Remote Access: Using a Virtual Private Network (VPN)

This article is sponsored by Cbeyond, a proud supporter of OfficeArrow and the voice and broadband Internet provider built exclusively to serve small businesses. Learn more about Cbeyond's services such as local and long-distance voice, mobile and broadband Internet access along with enhanced features like voicemail, email, Web hosting, data backup, file-sharing, VPN, and more.

With a good laptop, you can work from just about anywhere - as long as you can safeguard your business's files. It's not unusual for companies to operate internal computer networks that allow employees to easily share documents and guarantee that the whole team has access to the most up-to-date version of each file. But those networks are typically secured. If they were opened to make it easy for an employee to access files from outside the office, just about anyone with a computer could gain access. There is an alternative that offers more security: a virtual private network.

What is it?

A virtual private network, or VPN, is a specialized type of computer network that is used to create secure communications online. One of the major benefits of using a VPN to get files from your company computers is that it does not require any hardware beyond a standard Internet connection. Instead, by using a method called 'tunneling,' you can use a virtual connection. In order to access information through a VPN, you typically log in through a VPN client - a software that makes the connection to the network after you submit your username and password. Depending on the software you use, you can even make logging into the VPN automatic when you turn on your computer. Once you've signed into the network, most interfaces allow you to access files in a manner almost identical to the standard file manager on your computer. You can open documents, drag and drop icons and even delete them as needed.

Is a VPN right for my company?

For most businesses, VPNs provide a safe, yet fairly inexpensive, way for employees to access files. Older methods, such as private leased lines and dial-up remote access servers, are both expensive and slow. A VPN does require some initial set-up: you'll need a server, as well as some software. If you do not have an internal IT staff, a VPN is still an option, however. There are a number of companies that provide both VPN setup and VPN management for small businesses. These companies use two different strategies: some will simply guide you through the process of purchasing appropriate software and hardware and some will come into your office and set up your network. Alternatively, you can purchase VPN service on a long-term basis. For a monthly fee, you'll have access to a VPN without having to deal with the hardware or needing to troubleshoot if something doesn't work quite right.

VPNs can be a particularly useful tool if you're working with a team that is spread out over long distances. Even if someone lives overseas, a VPN can provide easy access to files. Furthermore, setting up a VPN does not require access to users' computers. As long as those employees who will be using the VPN can download and install a piece of software, they can generally set up their access on their own. All they need to know is their passwords. It's even possible to set up a network that your clients can access from their offices: you can share files with your clients over a VPN just as easily as sharing them with members of your team. Because you can scale a VPN - add more users without significantly changing your VPN - it can be more cost effective than other solutions which require you to pay per user.

Cbeyond allows you to configure your network for increased protection from Internet threats. With Cbeyond Internet services and customized packages, your business's security needs are met while you get reasonable prices and personalized attention.