A VPN is a connection that transmits data in an encrypted form between your device and a computer at the other end of the connection. In a small business, for example, it can help you securely access files stored in the office whilst working from home.
Imagine that a customer requests a quote in the evening. The price list you need is on your office computer, but you’re already at home. If your business has set up the appropriate VPN connection and access in advance, you can access the document from your own laptop. In a situation like this, it becomes clear exactly what this much-talked-about abbreviation is all about.
What does VPN mean?
VPN stands for Virtual Private Network. The term ‘virtual’ refers to the fact that the connection is established via the existing internet. ‘Private’ means that specific authorisation is required to use it and access the data.
Imagine a closed tunnel within the public internet. The VPN encrypts the data travelling through the tunnel, i.e. it converts it into a form that a stranger eavesdropping along the way cannot interpret. This protection applies to the route between the two endpoints of the VPN. An internet connection is still required.1
Working from home with office files
The manager of a small trading firm wants to access the price list stored in the office whilst working from home. They can access the authorised folder via the company’s VPN. This makes the data required for their work available to them, and reduces the need to send files back and forth via email.
To do this, the connection, file sharing and permissions must also be set up on the office side. If the documents are stored on a single computer, it must be switched on and accessible. It is advisable to entrust the setup to the company’s IT specialist.
Access for external staff
An accountant may need to access a programme running in one of the offices. If the programme supports this, the company’s VPN can form part of the solution. The IT specialist can grant personalised access and configure which data the accountant may access. This access must be revoked at the end of the assignment.
A VPN can also be used to connect two sites. If, for example, the shop and the warehouse are located at different addresses, a connection between them can help provide access to the shared internal system.2
Working from a hotel or café
Whilst on a business trip, you may find yourself working via the hotel’s Wi-Fi. A VPN encrypts the data traffic passing through it, making it more difficult for others on the local network to monitor it.3
A significant proportion of today’s websites already use an encrypted connection by default. This is indicated by ‘https’ at the start of the web address. A VPN can provide additional protection, particularly for programmes connecting via it. However, the ‘https’ indicator may also appear on a site operated by fraudsters, so you should still check the web address and the sender of the message.4
How does a corporate VPN differ from a subscription service?
Advertisements often promote VPN subscriptions that route internet traffic via the provider’s servers. In such cases, the website you visit will see the provider’s IP address. When using such a service, you must also trust the provider’s data handling practices.
To access office files, you need a connection set up to your company’s own network. Simply purchasing a standard VPN subscription does not, in itself, provide this access. Before purchasing, tell your IT specialist exactly where you wish to work from and which files or programmes you need to access.
What to watch out for whilst using it
A VPN protects your connection. If you enter your password on a fake banking website, the fraudster will still be able to obtain it, even if you are using a VPN. It is therefore still essential to keep your device up to date, use unique passwords and enable two-factor authentication for important accounts. With two-factor authentication, an additional verification step is required after entering your password, for example via your mobile phone.
A corporate VPN requires maintenance. Ensure there is a designated specialist to carry out updates and manage access. A VPN only protects the data traffic that is actually routed through it, so its settings must also be checked.
How to get started
Make a list of the work you would like to carry out outside the office. If you already have access to all the necessary programmes and documents via an online service, it is worth assessing whether a VPN is necessary based on the need to protect these and your working conditions. In the case of files or internal programmes remaining in the office, ask for advice on secure remote access.
For example, you could say to the IT specialist: “I’d like to access the office price list from home on my laptop. Please set up the necessary connection, show me how to use it, and tell me who to contact if it doesn’t work.”
Ask for a brief guide with screenshots, then try out the connection from home. The handover is complete once you can open the file you need for work independently and know how to ask for help.
Sources
- NCSC – Using IPsec to protect data
https://www.ncsc.gov.uk/guidance/using-ipsec-protect-data ↩︎ - NCSC – Virtual Private Networks
https://www.ncsc.gov.uk/collection/device-security-guidance/infrastructure/virtual-private-networks ↩︎ - Mozilla – What is a VPN
https://www.mozilla.org/en-US/products/vpn/resource-center/what-is-a-vpn/ ↩︎ - FTC – Are Public Wi-Fi Networks Safe
https://consumer.ftc.gov/articles/are-public-wi-fi-networks-safe-what-you-need-know ↩︎
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