Staying Safe Away from the Office

Remote access is critical, but you need to make sure you do it securely

With the explosion of the iPhone, Google's NexusOne and other smartphones, the use of cell phones as tools for business beyond email is also increasing. It's not just cell phones; netbooks, Apple's iPad, and other devices, including traditional notebook computers, are being used for remote access to company information.

Doctors on the road need access to their patients' medical information from their offices. Real estate agents showing houses in the evening need on-demand access to floor plans of houses they're going to show the next morning. Copy machine sales professionals need to know all about their existing and prospective customers, from anywhere. All of this information is stored on company servers, yet this often sensitive, proprietary information needs to be remotely shared via email or remote file access.

Although these mobile professionals need access to their data, it's important not to trade convenience for data security, which is among the critical factors when considering a remote access solution. You need to ensure the connection between your remote location and the data is secure. As data travels back and forth between mobile devices and servers, it must be encrypted.

It's also important to make certain that only authorized users have access to the data , so passwords, user names, and other authentication methods, such as a biometric solution, are essential. Chris Witeck, director of product management for remote access at security firm SonicWALL, says that there are three key areas to consider in regard to remote access security:

1. Proper user authentication. Having a multifactor authentication for each user could be useful. This means a password/user name, a token, or one-time password, or requiring a fingerprint reader should be considered.
2. Authentication of the user's device. This entails requiring that network ID unique to the user's cell phone or computer be registered on the corporate network. Non-registered devices would not get access.
3. Restricting remote access to only the specific applications and data that the user needs access to and being able to securely audit this access. For government and industry compliance, this type of detailed security is often required.

There are several options when it comes to remote access of data. Virtual Private Networks (VPNs) are probably the most secure, but can be complicated to install for non-technical users. VPNs create an 'encrypted tunnel of data' between the data itself (on a server) and the user. Alternatives to VPNs that don't require technical expertise to implement include dozens of popular commercial solutions—such as GoToMyPc, LogMeIn, PCAnywhere, TeamViewer, etc.—that enable remote access or remote control. (Remote access gives you direct access to a server's files, whereas remote control gives you direct access to the computer through the provider's hosted secure connection as if you were sitting in front of it).

When seeking remote access solutions, you may want to consider a universal system that is independent from specific types of devices and operating systems. This allows you more flexibility and can keep equipment and software costs down.

CDW security specialist Jim Butz adds that your security mindset should not be focused just on the potential of hackers stealing data. 'What if an unauthorized user accesses your network and simply alters data?' he asks. 'What if they get information that might affect stock prices? In those types of cases, your company could be liable for not properly securing corporate assets—your data.

As your company grows, running remote access administration and configuration through a centralized management environment is also important. As you expand, attempting to manage individual devices and users can be overwhelming and a security hazard. You should continue to focus on your business—what you do best—and rely on technology professionals like CDW to help you implement and manage secure remote access to your company's information.

TECHNOLOGY ENABLER: Remote Access Solution from CDW CDW offers a range of remote access solutions designed to meet your security needs, all geared to increase productivity and reduce risk. Click here to learn more