VPN vs Cloud Storage: Which is Best?

COVID-19 forced a lot of the working population to work from home, which required businesses to invest in or ramp up their remote solutions.

And while some businesses have opted for a return to the office, many have stayed completely remote or offered a hybrid solution.

Regardless of which mode your organization operates in, everyone needs seamless access to their work files, and different solutions offer different strengths and weaknesses.

VPNs and cloud storage solve a lot of the same issues remote workers face, but it’s important to note they aren’t mutually exclusive. You could use a VPN with cloud storage, but it may be unnecessary and not cost-effective for your business.

So which one is best for you and your business?

VPN: A Secure Tunnel to Your Network

Use case: Ideal for businesses requiring large file access, such as CAD files, or those who prefer keeping sensitive data in-house.

As we discussed in a previous post, VPNs allow your employees to connect to your organization’s network remotely and securely, acting as a de facto secret underground tunnel. Your employees can be anywhere in the world and access files and data from your servers.

Organizations like VPNs because it gives them full control over the security features and configurations, as well as who has access. VPN software must be set up on an employee’s computer, which allows you to limit who has remote access to your network.

“With cloud storage, much of the security is left to the provider. You won’t have to worry about managing the firewall or patching servers, but you will be responsible for configuring multifactor authentication and permissions within your organization.”

Additionally, maybe you have a general distrust of the cloud. Putting your files and data in the cloud is like putting your money in the bank — it’s safe and secure, but you’re putting your trust in a third party to keep that information (or money) safe. Not that banks or cloud services are more susceptible to data breaches, but you may prefer to keep your data in your on-premises server, and that’s a legitimate reason.

There’s also a possibility you need to keep your on-premises server simply due to the nature of your business. For instance, maybe you have to access large CAD files as part of a manufacturing company. It might make more sense to keep them on your server rather than upload thousands of gigabytes to the cloud.

Or maybe you have extremely sensitive data you’re uncomfortable uploading to the cloud. Again, cloud service companies invest a ton in cybersecurity, but nothing is 100% secure, including a VPN.

Pros	Cons
Enhanced security: Safely access files remotely	Setup complexity: Requires technical knowledge to set up
Full control: You control security features and configurations	Limited accessibility: Software must be installed on each employee’s laptop
Reduce third-party risks: No third party is involved	Security concerns if not properly configured
Data is kept in-house: Storage is on your on-premises server

Cloud Storage: Simplified File Access from Anywhere

Use case: Suited for teams needing quick, convenient file access, especially from multiple devices.

Cloud storage is more accessible than VPN services. You and your team upload files and other data to the cloud that anyone on your team can access with an internet connection. Microsoft SharePoint, Google Drive and Dropbox are examples of cloud storage.

Since a VPN is connected to your organization’s network, it is reliant on the internet download and upload speeds your organization pays for. For example, if your home network upload speed is fast but your organization’s is slow, using cloud storage would be significantly faster.

Cloud storage, on the other hand, is only restricted by your internet download and upload speeds and is less susceptible to server outages and network connectivity issues. Because you are connecting to an enterprise-grade network, it is more likely able to handle many connections at once without noticeable performance issues compared to the small business network in your office.

It’s also much simpler to set up than a VPN. Every team member creates an account and can quickly begin sharing and collaborating. There is no extra software to set up, as anything can be accessed straight from your internet browser.

Also, you can access the same files and data on multiple devices, such as a phone or tablet, in addition to your work computer.

With cloud storage, much of the security is left to the provider. You won’t have to worry about managing the firewall or patching servers, but you will be responsible for configuring multifactor authentication and permissions within your organization. And as stated earlier, cloud services are extremely secure and safe, but like anything internet related, capable of being hacked.

Pros	Cons
Accessibility: Easy to use from anywhere	Reliance on third-party security: Third party manages major aspects of security
Ease of setup: No extra software to set up	Limited control: Security is outsourced to third party
Multidevice access: Documents can be accessed on phones, tablets or laptops	Monthly costs: Cloud storage is subscription-based expense
Provider-managed security: Cloud services are extremely secure

There are a lot of factors to consider when deciding between a VPN or cloud storage. If you have a lot of employees who need access to files, it might be more beneficial to use cloud storage. But if you want full control of managing your data and configuring the security, then you might be inclined to try a VPN.

You could even implement both if you have extremely sensitive data and need extra security.

A managed service provider can help you weigh the pros and cons of each and help you decide what is right for you and your organization.