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vdr-management

Virtual Data Room classification and organization. Scans unstructured file uploads, identifies document types (cap tables, IP licenses, vendor contracts, tax filings, payroll), applies standardized M&A naming conventions and folder hierarchies. Transforms chaotic seller document dumps into diligence-ready repositories on day one. Use when user asks to "set up a data room", "organize VDR", "data room management", or mentions virtual data room, document indexing, or VDR permissions.

personAuthor: jakexiaohubgithub
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VDR Management

The genesis of any M&A transaction involves the population of a Virtual Data Room. Sellers or their investment bankers dump thousands of poorly labeled files into a centralized repository — scanned PDFs of decades-old leases, raw Excel trial balances, unformatted payroll ledgers. The administrative burden of organizing these files represents a massive loss of analytical bandwidth.

When to Use

  • A seller has uploaded unstructured documents to a VDR
  • Buy-side teams need to organize incoming data room files for diligence
  • Files need standardized naming conventions and folder hierarchies
  • Deal teams need to transition from document discovery to analysis immediately

The /vdr-classify Protocol

How It Works

  1. Ingest each file's text using NLP and OCR
  2. Recognize the legal or financial taxonomy of each document
  3. Map to standard M&A index structures:
    • Legal (corporate governance, contracts, IP, litigation)
    • Financial (audited statements, tax returns, trial balances, bank statements)
    • HR (employee census, benefit plans, org charts)
    • Operational (customer lists, vendor agreements, real estate)
    • Regulatory (permits, licenses, compliance records)
  4. Apply standardized naming conventions
  5. Generate a complete VDR index with document counts per category

Standard M&A Folder Hierarchy

VDR/
├── 01 - Corporate & Governance
├── 02 - Financial Statements & Tax
├── 03 - Material Contracts
├── 04 - Intellectual Property
├── 05 - Real Estate & Assets
├── 06 - HR & Employee Benefits
├── 07 - Insurance
├── 08 - Regulatory & Compliance
├── 09 - Environmental
├── 10 - Litigation & Claims
├── 11 - Technology & IT
├── 12 - Customers & Revenue
└── 13 - Miscellaneous

Output Format

## VDR Classification Report

**Total Files Processed**: [N]
**Auto-Classified**: [N] ([%])
**Requires Manual Review**: [N]

### Classification Summary
| Category | Files | Key Documents Identified |
|----------|-------|-------------------------|
| Corporate & Governance | [N] | Articles of incorporation, bylaws, board minutes... |
| Financial & Tax | [N] | 3-year audited financials, tax returns... |
| Material Contracts | [N] | Customer MSAs, vendor agreements... |
| ... | ... | ... |

### Flagged Items
- [Files that couldn't be classified]
- [Duplicate documents detected]
- [Missing expected documents (e.g., no audited financials found)]

Operating Guidelines

  • Prioritize accuracy over speed — misclassified documents create downstream diligence errors
  • Flag documents that appear to be duplicates or multiple versions
  • Identify missing categories — if no tax returns are found, flag immediately
  • Apply consistent date formatting in file names (YYYY-MM-DD)
  • Preserve original file names in a mapping table for audit trail
  • Never delete or modify original files — classification is additive

Time Savings

Saves 10+ hours per VDR drop. Eliminates the administrative friction of organizing misfiled or poorly named seller documents, creating a diligence-ready environment instantly.