What Is Remote Access? A Comprehensive Overview

Remote access is the ability to connect to and control a computer, server, or network from a different physical location, typically over the internet. It allows technicians to view a screen, run applications, transfer files, or manage system settings on a device they aren’t physically sitting in front of. Remote access utilizes protocols and tools, like VPNs, RDP, VNC, and SSH, to facilitate remote sessions. With the emergence of remote work, troubleshooting devices in remote locations posed challenges for IT technicians and end users, as devices in remote locations might not be physically accessible

This blog will explore remote access and how essential it is for IT departments that work remotely or manage multiple locations, as well as for managed service providers (MSPs) who manage various clients.

Prefer watching instead of reading? Check out the video version of this article: What is Remote Access: A Comprehensive Overview.

What is remote access?

Remote access is the process of establishing a connection to IT services, applications, or data from a location other than where that asset is kept. This connection serves several purposes, most commonly for controlling a remote computer or network via the internet or other means.

What is remote access used for?

Remote access is used for many applications:

• Accessing files without emailing. Remote access can be used to open files without the inconveniences of traditional file transfer methods, like emailing.
• Defining file and folder access rights. This feature is also utilized to configure file or folder permissions without physical intervention.
• Organizing users into categories for group access privileges. Aside from managing individual access, remote access can also help IT administrators configure group access privileges when organizing users into categories.
• Enabling business continuity during disruptions. IT administrators leverage remote access to troubleshoot computers and systems from other locations, reducing instances of disruptive downtime. Technologies like IT helpdesk use remote access to streamline troubleshooting issue resolution.
• Supporting disaster recovery strategies. When a data breach occurs, urgent recovery must be carried out. Remote access reduces the complexities of data recovery when the computer is in another location.
• Facilitating remote work for employees displaced from the office. The rise of remote and hybrid workforce has benefited from remote access to manage the computers of staff delegated to work outside the office.
• Making remote work easier for vendors and contractors. Working with third-party partners is improved when organizations utilize remote access solutions, fostering productive collaborations.

How does remote access work?

Remote access is typically achieved through a combination of three things:

• hardware (via a hard-wired or Wi-Fi network interface),
• software (via a secure software solution), and
• a network connection (via the Internet).

An Example of secure software is a Virtual Private Network (VPN), which used to communicate between hosts via a wired interface network or a WiFi connection.

For instance, though mostly used in large-scale and cloud-native enterprise environments, a cloud VPN can connect any number of private networks to the VPN server, allowing outside users (e.g., remote workers) to connect to the primary network using security protocols that encrypt data traffic before it reaches its destination over the internet.

In this and other use cases, the organization can employ remote desktop software so the user can access the network and applications from anywhere. This software is integrated into the remote host’s operating system, allowing the applications to execute on a network server. In turn, the user can safely use cloud applications from any location on any device, further protecting their activity with different authentication techniques depending on the network configuration.

Types of remote access protocols

Remote access protocols essentially control connections between remote access servers and endpoints. They also ensure safe and secure computer access from a remote location. Although there are many different remote access protocols, you’ll find that three types of remote access are the most common:

Virtual Private Network (VPN)

A VPN allows users to send and receive data via a private network extended over a public network. This method requires both computers to be connected to the same VPN and to use the same remote access computer software.

Zero Trust Network Access (ZTNA)

ZTNA is a newer approach that grants access to specific applications rather than to an entire network, continuously verifying identity and device posture instead of trusting a device once it’s connected. ZTNA often replaces traditional VPNs or works alongside them. While VPNs typically grant broad network-level access once a user is authenticated, ZTNA limits lateral movement if a credential or device is compromised.

Remote Desktop Protocol (RDP)

RDP is a Microsoft program that provides a graphical interface for connecting to another computer over a network connection. The user simply runs the RDP client software to connect to another computer running RDP.

Note on RDP for Helpdesks: While RDP is highly efficient, natively connecting to a Windows client workstation via RDP will lock out the local user’s session. For collaborative troubleshooting where the end-user needs to demonstrate an issue, VNC or specialized remote support tools are typically preferred.

Virtual network computing (VNC)

VNC provides a graphical system for sharing desktops between users. This is useful when one user, such as an IT helpdesk agent, needs to take control of another user’s computer. This allows the remote user to control everything as if they were the one sitting at the keyboard while also allowing the local user to see what they are doing on their own screen.

