Over the last two years, remote working has become the norm for many, with plenty of businesses choosing to keep their team working from home, many are looking for innovative tools to monitor and measure the productivity and proactivity of their team.
As with most things within IT, each answer is different depending on how you are doing each action. In this case, the answer will vary depending on how you are working remotely and what method you are using to facilitate this.
When working remotely, there are multiple options to choose from, in this article, we’re focusing on the most used. These tend to be the traditional RDP (remote desktop protocol) with a remote connection through a secure VPN (Virtual Private Network) or utilising a 3rd party software application such as TeamViewer or LogmeIn to suit your needs. Both of these provide simplistic remote access safely, and securely.
How do they work?
Essentially, when you set up a remote connection through RDP you are connecting remotely to the file server you use in the office. This is typically done by using a client or employee computer (PC, Laptop, etc.).
With an RDP/VPN connection into the office, in most cases, once the connection is active, you will be able to access and save your work to the same work locations on the computer or server locations exactly as if you were in the office.
This ensures you have the same access to your company data, as if you were physically inside the office.
Can anyone see or access my files?
In short no.
If you have set up a VPN/RDP session then the transport of the files is generally encrypted, so unless of course, you are sharing your screen or have given someone access to your session, your files shouldn’t be visible to anyone else.
If, however, you are asking about shared access once the files have been saved, then this will depend on where you are saving them. For example, you are saving them into a folder on the work server or via a shared drive, those users who have access and security permissions to that folder will be able to access your files once you have saved them.
Why have security permissions in place? Security permissions are a great way to share documents that allow you to collaboratively work or edit a document with your team. This can be useful as multiple account users may need access to the same information.
Without security permissions in place, anyone can access private or sensitive information stored in online folders and files. For example, in most cases, financial information is not shared with most employees to protect sensitive information, therefore the permissions to this type of document should be restricted with only specific access granted.
Working remotely should give you the same access rules as you would have if you were in the office, meaning the privacy and workability should be just as manageable.
Here at Munio, when we first take over a new client, we immediately put in place a security and file permission structure across all data locations. We have the client map out who needs access to what data, folders and locations and we build the security and access structure from there. You can find out more about our IT Support services here.
Can anyone see my screen at the other end?
Another question we are commonly asked is, “when I am working remotely and have a VPN/RDP session from home to a work device can anyone at work see I am doing on-screen and are they able to interfere with my work?”
The good news is, no. One of the best things about using VPN/RDP is that when you are in a remote session the target device (PC, Laptop, etc.) displays a lock screen to anyone looking at the screen from the office. You will be the only one able to see the device as normal, allowing you to only share the documents when you chose to do so via a shared area.
What is VPN?
VPN stands for Virtual Private Network which allows you to set up a secure network connection to a device, server, or another network.
In many cases, a VPN will protect your private information and documents. This is achieved by masking your IP addresses and encrypting your data. When used in public places, such as McDonalds or Starbucks, a VPN will ensure that your activity is private and secure.
Should I use a VPN instead of RDP (remote desk protocol)?
When you set up a VPN connection you are connecting directly onto the network.
Let’s say the office network for example. This will give you access to the same files and folders on the office network that you would have if you were there onsite.
Unlike an RDP connection, using a VPN alone doesn’t allow the remote takeover of another device, or work machine, instead, a VPN connection has direct access to all available networked data folders that you have security permissions for.
Will anyone see my files and activity?
Again, with RDP, no one will see you working on the file, however once you have saved them into the correct location using a VPN, only those who have the correct security permissions will have access to them.
No-one will be able to see your screen as you are simply using the works network.
VPNs can be used for several other reasons, such as geographical location, streaming media and keeping a certain degree of anonymity whilst online.
3rd party Applications
Finally, we mentioned 3rd party software applications such as TeamViewer and LogmeIn. These paid for services allow you to connect remotely to a device without the need to set up a VPN or RDP session. They allow your screen to be visible to anyone who is at the same location as the target device.
So, for example, if you use the software on your desktop in the office and the screen is on. Anyone in your office can watch you and see exactly that you are doing as long as these 3rd party applications are in use.
Why Choose Munio?
Here at Munio, we work hard to deliver quick solutions to your computer needs with our award-winning IT solutions and cyber security support. If you require help in setting up a remote connection for your business, we can help.
Read more with our 21 FREE resources to help you when working from home, alongside our 21 tips to help you work productively and securely when away from the office.
From backup and disaster recovery to 24/7 monitoring and remote working solutions, our team of experts in cyber security and IT support in Kent, are on hand to help.
Call the office on 01795 430 030 or contact us here to request more information on how Munio can assist you.
