Understanding Modern Remote Access: When VPNs Make Sense — and When You Should Use Cloud-First Alternatives
With remote and hybrid work now normal for most organizations, securing employee access to business data is more important than ever. Traditionally, Virtual Private Networks (VPNs) were the primary solution for secure remote access. But in today's cloud-first environment—with Microsoft 365, SharePoint, Teams, and web-based line-of-business apps—VPNs are no longer the default option.
This guide explains how VPNs work, when your business still needs one, and when modern cloud solutions offer a better, more secure alternative.
What Is a VPN (and Why It Used to Matter More)?
A VPN creates an encrypted "tunnel" between a user's device and your company's internal network. Historically, this was essential when:
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Files lived on local servers
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Apps required on-prem access
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Users worked remotely
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Wi-Fi networks were insecure
Today, many systems have moved online—but VPNs still have their place in hybrid environments.
Simple Analogy:
Using the internet without a VPN is like sending a postcard—anyone who intercepts it can read it. A VPN is the sealed envelope around that postcard.
When Your Business Still Needs a VPN
1. Access to Legacy or On-Premises Systems
If your organization still uses:
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Old file servers
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On-prem databases
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On-prem accounting or estimating tools
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Privately hosted web apps
…a VPN allows users to connect to those systems securely.
2. Protecting Sensitive Data on Unsecured Networks
Employees working in hotels, airports, coffee shops, or shared spaces may be exposed to untrusted Wi-Fi networks. A VPN encrypts traffic so attackers can't intercept business information.
3. Hybrid Environments During Cloud Migration
If you're transitioning from servers → SharePoint/Azure/modern SaaS, a VPN provides access during the migration phase.
4. Compliance Requirements (In Certain Scenarios)
Some industries require encrypted tunnels for specific workflows, such as:
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Older healthcare systems
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Finance systems without modern access controls
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Legacy government systems
Note:
Most modern compliance frameworks now emphasize identity-based access, not VPNs.
Types of Business VPNs (Explained Simply)
Remote Access VPN
Connects individual users to your business network. Useful for hybrid teams with legacy system access.
Site-to-Site VPN
Links two or more office networks securely. Common in multi-location businesses.
Cloud VPN (or Zero-Trust Network Access)
A modern, identity-based alternative that grants access only to specific apps, not the entire network. This is the future of secure remote access.
The Modern Alternative: Identity-Based Access (Zero Trust)
Before investing in a new VPN, consider whether you still need one.
Most modern businesses instead use:
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Entra ID (Azure AD)
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Conditional Access Policies
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Intune device compliance
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Secure SaaS applications
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SharePoint/OneDrive file access
These tools offer:
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App-level access instead of network-level access
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Fewer attack paths
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Consistent user experience
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No need to "connect to VPN"
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Better logging, auditing, and governance
Key Insight:
For many businesses, this eliminates the need for VPN entirely.
Best Practices If You Do Use a VPN
1. Require MFA for VPN access
Identity + device verification is mandatory.
2. Use modern authentication protocols
Avoid outdated protocols like PPTP or L2TP.
3. Keep your VPN appliance updated
Firewalls and VPN gateways are top attack targets.
4. Limit access to only needed systems
Don't give users full network access if they don't need it.
5. Monitor VPN activity for anomalies
Look for unusual locations, login times, or spikes in usage.
Common VPN Misconceptions
Myth: VPNs dramatically slow down internet speeds.
Reality: Modern VPNs have minimal performance impact.
Myth: VPNs are only for large organizations.
Reality: Small businesses with legacy systems may need them even more.
Myth: VPN = full security solution.
Reality: VPNs only protect traffic—identity, device compliance, and cloud security still matter.
Secure Your Remote Workforce — the Modern Way
VPNs aren't going away, but they're no longer the cornerstone of remote work.
JRG Tech Advisors helps businesses determine whether they need:
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A modern VPN solution
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Zero-Trust, identity-based access (recommended for most environments)
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Hybrid access during cloud migration
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Intune + Conditional Access for secure device and identity management
If you're unsure which approach is right for your business, we can help assess your environment and design a remote-access strategy that matches your operations.
Schedule a Remote Access Assessment