How to organise your data room

Fundraising, compliance and risk management requires having an efficient and secure data room. It also promotes collaboration and efficiency while helping you securely store and share any sensitive information and documents.

The following suggestions on how you can organise your company files are based on a due diligence structure.

Main folder	Sub folders	Example documents
Corporate	Ownership and capital raising Company documents General Meetings Board Meetings	Cap table Shareholder agreement (and related documents - such as accession agreement) Investment agreements Option agreements and registration document (documents that belongs to the right to subscribe for shares in the company) Information about outstanding options, warrants, convertibles that give the right to subscribe for or purchase shares Share register Share certificates Registration certificate Articles of association Minutes and other documentation
Funding and collateral	Financial information Loan agreements Factoring agreements Leasing agreements Financing agreements Shareholder contribution	Everything related to financing Shareholder contributions or similar capital contributions Renegotiations, changes and terminations of financing Information about grants, support, subsidies or the like from an authority
HR & Employment	Employment agreements Management Marketing team Developers Consultancy agreements Incentive program Pension Policies and guidelines Trade union negotiations	All employment agreements Consultancy agreements (and associated NDA:s) Documentation linked to redundancies Documentation for incentive programs (e.g. options or bonuses) Others employment benefits (e.g. company car) and pension programs Minutes from trade union negotiations and labor law disputes
Compliance	Permits Licenses Applications Assessments	All special licenses and permits (e.g. from Sweden's financial supervisory authority) Documentation relating to the issuance and granting of licenses and permits Important contact with authorities (e.g. email, applications, registrations, restrictions and the like) Information on violations or other non-compliance with laws, regulations, licenses or permits
Data protection & GDPR	Internal policies External policies Data processors Assessments Register of processing activities (ROPA) Personal data breaches	Internal data protection policy Privacy policy Cookie policy Documentation Personal Data Breach Instructions for handling of personal data breaches Data Processing Agreement (DPA) Joint controller agreement Data Processing Impact Assessments (DPIA) Legitimate interest assessment (LIA) Legal basis assessment
Commercial agreements	Suppliers Customers Collaborations Public Procurement M&A	Supplier agreements Customer agreements Distribution agreements Collaboration agreements IT agreements (e.g. for consulting services, development, databases) Non-disclosure agreements (NDA) Any agreements with government authorities or contracts which are the subject of public procurement Agreements relating to your own purchases, sales or mergers of companies, operations or significant assets
Property	Rental agreements Authority documentation	Agreements and other documentation relating to properties or premises which you use or use Extract from property registers Rental agreements Acquisition agreements
Intellectual property rights & IT	Domains Trademarks IP licenses Open Source IP disputes and infringement	Control documents Agreements and other material concerning Intellectual Property ("IP") (IT developed, owned, licensed etc.) IP strategies and policies License agreements Information about the company trademarks, domains, copyrights and the like Open source licenses (incl. terms) used and any policy for how you use open source Ongoing or completed information on IP disputes and information about IP intrusion
Insurance	Business insurance Liability insurance Insurance claims	Insurance policy Insurance terms Information on registered insurance claims or circumstances that may result in insurance claims
Disputes	Ongoing Disputes Arbitration "X"	Information and documentation on disputes Information and documentations on claims Judgments/decisions Settlements Arbitration awards Government decisions.
Auditing, accountancy and Finance	Annual Reports Tax	Annual reports Interim financial statements (incl. Audit reports and the like) Copy of the company tax banknote
Marketing	Digital Marketing Traditional media	Campaigns Ads Know-how Legal opinion or similar concerning marketing