate counsel).