By Frank Sentner, Chief Operating Officer, Work At HomeVintage Employees LLC (WAHVE) 

Just about every week, an independent agency owner or agent asksme some version of this question: "How is remote computing fromhundreds or thousands of miles away just as secure as sitting at acomputer in the main office?"

Their disbelief is palpable, but there's no reason for it. It'strue: It's as secure to connect to the office server from acrossthe country as from across the hallway. 

Secure remote access is practical because of two technologies:virtualprivate networks (VPNs) and Remote Desktop Protocol (RDP). 

Like many technological advances, virtual connections for remoteworkers began under another premise. Remote computing starteddecades ago so branch office computers could connect to centralservers in corporate data centers, using data lines leased fromtelephone companies. But the escalating costs of dedicatedtelephone circuits and the emergence of the Internet as a low-cost,ubiquitous data communications network changed remote computingbeginning in the mid-1990s. 

Security and performance concerns initially stopped manytechnology professionals from using the Internet as a remote officeand user access network solution. But business users began todemand remote Internet access while on the go, so IT departmentswere obliged to wrestle with the security threats posed by theInternet. The unintended but favorable consequence: The solutionsthat tamped down on web security concerns, coincidentally,supported remote computing. 

Because of the diminishing cost of Internet connectivity, ITpros turned to virtual private networks (VPNs) to replace expensivephone-line-fed secure private wide area networks (WANs).Technically, what happened was that the VPN technology used formany years in private frame-relay networks was altered to supportpublic Internet protocol VPNs. This enabled remote offices or usersto access the corporate network securely in the same way as thosesitting in the office. 

Let's look briefly at how VPNs and RDPs make remote accesssecure and routine: 

1. VPNs require remote users to be "authenticated"(i.e., verified using security tools). Additionally, VPNsroutinely secure corporate data behind firewalls and encrypt data.The technical aspects aren't that interesting other than to techgeeks like me. But the business result is relevant: All thefunctionality available to local users of a corporate network canbe made available (or withheld) from those accessing the centralsystem remotely through a VPN. 

That means routine office capabilities such as file sharing;access to printers and scanners; password-protected access todatabases; Intranets and other websites; and logons to agencymanagement systems can be accomplished remotely just as readily asthey can be in the office where a server and tech manager arehoused. 

2. RDP is shorthand for "Remote Desktop Protocol," a proprietary remote access technologydeveloped by Microsoft. The server or workstation inthe agency and the client laptop or workstation at home require RDPsoftware in order to make the connection. 

The current server version of Microsoft's software is dubbedRemote Desktop Services, formerly Terminal Services. Itscapabilities are included in the operating system of everyworkstation sold since Windows XP Professional first came out, andone user license is bundled with the operating system if the remotecomputer access will be connected to a workstation. If the remotecomputer access will be connected to a Windows 2003 or 2008 serverto support more than one user simultaneously, there is a per-userlicense fee for Remote Desktop Services. 

Remote access also requires that the laptop or workstation athome utilize client software called Remote Desktop Connection. RDC provides a graphical interfaceto connect the remote laptop or workstation to the agency networknatively or through a VPN. Translation: A remote user sees an iconon his or her desktop or laptop computer, clicks it, and now has ascreen to log in fully and securely to the company's computerenvironment. 

What's needed on the server and in the office to make thishappen? The network must have an open TCP (transmission controlprotocol) port and either have a workstation within the corporatenetwork or a desktop services server with virtual desktops for theRDC user to operate remotely. These need some initial setup workbut typically add little cost to an existing system. 

It's RDP that gives users access to shared files and allows themto use local and network printers and devices. To get techy, onesecurity requirement of RDP sessions is 128-bit encryption using anRC4 encryption algorithm and support for transport layer security(TLS) 1.0 on both the client and the server. Again, for thenon-geeks out there, these tools already exist in manyenvironments. 

In short, RDP and VPN provide all the functionality and securityneeded to fully support remote workers as if they were working inthe main office. It's just like being there. 

Next week: How insurance agencies and brokers areusing these connection tools to get work done despite not being inthe office.