Remote Access: Benefits, Types & Security

Posted:

04/14/2025

|By:

Cristina Mateescu

What is remote access? Benefits, types & security

For teams managing an ever-growing number of endpoints, staying ahead of IT demands is a constant challenge. How do you cover so much with so little? Remote system access software empowers IT teams to efficiently manage systems, troubleshoot issues, and ensure business continuity—no matter where they are.

Remote system access allows IT teams and end users to connect to a computer, network, or system from a different location using secure connections, such as VPNs or remote desktop protocols. Businesses can enable employees and IT professionals to work from anywhere while maintaining security and control without sacrificing system visibility.

For IT teams, it’s not just about using remote access. The real challenge is understanding the specifics of remote system access and how it can assist your team. In this blog, we’ll explore the various types of remote access, how they can benefit your business and end users, and best practices for keeping remote connections secure.

Key takeaways

• Remote access enables IT teams to connect remotely to user endpoints throughout their company’s infrastructure.
• Remote access involves five steps: establishing a connection, authentication, session encryption, access and control, and monitoring and logging.
• There are four main remote system access methods IT teams can use: Virtual Private Network (VPN), Remote Desktop Protocol (RDP), cloud-based remote access, and direct access.
• Properly implementing remote access has many benefits, including cost savings, scalability, and improved incident response.
• Implement role-based access control, multi-factor authentication, and regular security audits to maintain a secure remote access environment.

How remote access works

By allowing IT teams to connect to networks and devices from a separate location, remote system access fosters company growth without sacrificing key security tasks. IT teams can securely troubleshoot, update software, and access files remotely through communication channels like VPNs, RDP, or cloud-based remote access software.

Here’s how the process typically works:

1. Connection establishment – The user initiates a secure connection through RDP or VPN.
2. Authentication – Multi-factor authentication (MFA) or login credentials verify the user’s identity.
3. Session encryption – Data exchanged between the user and the remote system is encrypted to prevent interception.
4. Access and control – The user can access files, applications, and system settings, often with role-based permissions.
5. Monitoring and logging – Activity is logged to ensure security and compliance.

Remote access is adaptable to every IT team’s needs. For example, when managing remote assistance vs. remote desktop connections, the technology has features to handle multiple troubleshooting scenarios.

• Remote access platforms can integrate with your other tools to maximize your IT team’s control and visibility when monitoring and updating team software or hardware.
• Encryption and ticket sorting enable IT teams to remote in and provide troubleshooting assistance quickly and safely without any confusion.

Types of remote access

Remote access can be established through various protocols and technologies, each suited for different use cases and security needs. The most common types of remote access include:

1. Virtual Private Network (VPN)

A VPN creates a secure, encrypted channel between the user’s device and the target network. This allows employees to access internal systems and resources as if they were physically connected to the network. VPNs are widely used for remote work and securing sensitive data transmission.

2. Remote Desktop Protocol (RDP)

RDP enables users to control a computer’s desktop interface remotely. IT teams often use RDP to provide remote assistance or manage remote machines. However, RDP requires strong security measures, like multi-factor authentication, to prevent unauthorized access.

3. Cloud-based remote access

Cloud-based remote access tools allow users to connect through a web interface or software without requiring a VPN or RDP setup. These solutions offer flexibility and scalability, making them ideal for businesses with distributed teams.

4. Direct access

Direct access allows a device to connect directly to the network without using VPN or cloud solutions. This is typically used for internal networks and requires stringent firewall and security configurations.

Each type of remote access has strengths and limitations, making it essential to select the right method based on security and performance needs.

Benefits of remote access

The most critical benefits of remote access are the following:

• Increased productivity – IT staff can work from anywhere, ensuring faster problem-solving, troubleshooting, and software patching, giving your team further reach without the need for more resources.
• Cost savings – Reduces the need for on-site support, saving time and operational costs. Lower travel expenses and faster problem resolution also help minimize downtime-related losses.
• Business continuity – By enabling remote troubleshooting, keeps critical systems operational during outages or network failures. This ensures that business operations remain functional even during unexpected disruptions.
• Improved incident response – Allows IT teams to respond to technical issues and security breaches in real-time, minimizing downtime. Faster response times also help mitigate potential data loss or security threats.
• Scalability – Cloud-based and VPN solutions make it easy to scale remote access as business needs grow. Teams can onboard new users and devices quickly without compromising security or performance.

