How Remote File Access Functions

Remote file access is exactly what it seems: a system that allows you to access your files from anywhere, anytime, and on any device, as long as you're online. This is essentially the core purpose of the Internet: to access, share, and collaborate on information freely (even if most people use it to exchange selfies, music, and videos of cats).

Since the shift from mainframes to PCs, accessing files remotely has been a challenge. Initially, we had to bring our work home or carry disks and word processors to far-off meetings. Eventually, laptops, smartphones, and consoles revolutionized personal data portability, allowing us to carry photos, videos, and documents on planes or to our local coffee shop. However, we still faced the issue of manually transferring files over networks, disks, or flash drives, constantly worrying if we had the correct version.

Internet access seemed like the solution, but the early, slow days of connectivity made anything beyond basic file transfers impractical. To avoid the inconvenience, users would resort to mailing or hand-delivering stacks of disks, a process humorously referred to as "sneakernet." Never underestimate the bandwidth of a van full of cartridges speeding across town.

Today, despite increasingly large file sizes, bandwidth has improved to the point where we can download games in the gigabyte range in minutes, and smartphones have enough data speed to stream movies. The bottleneck has shifted from the pipeline to the spigot, allowing companies to offer remote file access services.

For years, large corporations and universities have offered remote access, either through in-house servers or collocated facilities. Some utilize virtual private network (VPN) protocols and software to securely connect to office networks over the Internet, or even allow remote desktop access—a valuable tool for IT departments.

The main difference between these services and remote file access lies in their focus. Whether you're an individual user or a small business, everyone wants access to their files, be it music, photos, movies, shared projects, or even a high-concept screenplay about monkey hacktivists. Remote file access gives you just that, often free, and synchronized to ensure you’re always working with the latest version.

Head in the Clouds

To grasp how remote file access functions, let's walk through a typical scenario.

Your service installs a file folder on your computer or device. Any file you move or copy into this folder is duplicated—using a secure sockets layer (SSL) and, in some cases, encryption—onto an online server, similar to how shared documents are stored on an office network. A background service on your device periodically syncs the contents of the folder with its duplicate on the server. This ensures any changes made to one version of the file are mirrored across all versions.

While previously separate concepts, the boundary between "remote file access" and "cloud computing" is increasingly indistinct, both in terms of the services they offer and how businesses market them. We use the term remote file access in this article, though the services discussed overlap both categories to some extent.

Once your files are stored on a remote access server, you can share them publicly or with selected individuals. Implementations may differ, but typically a settings menu lets you designate who can view a specific document, which can range from anyone on the Internet to only selected individuals with the link. Many services require users to sign up for an account (usually free) to access the file. You can also set permissions that define what viewers or collaborators can do with the file (e.g., view only, edit).

Some services, such as Google Drive and Microsoft SkyDrive, also allow you to create documents online. These documents are stored on the server but can be downloaded to your device to work on them offline. The system will sync them with the remote service once you're back online.

Remote file access and cloud servers offer powerful tools and easy file access, but they come with security risks. These work both ways: While hackers can exploit vulnerabilities in the servers and devices accessing them, many users also resist security measures designed to thwart hackers, especially digital rights management (DRM). Keep these concerns in mind when selecting a remote file access service, or when deciding if it's the right choice for you in the first place [source: Thomas].

Choosing a Remote File Access Service

The Web is filled with all-in-one solutions where you can upload your files and let someone else handle the technicalities, with more services popping up all the time. Here are some of the top options.

Dropbox is a simple, reliable service with a long history. It works on Windows, Mac, and Linux systems and offers apps that integrate with iPhones, iPads, Android devices, BlackBerrys, and Kindle Fires. Users start with 2 gigabytes of storage and can earn more space through referrals or purchase up to 500 GB with the pro version. A business version with version control and team management options begins at 1,000 GB (no upper limit) [sources: Dropbox; Meece].

iCloud delivers the quintessential "one-stop-shop under Apple" solution for the company's loyal customers, but even Windows PCs running Vista or newer can join in. If you have a relatively new Apple device (and if not, what's wrong with you?), a setup wizard is likely walking you through the process as you read this article. iCloud provides access to content across all your devices (especially iTunes and App Store purchases), tracks your progress in iBooks and Safari, and even helps locate a stolen device. Users begin with 5 GB for free and can purchase up to 50 GB (as of October 2011). Purchases made through the Apple Store, including music, TV shows, apps, and books, don't count toward this limit, though storing non-iTunes music will incur extra charges [sources: Apple; Meece].

Google Drive is designed to free users from platform dependencies while simultaneously pulling you -- and your data -- deeper into the Google ecosystem. It supports Windows (Vista or newer), Macs (Snow Leopard (10.6) or later), and Android devices (Eclair (2.1) or later), along with iPhone and iPad (iOS 3.0+). Google Drive offers 15 GB of free storage with paid plans that go up to 16 terabytes (yes, that's terabytes). Similar to Microsoft's Skydrive, Google Drive enables users to create online spreadsheets, documents, and presentations, and includes file sharing and collaboration features, as well as 30 days of revision history. What truly sets it apart is access to Google's robust search capabilities [sources: Google; Meece].

Microsoft SkyDrive capitalizes on its core strengths, particularly its collaboration features. It allows users to work together on Word documents, Excel spreadsheets, and PowerPoint presentations with version control, all without converting to open-source or other formats. The service also gives you remote access to Windows PCs, enabling you to retrieve photos or stream videos from your home computer to your device. Microsoft offers 7 GB of free storage, with the option to upgrade to 200 GB [sources: Meece; Microsoft].

These are just a few examples of the many services available. Take your time and choose the solution that best fits your needs.