Remote access to your network

Giving people in your company remote access to their email, company files and other systems – no matter where they are – allows them to work more efficiently and flexibly. What’s more, it can be surprisingly easy (and cheap!) to set up.

What is remote access?

Remote access means allowing people to access your private business computer systems even when not directly connected to your company network. For instance:

• allowing staff to log in to your customer database from home
• setting up a remote access server where clients can download files
• configuring your email so employees can log in from any computer

Remote access makes it easier for people to work effectively when away from your premises. For instance, if you allow remote access to your main systems, staff working from home are less likely to interrupt people in the office to ask them to send files over.

Similarly, if you have salespeople on the road, you can give them server access to download the latest pricing information before an important meeting.

Decide what you want to use remote access for before determining which method of access to offer. If your business has limited needs, setting up an advanced remote access server could expose you to unnecessary security risks.

Remote access without a server

In general, you need a network server to control permission levels and effectively allow remote access in your business.

If you don’t have a server, there are lots of companies offering services which perform similar functions. For example, you could use an online collaboration system to share files, and an email service to allow access to company email.

You can also make use of remote desktop connection software. This is often available for free and works like a remote control for your main computer, so you can log in to it over the internet and access your usual programs, files and settings.

Remote access to email and files

The simplest types of remote access open up particular, isolated parts of your systems:

• Email. Implementing remote access to email is usually straightforward. Many email systems include a “web interface” so you can check email by visiting a specific website address (a bit like using Hotmail or Gmail).
• External file sharing. If you need to offer access to files stored on your systems, you can open up certain areas so anyone can log in and download files. This is also called an extranet.

If your business is largely based in a single location and your staff tend not to work while they’re out and about, these options are best for occasional use.

A remote connection to all your systems

The most secure way to provide remote access to all your company systems is with a virtual private network (VPN). A VPN creates a secure link between your network and your employee’s computer across the internet.

All the information sent between the two is scrambled, so nobody can intercept it, and you can access all the resources on your company network, just as if you were in the office.

Setting up a secure VPN is a complicated task which may require an investment in extra hardware and software. An IT expert like your IT supplier should be able to explain what you need. Because a VPN allows wide access to your company systems, you need to take adequate security precautions too.

Indeed, because allowing any level of remote access increases the security risk to your business, it’s important you evaluate the potential threats and take steps to keep your data safe.