Aside from these three, here are other common remote access protocols:

Point-to-Point Protocol (PPP)

Used to establish a direct link between two endpoints over dial-up, PPP is a foundational protocol today most commonly seen adapted as PPPoE (Point-to-Point Protocol over Ethernet) by internet service providers to manage broadband connections.

Internet Protocol Security (IPsec)

IPsec is used when data being transmitted needs to be authenticated and encrypted. This promotes confidentiality and integrity, which are paramount for preventing data breaches.

Point-to-Point Tunneling Protocol (PPTP)

PPTP is used to deploy VPN tunnels between public networks. It was a common preference for creating VPN tunnels until security concerns were raised, rendering it obsolete.

Internet Proxy Servers

Internet proxy servers add a server between a client and the internet, forwarding requests on the client’s behalf. They’re sometimes used alongside remote access tools to route traffic through a specific network path or mask an endpoint’s IP address. But a proxy on its own does not provide control over another device. It’s a traffic intermediary, not a remote-control protocol.

Secure Shell (SSH)

SSH is a protocol used to securely access and manage servers and network devices, typically via a command-line interface, rather than a graphical one. It’s the standard for administering Linux and Unix systems, network hardware, and cloud instances, and it encrypts traffic by default. Unlike RDP or VNC, SSH doesn’t show a remote screen. Instead, it gives command-line access, often paired with key-based authentication.

Proprietary Protocols

Some remote access solutions use proprietary protocols to utilize AES-256 and SSL/TLS key exchange, ensuring safety and security during sessions.

The importance of secure remote access

Threats like Trojans often exploit weaknesses in remote access protocols. Malicious attacks carried out by sophisticated Trojans can easily move from one device to another withoutbeing detected. Meanwhile, a Remote Access Trojan (RAT) can gain access to a machine and grant a threat actor control over devices, while outside of the network. They can then gain access to files and typically gain complete control of the device.

Human error can also act as an entrypoint for malicious files and viruses, allowing them to spread laterally, from one computer to another. Ransomware, spyware, and other malware can compromise entire networks and can be difficult to contain once the threat is disseminated.

The Shift from VPNs to Zero Trust (ZTNA)

While traditional VPNs create an encrypted tunnel into a network, they often grant broad access once a user is inside. To counter modern threats, modern IT frameworks are shifting toward Zero Trust Network Access (ZTNA). ZTNA operates on the principle of ‘never trust, always verify,’ granting remote access only to the specific applications a user needs, rather than the entire corporate network.

Is it safe to use remote access? Well, the answer to this question depends on a mix of several factors, such as

• the tools you’re using,
• how secure they are, and
• how knowledgeable the people involved in a remote access session are.

Additionally, the safety and risk of remote access depend on how remote connections are deployed. For example, enforcing security strategies in a remote session, such as multi-factor authentication (MFA) can be considered good practice.

Pros and cons of remote access?

Remote access improves IT administration and the IT support workflows, but it also introduces a number of challenges.

Pros of remote access

On the one hand, remote access comes with these advantages:

• Increased productivity. Remote access supports remote and hybrid work arrangements, enabling employees to work from any location, while being assured that IT administrators can troubleshoot issues remotely.
• Faster threat remediation. Properly implemented remote access resolves most software and configuration issues without an on-site visit, cutting the time between a reported problem and a fix from hours or days down to minutes. In addition, technicians can remotely isolate or remediate a compromised device by disconnecting it from the network, killing a malicious process, or wiping it to prevent lateral movement to other endpoints.
• Cost reduction. Remote workforce and hybrid setups are known to help organizations reduce costs by cutting expenses for office rentals, facility equipment, and commutes.
• Employee satisfaction. With remote access, IT support teams can control a computer to troubleshoot and resolve any issues that might frustrate users or impact productivity.

Cons of remote access

On the other hand, the use of remote access involves a few setbacks:

• Network instability. Remote access sessions may be affected by an unstable network connection. More specifically, issues such as response delays and connectivity problems may contribute to an unsuccessful session.
• Security vulnerability. The risk of data exposure to bad actors is also possible when a remote connection is initiated. This can happen when a connection to an unsecured Wi-Fi network is established.
• Device compatibility. Remote access sessions may be affected when managed devices or systems are incompatible. Examples include devices running different operating systems or hardware components that are not properly configured.
• Firewall restrictions. Firewalls often block the specific ports that remote access protocols use, such as port 3389 for RDP, unless an administrator explicitly allows them. A remote session that worked from one network can fail entirely on another because that port is closed, requiring a firewall rule change or a different port/protocol before access is restored.

