How we helped an Harrogate business give their team of 30 staff fast remote access to over 3Tb of company data whereever they are.

Short version: a busy Harrogate business needed their people to work from anywhere without waiting for files, wrestling with VPNs or copying data to personal drives. The challenge was practical, local and urgent — and the solution had to protect the company as much as it made life easier for the staff of 30.

The problem — what was actually stopping the team

The business stores just over 3Tb of operational and client data across a few servers and network drives. Staff regularly needed big folders and large files while visiting clients, working from home, or catching up in between trains at Harrogate station. The old setup meant slow VPN connections, duplicated files on laptops, and a constant stream of helpdesk calls about missing versions.

For the directors, the real cost wasn’t the tech fuss — it was the lost time, the risk of client data being copied to personal devices, and the awkwardness when a colleague couldn’t access something mid-meeting. That’s not an IT problem in isolation; it’s a business continuity, compliance and reputation problem.

What we focused on — business outcomes, not shiny tech

There are dozens of ways to move data around. We focused on three simple business goals:

  • Fast, reliable access to the files staff need, wherever they are.
  • Reduced data duplication and better control over sensitive information.
  • Minimal disruption and predictable costs for the business.

That meant choosing a solution that would work for people used to a mix of office desks, home setups and occasional site visits — not something that only suited power users.

How we actually delivered it (in plain English)

We audited what the team used day to day: which folders were active, where large files lived, and which processes required offline copies. That audit was done on-site and remotely — you learn a lot sitting in the office kitchen between meetings and hearing how people really work.

Instead of overcomplicating things, we deployed a managed remote-access arrangement that gave fast, secure access to the 3Tb of data without forcing everyone to download everything. The configuration prioritised speed for common files, kept master copies on company storage, and prevented uncontrolled copying to personal devices.

Along the way we handled permissions, set up access logs, and trained the staff so the change felt like an upgrade rather than an outage. We also tuned the set-up for local internet peculiarities — something every Yorkshire business knows matters when team members are switching between office fibre, home broadband and mobile networks on the A61.

For local businesses wanting hands-on support you might look for local IT support in Harrogate that understands how people actually work here: short commutes, client visits across the county and the occasional meeting in town.

Business impact — what the directors noticed

Within a few weeks the most visible changes were practical and measurable at the day-to-day level:

  • Less time waiting for files during calls and on site.
  • Fewer helpdesk interruptions about missing versions or VPN problems.
  • Stronger control over who could copy or export sensitive client material.

The directors told us the intangible improvements mattered too: fewer embarrassing delays in front of clients, fewer rushed copies of folders to personal drives, and a calmer IT picture heading into a busy season. Those outcomes translate into time saved, lower risk and a more professional impression with clients — which is what pays the bills.

What we learned that will help other small businesses

Three short lessons for business owners with teams between 10 and 200:

  • Fix the business problem first. Don’t buy a product because it looks modern; buy what stops lost time and protects your client data.
  • Keep the solution simple for the end user. Staff won’t follow complicated steps in the middle of a meeting — make it seamless.
  • Test on real connections. The best setup in the office can fail at a coffee shop or on a mobile tether. Test where your team actually works.

We’ve worked with firms that have similar rhythms to Harrogate businesses — a mix of office days, client visits and remote work. That real-world exposure means solutions that actually stick, rather than elaborate systems that end up ignored.

Practical checklist for your business

If this sounds familiar, here’s a quick checklist you can run through with your IT person or adviser:

  • Do staff regularly need multi-gigabyte folders while out of the office?
  • Are files duplicated across personal devices?
  • Can you trace who last changed a client file and when?
  • Are you confident your remote access approach will scale if someone needs to work from home at short notice?

If you answer yes to any of these, a targeted remote access approach that protects the master copies and speeds up day-to-day use is worth exploring.

FAQ

Isn’t VPN enough for remote access?

VPNs can work, but they often add latency and encourage users to copy files locally to avoid delays. For teams handling large files, a controlled remote-access setup that preserves central storage while speeding access is usually a better fit.

Will this cost a fortune to set up?

Not necessarily. Costs depend on the scale and the level of management you want. The key is predictable, recurring costs rather than surprise projects when something fails. Think in terms of time saved and risk reduced, not just upfront spend.

How do you keep sensitive client data safe when staff work remotely?

By limiting the ability to copy or export files, enforcing permissions, and keeping master copies on company-controlled storage. Training and simple policies are as important as technical controls.

How long does transition usually take?

For a 30-person team it’s commonly a matter of days to set up and a few weeks to embed new habits. The heavy lifting is in the audit, permissions and user coaching — not in the long tail of technical work.