VDI vs VPN: Choosing the Right Remote Access Option for Your Organization

Remote work is a hotly debated topic in corporate workplaces. While most people are of the opinion that working from home will help improve overall productivity, some believe that it eliminates the traditional workspace experience entirely. Regardless of what you may think about it, remote work is quickly becoming the main model for corporate entities, with some offering hybrid schedules and others only offering work from home (WFH) arrangements.

Virtual Desktop Infrastructure (VDI) and Virtual Private Networks (VPN) are two technologies that help enable the remote work model, each in distinct ways. Using cloud computing resources, VDIs help create a virtual workspace where data and resources can be accessed from any geographical location, as long as you have a working internet connection. In contrast, VPNs facilitate encrypted data transfer between two end-point devices over the internet. These overtly simplified definitions can only scratch the surface of understanding VDI and VPN technologies. While both have specific advantages and limitations, the decision to opt between them depends on your needs as the user. Making an informed decision is only possible once you have a deeper understanding of the capabilities of each offering.

So, let’s dive into the rest of the blog to gain comprehensive insight and conduct a detailed VDI vs VPN comparison.

Understanding Virtual Desktop Infrastructure (VDI)

As already mentioned, VDIs connect users to organizational networks and servers without being tied to any single device. Employees can use any authorized device to access company resources through a secure desktop client or browser. VDIs create virtual desktops which are software applications that have all the functionality of a traditional desktop system. Virtualization removes limitations created by operating systems (OSs) to provide a consistent user experience. Multiple software components, including the hypervisor, abstract the desktop functions from the hardware. This enables the creation of the virtual machine, where the OS and physical desktop are no longer coupled, and a software application serves as the end-user’s desktop.

VDI providers set up the virtual desktops on a central server and then provide the business with the required access. This centralization simplifies management by allowing administrators to patch and update all the virtual desktops at the same time. In contrast, traditional hardware necessitates that each system is individually worked on, which can cause prolonged disruption to operations. Scaling up or down also becomes a breeze due to this centralization. Organizations can request additional resources from the service providers and make use of the software-based virtual desktops without having to factor in the underlying hardware costs.

From a security perspective, VDIs facilitate remote work access by implementing security access policies. Since all organizational data is stored on a single server, businesses can efficiently enforce the appropriate levels of security measures, ensuring that data safety compliances are upheld. Follow the link for a more comprehensive read on what a VDI is.

Key Features of Virtual Desktop Infrastructure (VDI)

VDI technology enables remote access and device portability. This is particularly useful for companies that operate on hybrid or WFH models and facilitates on-the-go access.
Centralization of organizational data strengthens security protocols by eliminating the risk of storing sensitive information on personal devices. This also ensures overall compliance with security standards ensuring that your data remains safeguarded.
Minimizes spending on physical IT infrastructure as VDIs are based on servers managed by the service provider. It also helps save on licensing and maintenance costs, reducing organizational spending without sacrificing operational speed or efficiency.
VDIs offer organizations improved options for scalability and flexibility. The remote access options allow users to log in and access company resources from anywhere in the world. Organizations can also easily scale as needed as the virtual desktops operate from a central server and they can request additional systems as per their need.
Data centralization also streamlines the backup process as it is performed on a server level which regularly snapshots the entire virtual environment. During system failure or data corruption events, the whole environment can be restored to its previous unaltered state quickly which minimizes operational disruptions.

Understanding Virtual Private Network (VPN)

VPNs create a secure channel for data transfer. They do so by establishing a connection between the user’s device and a secure VPN-run server. The user’s data traffic is directed through the VPN server, preventing outsiders from viewing your IP address or what websites you are visiting. VPNs also encrypt your data during transfer, scrambling it into an unintelligible format that is useless even if intercepted.

There are multiple kinds of VPNs depending on how the secure connection is established. The three common types of VPNs are as follows.

Remote Access/ Client-to-Site VPN: An endpoint device connects to a third-party server or a private network
Site-to-Site VPN: Two networks are connected via LAN or WAN services. This kind of VPN is useful for businesses that have multiple branches and want to connect to their networks.
Mobile VPN Applications: Mobile devices can connect to private networks via the VPN app.