Remote access isn’t just about convenience — it’s a strategic advantage that improves overall efficiency and resilience.

Remote access challenges

While remote access provides flexibility and efficiency, it also introduces some challenges that IT teams need to address:

• Compliance concerns – Remote access may require businesses to meet industry-specific regulations (like HIPAA or GDPR) to protect sensitive data. Failure to comply can result in fines and reputational damage.
• Endpoint management – Managing a wide range of remote devices, including personal computers and mobile phones, increases complexity. IT teams must ensure that devices meet security standards, can be easily accessed for troubleshooting, and are regularly updated.
• Increased security risks – Unauthorized access, phishing attacks, and malware infections are heightened when systems are accessed remotely. Without proper controls like multi-factor authentication and encryption, sensitive data could be exposed.

Best practices for secure remote access

To minimize security risks and ensure smooth remote operations, IT teams should follow these best practices for secure remote access:

Enable multi-factor authentication (MFA)

Requiring a second form of verification (like a code sent to a mobile device or biometric scan) strengthens login security and reduces the risk of credential theft. Even if a password is compromised, MFA ensures that unauthorized users cannot gain access without the second verification step.

Implement privileged access management (PAM)

Restrict high-level access to only those who need it. PAM software helps control who can access sensitive systems and what actions they can perform, minimizing the risk of insider threats and ensuring that administrative credentials are not misused or exposed.

Use role-based access controls (RBAC)

RBAC goes hand-in-hand with the principle of least privilege, which grants users the minimum level of access needed to perform their job functions. With RBAC, access is determined by job role to limit exposure and prevent unauthorized access to critical systems. For example, a support technician may only need access to helpdesk tools, while a system administrator requires access to server configurations.

Build a secure remote access policy

Develop a clear policy that defines who can access remote systems, how they can connect, and what security measures must be followed. This includes specifying acceptable devices, network requirements, and protocols for handling access requests and security incidents.

Encrypt data and connections

Use strong encryption protocols (like AES-256) to protect data transmitted between remote systems and the network. Encryption ensures that even if data is intercepted, it remains unreadable to unauthorized parties. End-to-end encryption should be applied to all remote sessions.

Conduct regular security audits

Assess remote access configurations and user activity regularly to identify vulnerabilities and ensure compliance with security standards. Look for unusual login activity, expired credentials, and misconfigured access settings. Audits help prevent security breaches by catching issues before they become threats.

Educate teams on security protocols

Provide training on secure remote access practices, including recognizing phishing attempts, using secure connections, and following company policies. Education helps reduce human error, one of the leading causes of security breaches.

Following these best practices helps IT teams create secure remote access protocols that minimize potential risks and create a resilient IT environment.

Finding the right remote access solution

Choosing the right remote system access solution is critical for maintaining secure and scalable infrastructure, enabling your company to grow without increasing your infrastructure’s vulnerability or attack surface. IT teams need a solution that balances several needs while meeting business requirements.

Consider the following key factors:

• Security – Look for solutions that offer strong encryption, multi-factor authentication, and role-based access controls to prevent unauthorized access and data breaches.
• Ease of use – A solution that’s difficult to use will slow down productivity. Choose platforms with intuitive user interfaces and seamless integration with existing systems.
• Scalability – Ensure the solution can grow with your business needs. Cloud-based solutions, specifically, allow for easy expansion without requiring significant infrastructure changes.
• Performance and reliability – Consistent connection quality, low latency, and minimal downtime are essential for remote access to be effective.
• Support and Monitoring – Look for solutions that provide real-time monitoring, activity logs, and customer support to quickly address any issues.

ScreenConnect Remote Access offers a secure, scalable, and user-friendly remote access solution designed specifically for IT teams tackling today’s toughest challenges. Streamline ticket chaos, solve user issues effortlessly, and safeguard critical data with robust encryption – while seamlessly integrating with the ConnectWise ecosystem. Spend less time troubleshooting, reduce frustration, and reclaim your workday.

Want to simplify remote access and strengthen your IT security? See how ScreenConnect can transform your team’s workflow – start your 14-day free trial today.