Close and archive a data room

A deal closes and the data room has to become a record. Three things usually happen in that order: the parties receive a copy of what was shared, the index is locked so nothing can change, and the room is kept readable for as long as the agreement requires.

Before you start

• The data room is Published and every late document is placed.
• You know which side needs a copy of the room, and whether they want it as a download or on physical media.
• You are a project owner.

Steps

1. Export the index. Open Files › Dataroom, select the ⋮ menu next to Upload and choose Export index. The Excel file lists every folder and document with its number, and is the usual appendix to a closing agreement.
   Export index gives you the numbered list; the documents themselves are downloaded separately.11.Menu next to Upload22.Export index
2. Give each side its documents. Your own team downloads the whole room from Files › Dataroom: tick the top-level folders and select the download action in the selection bar. The ZIP is prepared in the background and saves automatically when ready; it stays available in Job manager for one day. Starting from the Dataroom names every file with its index number, which suits a closing copy; starting from the Workspace uses the uploaded file names. Buyers can do the same in the Deal Portal with Download selected; their ZIP always carries the project's watermark and password.
3. Lock the room. On Files › Dataroom select Lock, read the consequences, type the project name and select Lock VDR. From then on nothing can be added, retracted or edited. Buyers keep exactly the access they had. Once the room is locked, support can produce a full copy on a USB stick or disk, as the chosen team saw the room and without watermarks, which can include the buyer's Q&A thread on request.
   Locking is final. Export and download first.
4. If the room has its own subscription, the lock dialog also switches it to the Archive tier, the reduced rate for a room that stays readable but no longer changes. Existing buyers keep reading. Archiving also starts a 90-day countdown after which the project's activity history is deleted; export it first, as described in Review project activity, if you need it.

Check the result

The state chip reads Locked and no longer offers an action. Export index still works, buyers can still open the room, and the project's Billing tab shows the Archive tier if the room was billed.

If something goes wrong