Documents & Collaboration · Data Rooms
A secure Data Room inside every matter.
Available in every matter
Room name
Hale v. Northstar — Discove…Template
Discovery ▾+ Createclosed
Created 7/13/2026, 8:22 AM
Closed0 of 0 versions are searchable. No OCR release blockers.
Ready
0Failed
0Pending
0Sensitive review
0Score 75/100. Resolve blockers before external release.
Docs
0Open Q&A
0Review
0OCR blockers
0Policy warnings
1⚠ Room documents — No documents are assigned to this room.
✓ Search and OCR readiness — All assigned versions satisfy the room OCR policy.
✓ Release review — No open review blockers.
The problem
Sharing case documents with outside counsel, clients, or opposing parties usually means a third-party file service — outside your DMS, outside your audit trail, and blind to which version was actually shared.
One room, from policy to publication
Governed. Profiled. Gated. Readied. Released.
A room opens on the matter from a template, lives by the firm’s policy floor, and can’t leak by default — every screen below is the real product.
01 · Governed
The firm sets the floor before anyone opens a room.
A firm-wide control plane in Admin decides what rooms may do at all: whether external invitations exist, whether acknowledgement is required, whether download exceptions need approval, whether release can override OCR blockers — and the external posture: invite-only access, 14-day invite expiry, 365-day audit retention, allowed and blocked domains.
🛡 Virtual Data RoomsFirm-wide policy floor for secure room sharing, external access, templates, and audit retention.Reset defaultsSave VDR Policy
Active rooms
4Pending invites
2External members
3Download-enabled rooms
1Controls whether users can create and use VDR rooms in this firm.
Controls email-addressed guest invitations for room access.
Applies a room policy requiring recipients to acknowledge access terms.
Prevents users from weakening download restrictions when the profile disables downloads.
Lets room managers publish despite OCR blockers only after recording a reason in the room audit trail.
Requires rooms to carry an IP restriction policy before external release.
Access mode
Invite only ▾
Invite expiry days
14Audit retention days
365
Allowed domains
ostranderllp.com ✕
Default acknowledgement text: “I understand this EdgeLex data room contains confidential legal material and that my access, downloads, copying, printing, and use are governed by the room policy and applicable legal obligations.”
02 · Profiled
Policies and templates, not per-room improvisation.
Three policy profiles do the heavy lifting — the default is watermarked, view-only, acknowledged, with a two-week lifetime; the signature packet keeps downloads off until signed artifacts are committed; the closing binder allows downloads but keeps watermarks and audit on. Room templates pair each practice pattern with its default policy and role, so a discovery production room is born safe.
Watermarked access with download disabled and two-week file lifetime.
☑ No download☑ Watermark☑ Acknowledge14dSigner-focused room with downloads disabled until signed artifacts are committed.
☑ No download☑ Watermark☑ Acknowledge10dFinal-delivery profile that allows downloads but keeps audit and watermarking enabled.
☐ No download☑ Watermark☑ Acknowledge30dControlled production room for discovery packets, responses, and exhibit sets.
Civil LitigationFamily LawPersonal InjuryStandard view-only ▾Viewer ▾Client-facing room for matter documents, status packets, and review copies.
AllStandard view-only ▾Viewer ▾Room template for documents requiring client, witness, or counterparty signatures.
AllSignature packet ▾Signer ▾Final binder room for transaction, settlement, estate, or post-closing delivery.
Business TransactionsEstate PlanningClosing binder ▾Viewer ▾03 · Gated
An outsider proves who they are, then acknowledges — then sees.
The invitation link works only for the owner of the invited address — acceptance verifies mailbox ownership before the member activates. Nothing previews, opens, or downloads until the acknowledgement is accepted, and what opens is watermarked, view-only, lifetime-limited, and audited on every access. Version-pinned, too: the room shows the exact DMS version the firm assigned, never a drifting copy.
You’ve been invited to
Hale v. Northstar — Discovery Production Room✓ Invitation verified for d.ostrander@ostranderllp.com — this link works only for the invited address’s owner.
Your accessViewerStandard view-only
Downloads disabledWatermarkedExpires in 14 daysEvery open is audited
📄 Production Set Two — responsive documents (v3, pinned)
04 · Readied
The room won't release until it's honestly ready.