Remote access best practices

While remote access is designed to streamline hybrid and remote setup workflows, its functionalities can still be enhanced if implemented correctly. Here are some best practices for maximizing remote access while maintaining security.

Use a reliable remote access solution

Not all remote access tools offer the same depth of control, security, or reliability. Choosing the best remote access software depends on your organization’s specific needs. Consider factors such as the diversity of operating systems your endpoints run on, and whether you need remote access as a standalone tool or bundled into a broader IT operations management platform. Teams managing more than a handful of endpoints are usually better served by an endpoint management platform with built-in remote access, since it centralizes session logs, device inventory, and security controls in one place rather than running remote access as a disconnected point solution.

Prioritize security

Practices like using public Wi-Fi may entice bad actors to execute intrusive attacks by exploiting system vulnerabilities. A connection to a secure, trusted network should always be used to create a direct link that excludes unauthorized users. Additionally, employing endpoint security tools ensures that each device participating in the remote connection is safe.

Implement robust password habits

A password that can be easily guessed is a vulnerability that malicious actors constantly want to exploit. Follow password best practices, such as using strong passwords and changing them regularly. Also, never reuse passwords between applications.

Leverage multi-factor authentication (MFA)

While passwords are great for enhancing remote access security, other tools, like MFA, can also enhance it by adding another layer of protection. For instance, you can set up MFA for Office 365 and other tools containing important data.

These are just a few ways to strengthen your remote access strategy. Watch our video on Remote Access Best Practices for MSPs and IT Pros to learn more.

Utilize session logging

Record information about every kind of user activity with session logging. Session logging is an effective means of identifying issues during troubleshooting sessions and in the event of unprecedented cyberattacks. It’s especially useful for compliance and auditing, especially for MSPs.

Enable automatic timeout or session lock

Reduce the possibility of cybercriminals taking advantage of idle and vulnerable devices in your network, whether physically or via remote access, by using automatic timeouts or session locks.

How to choose the right remote access software

Consider the following factors and functionalities when evaluating remote access software for your organization:

• A trusted RMM solution. Consider a purpose-built remote monitoring and management (RMM) solution with endpoint security. Prioritize RMM tools that consolidate IT features to help execute effective remote access sessions.
• Compliance. For MSPs managing clients across multiple industries, ensure your remote access solution supports the compliance needs of each one. Ensure your platform remains compliant with common industry regulations, such as HIPAA and GDPR.
• Ease of use. Remote sessions can be complex operations, so consider ease of use when deciding on a remote access tool. A solution that’s straightforward to operate helps streamline the whole process.
• Advanced support capabilities. Remote control tools that offer advanced support improve user experience during remote access sessions, thanks to features like multi-screen support, file transfer, and a chat function..
• Security. Security is a critical factor you need to consider above all else. Choosing a remote access solution that provides state-of-the-art encryption and data privacy protectssensitive information from unauthorized access and cyber threats.

Watch our video guide on Best Remote Access Software in 2026: Secure Remote Access Solutions to learn what features to prioritize, compare leading remote access solutions, and choose the right platform to support your organization’s remote IT operations.

Leveraging secure remote access for efficient IT support

Remote access allows you to control a remote computer and use it as if you were sitting in front of it yourself. It also allows for file sharing between computers and facilitates quick, seamless troubleshooting for remote IT professionals.

IT solutions like NinjaOne can harden your entire environment against intrusion during remote access sessions. The platform offers IT teams and MSPs a complete suite for RMM at scale. Its included remote access software and security features ensure that you can get the most from these sessions without sacrificing your security.

NinjaOne Remote is G2’s no. 1 choice for remote support as it allows users to create secure, encrypted remote connections to Windows and Mac devices. It also seamlessly integrates with other industry leaders in remote control solutions such as TeamViewer, Splashtop, and ConnectWise ScreenConnect. Watch a demo or sign up for a 14-day free trial.