Remote Data Access Options

One of the most frequent questions that my clients bring up about databases is "how can we access data from computers outside our office?" There are three main reasons why organizations may want to provide such access:

• The organization has staff who travel a lot and need data while they are on the road.
• The organization has multiple offices, each of which needs access to data.
• The organization wants to share data with clients, sister organizations or with the general public.

Regardless of why the organization wants to share data, solving this problem is difficult because there are so many different possible answers. A wide variety of technology companies today are offering solutions to meet this need.

Ideally, a technology specialist should evaluate the specific remote data access needs of an organization and then consider each possible solution; outlining the pros and cons of each and then allowing the organization to make an informed decision.

Realistically, these technology measures are so varied that it is extremely unlikely that any one consultant, or even any single consulting organization, would have experience in all of the alternatives. The old adage "to a carpenter, everything looks like a nail" definitely applies here: every technology specialist is going to try to apply the measures that he or she is most familiar with. While this is not an ideal situation, it is difficult to avoid.

For a small or medium-sized project, an organization should make sure that at least a few of the options below have been considered and evaluated. For a larger project, an organization may want to bring in a few different voices to look at the whole spectrum of options.

Some Options To Consider

The following is a list of some remote data access options that are most likely to appeal to a small to medium sized non-profit:

• Remote Control

  In this scenario, the remote user controls a computer in the central office. Since the computer is in the central office, it has complete access to the database, as well as everything else in the central office network. Software packages like PCAnywhere, Carbon Copy, and VNC (freeware from AT&T) accomplish this quite well.

  Advantage:

  The user has complete access to all network resources. Inexpensive. Ideal when a small number of users want something quick and easy that connects them with the home network.

  Disadvantage:

  Only one person at a time can "log in". Security is sometimes an issue.

• Terminal Services

  One step up in remote computing technology, terminal services allow multiple users to connect to an NT or Win 2000 computer remotely. This requires a reasonably powerful server and the server software, however.

  Advantage:

  The user has complete access to the network.

  Disadvantage:

  Somewhat more expensive than remote control, although non-profits can get Win 2000 server at a substantial discount from TechSoup Stock or Gifts in Kind . Ideal when you need access to the whole home network and you already have a powerful server set up.

  Both 'Remote Control' and 'Terminal Services' depend on the Internet to send mouse movements, keyboard clicks, and screen pictures back and forth. Responsiveness can vary depending on the speed of the Internet connection.

• Virtual Private Network (VPN)

  Rather than remotely control a computer in the home office, VPNs use the Internet to extend your office network (via a private "tunnel" in the Internet) to the remote user. Typically, these databases have a "front end" (which the user sees) and a "back end" (where all the data resides).

  Advantage:

  Once again, the user has complete access to the network. VPNs are ideal when a small number of remote users need access to the whole back office network, and they are not doing a lot of database work.

  Disadvantage:

  The amount of data that must travel between the office and the remote database user makes this option too slow for most situations. Organizations with back ends in the " SQL" family limit the amount of data that needs to flow back and forth, and so may have quicker response time on a VPN. If the organization has a "SQL" back end, however, there are better options available.

  VPNs can also be very expensive to install.

• SQL Databases

  SQL databases (such as SQL Server, MySQL, and PostgreSQL) allow direct access to data from anywhere on the Internet. In simple terms, your remote program goes out and grabs the data it needs, over the Internet, from the "back end" -- the data repository in the home office.

  Advantage:

  Fast and flexible. MySQL and PostgreSQL are free.

  Disadvantage:

  Requires expertise to set up and maintain. Ideal when you have some in house expertise to maintain the system and a finite number of remote users (i.e., not everyone on the Internet) who can each have some "front end" software on their computers.

• Replication

  Microsoft Access has a technology called "replication" that allows multiple databases that are not connected at all to be periodically synchronized with each other.

  Advantage:

  You don't need an Internet connection except when you are synchronizing data.

  Disadvantage:

  There is no constant connection. If someone in the home office changes some data, the remote user will not know of the change until their connection synchronized.

  Replication is ideal for situations where the users will be in very remote areas, or moving from place to place without an Internet connection.

• QuickBase

  Quickbase

  QuickBase is a Web-based database (an Application Server Provider) hosted by Intuit.

  Advantage:

  It boasts an easy-to-use interface, and it can be connected to Microsoft Access for easy desktop access.

  Disadvantage:

  There are small monthly costs for most applications, and it is a "flat" database, meaning that multiple kinds of data cannot be easily linked together.

  QuickBase is ideal if you are on a quick timetable, you have "flat" data, and your users have at least a little technical sophistication.

• WWW

  In this scenario, you would put all the data on the Web and access it through your Internet browser. Technologies like PHP, ColdFusion, and Active Server pages move data directly between the World Wide Web and your home office database.

  Advantage:

  Ideal if you have a large number of users with no special software on their remote computers.

  Disadvantage:

  These can be quite costly to set up, and there are some limits to what can be done on the Web.

• Application Service Providers

  If you are doing fairly standardized data tasks, such as accounting or donor management, you could keep your data on the Web without having to pay someone to create a site just for you. ASPs like Quicken.com (accounting) or Etapestry.com (donor management) provide data management on their Web sites for a (usually low) monthly fee.

  Advantage:

  No up-front cost, quick start-up.

  Disadvantage:

  Limited flexibility, very little ability to "link" to related data. For example, Etapestry.com cannot automatically move all donations into your Quicken.com accounting system.

  ASPs are ideal for straightforward needs and a low budget.

The Right Option For Your Organization

Your needs will, to some extent, determine your choice. If you have a few staff who spend a lot of time traveling, Terminal Services, Remote Control and a VPN may be your top options. If the staff are often without an Internet Connection, you should consider data Replication. If you have multiple offices, you will probably be looking at a VPN, a SQL back end, or Quickbase. If you are sharing your data beyond the confines of your own organization, you probably will want to put it on the Web.

All of these choices have security concerns. Anytime data is going through the wires, there is a chance someone could try to intercept and read it. The same risk exists with standard mail, email, and phone calls. Each of these technologies attempts to make such data theft as difficult as possible, but if data security is an issue, you should consider how your preferred options address this problem.

Choosing a means of sharing data is not an easy decision -- five years from now, this list of options will probably be shorter, and the remaining options will be cheaper, more powerful, and easier to use. But many nonprofits have already waited a long time for remote data access and want solutions now. Just don't grab the first option that crosses your desk. Think through your exact needs, how many people will need the solution, and then examine your options.