[{"data":1,"prerenderedAt":216},["ShallowReactive",2],{"guide:\u002Finternal\u002Fdata-room\u002Fclose-and-archive-a-data-room":3,"related:\u002Finternal\u002Fdata-room\u002Fclose-and-archive-a-data-room":211},{"id":4,"title":5,"audience":6,"body":7,"canonical_url":187,"collection":188,"description":189,"extension":190,"feature_flags":191,"is_draft_preview":192,"legends":193,"meta":196,"navigation":197,"order":198,"path":199,"reading_minutes":200,"related":201,"seo":203,"slug":204,"status":205,"stem":206,"tour_ids":207,"type":208,"updated_at":209,"__hash__":210},"guides\u002Finternal\u002Fdata-room\u002Fclose-and-archive-a-data-room.md","Close and archive a data room","internal",{"type":8,"value":9,"toc":179},"minimark",[10,14,19,37,41,120,124,138,142,162,173],[11,12,13],"p",{},"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.",[15,16,18],"h2",{"id":17},"before-you-start","Before you start",[20,21,22,31,34],"ul",{},[23,24,25,26,30],"li",{},"The data room is ",[27,28,29],"strong",{},"Published"," and every late document is placed.",[23,32,33],{},"You know which side needs a copy of the room, and whether they want it as a download or on physical media.",[23,35,36],{},"You are a project owner.",[15,38,40],{"id":39},"steps","Steps",[42,43,44,72,86,107],"ol",{},[23,45,46,47,50,51,54,55,58,59,62,63,66],{},"Export the index. Open ",[27,48,49],{},"Files › Dataroom",", select the ",[27,52,53],{},"⋮"," menu next to ",[27,56,57],{},"Upload"," and choose ",[27,60,61],{},"Export index",". The Excel file lists every folder and document with its number, and is the usual appendix to a closing agreement.",[64,65],"br",{},[67,68],"img",{"alt":69,"src":70,"title":71},"The Dataroom ⋮ menu with Export index","\u002Fmedia\u002Fclose-and-archive-a-data-room\u002Fexport-index.png","Export index gives you the numbered list; the documents themselves are downloaded separately.",[23,73,74,75,77,78,81,82,85],{},"Give each side its documents. Your own team downloads the whole room from ",[27,76,49],{},": 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 ",[27,79,80],{},"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 ",[27,83,84],{},"Download selected","; their ZIP always carries the project's watermark and password.",[23,87,88,89,91,92,95,96,99,100,102],{},"Lock the room. On ",[27,90,49],{}," select ",[27,93,94],{},"Lock",", read the consequences, type the project name and select ",[27,97,98],{},"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.",[64,101],{},[67,103],{"alt":104,"src":105,"title":106},"The Lock this VDR dialog","\u002Fmedia\u002Fclose-and-archive-a-data-room\u002Flock.png","Locking is final. Export and download first.",[23,108,109,110,113,114,119],{},"If the room has its own subscription, the lock dialog also switches it to the ",[27,111,112],{},"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 ",[115,116,118],"a",{"href":117},"\u002Finternal\u002Fdata-room\u002Freview-project-activity","Review project activity",", if you need it.",[15,121,123],{"id":122},"check-the-result","Check the result",[11,125,126,127,130,131,133,134,137],{},"The state chip reads ",[27,128,129],{},"Locked"," and no longer offers an action. ",[27,132,61],{}," still works, buyers can still open the room, and the project's ",[27,135,136],{},"Billing"," tab shows the Archive tier if the room was billed.",[15,139,141],{"id":140},"if-something-goes-wrong","If something goes wrong",[143,144,146],"problem",{"title":145},"A ZIP left files out or had nothing to download",[11,147,148,149,152,153,156,157,161],{},"A ZIP contains only the files you may download; documents with redactions are included in the version you are cleared for. The job shows how many files were left out, and ",[27,150,151],{},"Details"," lists each with its reason. ",[27,154,155],{},"Nothing to download"," means no selected file qualified. See ",[115,158,160],{"href":159},"\u002Finternal\u002Fdata-room\u002Fprotect-downloads","Protect downloads",".",[143,163,165],{"title":164},"Downloaded files will not open on Windows",[11,166,167,168,172],{},"Deeply nested folders with long names can exceed Windows' path length limit when the ZIP is extracted. Extract closer to the root of the drive, for example into ",[169,170,171],"code",{},"C:\\Deal\\",", or shorten the top-level folder name first.",[143,174,176],{"title":175},"You need to add a document after locking",[11,177,178],{},"Locking cannot be reversed. Share the document through another channel, or create a new project for a later phase.",{"title":180,"searchDepth":181,"depth":181,"links":182},"",2,[183,184,185,186],{"id":17,"depth":181,"text":18},{"id":39,"depth":181,"text":40},{"id":122,"depth":181,"text":123},{"id":140,"depth":181,"text":141},"https:\u002F\u002Fdocs.vdr.valutico.dev\u002Finternal\u002Fdata-room\u002Fclose-and-archive-a-data-room","data-room","What to do when the review ends: give each side its records, lock the index, and keep the room readable.","md",[],false,{"export-index":194},[195,61],"Menu next to Upload",{},true,17,"\u002Finternal\u002Fdata-room\u002Fclose-and-archive-a-data-room",3,[202],"lock-the-data-room",{"title":5,"description":189},"close-and-archive-a-data-room","published","internal\u002Fdata-room\u002Fclose-and-archive-a-data-room",[],"task","2026-09-29T13:21:45+02:00","FVRmUzgR4r4NkqcT2Iisy3bxG_ce6TDw3oHZ3vDT_dQ",[212],{"title":213,"description":214,"path":215,"audience":6,"slug":202},"Lock the data room","Seal the published index permanently at the end of the review so it becomes the audit record.","\u002Finternal\u002Fdata-room\u002Flock-the-data-room",1790706827594]