Do I Still Need a VPN?

Before we get into the detail, it's worth clearing up a common confusion. There are two completely different things that people call "a VPN", and they work in very different ways.

Consumer VPN services (NordVPN, ExpressVPN, Surfshark, etc.)

These are apps you install on your phone or laptop. They route your internet traffic through a server in another country. People use them to hide their browsing from their internet provider, get around geographic restrictions on streaming services, or add a layer of privacy on public WiFi. They do NOT connect you to your company's network or give you access to office files. Think of them as a privacy tool for personal browsing.

Business VPN (site-to-site or client VPN)

This is what we're talking about on this page. A business VPN creates a secure, encrypted connection between your laptop and your company's office network. It lets you access shared drives, printers, and office software as if you were physically sitting at your desk. We set these up using your office firewall (typically UniFi or a dedicated VPN appliance), and your staff connect using a small app on their laptop.

The key difference: a consumer VPN protects your privacy online. A business VPN gives you remote access to your company's internal network and files.

So has anything changed?

Yes, a lot. In 2025, almost all internet traffic is already encrypted without needing a VPN:

• Every website uses HTTPS (the padlock in your browser). Your banking, email, and cloud apps are all encrypted by default, even on coffee shop WiFi.
• Microsoft 365 (Outlook, Teams, SharePoint, OneDrive) encrypts everything automatically. Nobody on the same WiFi can read your emails or intercept your files.
• Cloud business apps like Xero, Sage, your CRM, and most modern software all use HTTPS. The connection between your browser and the service is already secure.

This means the original reason many people used business VPNs, protecting data from being intercepted on untrusted WiFi, is largely solved. You don't need a VPN tunnel to safely check your Microsoft 365 email from a hotel. It's already encrypted.

When you DO still need a business VPN

VPNs are still essential when you need to access things that live inside your office network, things that aren't on the internet:

• Traditional file servers. If your shared files live on a Windows Server or NAS device in the office, the only way to get to them from outside is a VPN tunnel back to your network.
• On-premise business software. Some accountancy packages, manufacturing systems, databases, and specialist software still run on a local server and aren't available through a web browser.
• Printers and network devices. If you need to manage equipment or print remotely.
• Remote Desktop connections. Connecting to office workstations or servers.

We regularly set up VPN tunnels for clients who still run file servers or NAS devices. It's a proven, reliable approach. But it's worth understanding whether you actually need one, or whether the smarter move is to get those files into the cloud instead.

A word of warning: databases and VPNs don't always mix

One issue we see regularly is businesses trying to run database-driven applications over a VPN connection. Software like Sage, MYOB, or bespoke systems that use a database on your office server can struggle badly over a VPN. The database constantly sends small packets of data back and forth, and even slight delays (latency) in the VPN connection can cause slowdowns, timeouts, or in the worst cases, data corruption.

If you've ever had a VPN drop out while someone was saving to a shared database, you'll know the damage it can cause. This is one of the strongest reasons to look at cloud alternatives for these applications rather than stretching a VPN to do something it was never designed for.

The modern alternative: files in the cloud

If your files live in SharePoint and OneDrive rather than on a local server, you don't need a VPN to access them. Staff can open, edit, and share documents from any device, anywhere, with the same security as being in the office. The files simply aren't on your office network anymore.

SharePoint and OneDrive give you:
- Offline sync. Files are cached on your laptop so you can work without internet, and changes sync when you reconnect.
- Version history. Every edit is tracked. Accidentally overwrite something? Roll back in seconds.
- Granular permissions. Share specific folders with specific people, including external partners, without giving them VPN access to your whole network.
- No single point of failure. If your office floods or your server dies, your files are safe in Microsoft's data centres.

For most small and medium businesses, migrating from a file server to SharePoint/OneDrive removes the need for a VPN entirely. We handle these migrations regularly. See our Cloud & Digital Transformation service for more detail.

When SharePoint and OneDrive aren't enough

SharePoint and OneDrive are brilliant for everyday office documents: Word files, spreadsheets, PDFs, presentations. But they have limitations for certain types of work:

• Large files and CAD drawings. If you're an architecture, engineering, or design firm working with AutoCAD, Revit, or similar software, SharePoint struggles with files that are hundreds of megabytes or larger. Syncing large CAD files over OneDrive can be painfully slow and cause conflicts when multiple people need access.
• Video production and creative work. Large video files, project files from Adobe Premiere or After Effects, and other media-heavy workflows don't suit SharePoint's sync model.
• File locking requirements. Some workflows need proper file locking (only one person can edit at a time), which SharePoint handles differently to a traditional file server.

For these situations, there are specialist cloud platforms designed for the job:

• Egnyte is a popular choice for businesses that need the convenience of cloud file access but with the performance and control of a file server. It handles large files well, integrates with CAD software, and gives you proper file locking. Many architecture and engineering firms use it.
• LucidLink is designed for teams working with very large files (video, CAD, 3D modelling). It streams file data rather than syncing entire files, so you can open a 5GB AutoCAD file almost instantly without waiting for it to download.
• Autodesk Construction Cloud / BIM 360 is purpose-built for AutoCAD and Revit users who need to collaborate on designs.

We can advise on which platform fits your workflow. The key point is that "move to the cloud" doesn't always mean SharePoint. Sometimes the right answer is a specialist cloud service that's built for your type of files.

The next step: Zero Trust Network Access

For businesses that want the security benefits of a VPN without the drawbacks, there's a newer approach called Zero Trust Network Access (ZTNA). Microsoft calls their version Global Secure Access, and it's part of the Microsoft Entra security suite.

The idea behind Zero Trust is simple: instead of trusting anyone who connects to the VPN ("you're through the door, so you must be allowed in"), it checks every single connection individually. Every time someone tries to access something, it asks: who is this person, is their device secure, are they allowed to access this specific thing?

Think of it this way. A traditional VPN is like giving someone a key to the building. Once they're in, they can go anywhere. Zero Trust is like having a security guard at every room who checks your ID each time.