OCR readiness is evaluated per version — searchable, failed, pending, or flagged for sensitive-data review — and the release score fails closed on blockers. A manager can override, but only with a recorded reason: user, timestamp, room, document, version, and policy snapshot, all in the room's audit trail.
The document plane underneath →✓ OCR and search readiness⟳ Retry flagged OCR
27 of 31 versions are searchable. Readiness is evaluated per version — a different version can have a different OCR state.
Ready
27Failed
1Pending
2Sensitive review
1◔ Room release readinessNeeds review
Score 82/100. Resolve blockers before external release — the publish gate fails closed.
⚠ Sensitive-data review — OCR flagged one passage for review; it blocks release until reviewed or overridden.
⚠ OCR failed — 1 scanned exhibit has no derived text; retry queued.
✓ Q&A — no open diligence questions.
Manager override: publishing despite OCR blockers requires a recorded reason — user, timestamp, room, document, version, and policy snapshot land in the room audit trail.
05 · Released
Publishing is a gate, not a button.
A package publishes only when its required signatures are committed — an unsigned required document blocks the whole set. The manifest records every document's exact version, hash, and OCR provenance; delivery goes to the room, a PDF binder, email, or e-filing; and closing the room revokes outside access while the firm keeps the audit trail.
The signature engine →Room packages point at exact DMS versions — never copies. The manifest records each document’s version, hash, and OCR provenance.
Signature required
✓ Signed version committed ✓ · frozen after signingSignature required
⚠ UNSIGNED — publish blocked until the signed version is committedNo signature required
✓ OCR provenance recorded · searchablePublication lands in the package ledger; closing or archiving the room revokes outside access while managers keep the audit trail and manifests.
The difference
A data room that can’t leak by default.
Generic file-sharing links leak: forwarded URLs, downloaded copies, no record of who saw what. An EdgeLex room is the opposite posture — invitation bound to a verified mailbox, acknowledgement before first view, watermarked view-only by default, lifetimes on everything, version-pinned documents, and an audit trail the firm keeps even after the room closes. It shares the record without surrendering it.
The security posture →Safe by default
The default profile is watermarked, view-only, acknowledged, and lifetime-limited — openness is the exception you configure.
Verified outsiders
Invite links activate only for the invited mailbox's owner, and every open is on the audit trail for 365 days.
Fail-closed release
OCR blockers, sensitive-data review, and unsigned required documents all stop publication — overrides demand a recorded reason.
Capabilities
What it does
Native to the matter
Rooms are created inside the matter and built on the same DMS — not a bolted-on file service. EdgeLex owns the rooms, permissions, versions, signatures, and audit.
Version-locked sharing
Documents enter a room as an explicit, locked version — share the signed settlement draft and the final exhibit, not a live pointer to whatever changes next. External users never see an inferred “latest.”
Verified external participants
Invitations are tokenized and ownership-verified before activation, with an acknowledgement gate — no preview, open, or download until required terms are accepted.
Permission policy per room
Watermarking policy, download denial, IP restriction, link expiry, restricted view, and revoke-on-demand — enforced at the backend, configurable per room with firm-wide defaults in the admin control plane.
An activity ledger you can produce
Invites, acceptances, views, previews, downloads, uploads, and version releases land in an immutable room ledger — exportable proof of exactly who saw what, and when.
Signatures inside the room
Mark documents signature-required, run the signing session, and freeze the signed version — a package can't publish until required signatures are complete.
From room to delivery
Assemble room documents into a delivery package — validation, merged binder with cover index, and a manifest carrying file, version, hash, and signature status.
Close it down properly
Archive revokes pending invites; close revokes external access entirely while preserving the owner's audit history. Rooms end on your terms.
In your control
External parties see exactly the versions you released, under the policy you set, with every access written to a ledger your firm keeps.
Related
Works with
EdgeDocs
Native document drafting and a full DMS: versioning, redlines, clause library, e-signature with an evidence trail, and freeze-on-signature.
Signatures
Signing sessions with field validation, signer-eligibility checks that fail closed, freeze-on-signature, and an evidence chain for every executed document.
Matters
Matter lifecycle, conflict checks, risk scoring, related-proceeding tracking, and a matter workspace the AI understands.
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