Key Features of Virtual Private Network (VPN)

As VPNs are primarily concerned with security, they support several encryption protocols. The best VPNs provide the industry standard 256-bit encryption and also offer users the ability to switch between protocols depending on their needs.
Masking your IP address is another core VPN feature. A good VPN not only masks your IP address but also groups multiple users under a common IP address. This makes it much more difficult to identify and track individual users.
Any interruption in the VPN connection results in it getting disconnected, exposing your real IP address. Competent VPN software has an in-built kill switch that terminates the internet connection or preselected applications when it is disconnected.
Mobile VPNs ensure that your device remains anonymous and protected, regardless of whether you are connected to the Wi-Fi or cellular networks.
Although not particularly relevant for this article’s purposes, it is worth noting that VPNs allow users to bypass regional restrictions. The VPN location spoofing feature allows users to change to a server in another country which effectively changes your location.

VDI vs VPN: Summary of Key Differences

Feature	Virtual Desktop Infrastructure (VDI)	Virtual Private Network (VPN)
Primary Function	Provides a virtualized desktop environment accessible from anywhere.	Secures and encrypts internet connections and masks IP addresses.
Core Technology	Centralized server hosting virtual desktops and applications.	Encryption of data transmitted over the internet.
User Access	Access to a full virtual desktop environment, including OS and applications.	Access to the internet with an encrypted connection and masked IP.
Security Focus	Centralized security with server-based management of updates, backups, and policies.	Enhances privacy by masking IP addresses and encrypting data.
Data Storage	Centralized on the server or cloud, making backups and recovery more manageable.	Data is not directly stored; focuses on secure transmission.
Management Complexity	Requires robust server infrastructure and management tools for maintenance and scaling.	Generally easier to deploy and manage; focuses on user-level security.
Access to Network Resources	Provides seamless access to organizational network resources as if working locally.	Limited to securing internet connections and does not inherently provide access to internal network resources.
Performance Impact	Performance depends on server capacity and network speed; can offer consistent user experiences.	May impact internet speed due to encryption and routing through external servers.
Cost	Higher initial setup cost due to infrastructure and licensing; ongoing maintenance costs.	Lower setup cost; often involves subscription fees for VPN services.
Use Cases	Ideal for businesses needing secure, centralized desktop management and access to internal systems.	Ideal for enhancing privacy, securing internet connections, and accessing region-restricted content.

VDI vs VPN: Comparative Analysis

The following section takes a closer look at how VDIs and VPNs compare in different criteria and which of the two are better suited for remote access.

Primary Function: A VDI’s primary function is to deliver a virtualized environment based on remote servers or the cloud. A VPN on the other hand is only involved in securing data and IP address during transit from the endpoint to the organizational network. While this does enhance overall security, organizations using VPNs for remote access will have to invest more in hardware and application licenses than those opting for VDIs.
Core Technology: VDIs use virtualization tech to host multiple virtual desktops on a single server, with each VM operating as an independent environment. VPNs route traffic over insecure networks through the VPN server, which encrypts the traffic and protects the user’s IP address. VDIs utilize virtualization technology while VPNs operate based on encryption protocols like WireGuard.
User Access: VDIs provide users with access to a complete virtual desktop environment while VPNs are only responsible for the creation of a secure encryption tunnel for data transfer. As employees may use different devices to log in and work, the consistent user experience that VDIs provide becomes increasingly beneficial. Using a VPN does secure your internet connection but does not help with internal security compliance or deliver a consistent user experience.
Security Focus: Although VPNs are primarily designed to safeguard your data during transmission, it is essential to remember that the protection extends only to data in transit. VDIs operate from a single physical server or cloud source making it easier for organizations to secure all their data and ensure that the virtual desktops are updated to the latest security features. VDI are better for security in terms of organizational data while VPNs are more focused on maintaining user privacy and securing data transmission.
Data Storage: VDIs centralize data storage which simplifies management, enhances backup and recovery in case of disruptions, and improves overall organizational data security. In contrast, VPNs have no data storage facilities, giving VDIs a distinct advantage in this comparison.
Management Complexity: VDIs are relatively difficult to implement and deploy when compared to VPNs. Managing the virtual environment is filled with complexities, requiring extensive knowledge and experience of the setup. Installing, configuring, and maintaining a VDI requires a sophisticated administration capable of managing intricate virtual desktop environments while VPNs have relatively simple and straightforward installation and configuration processes.
Access to Network Resources: This criterion loops back to the primary functionality of the two technologies. Since VDIs are meant to enable remote access via virtual desktops they can provide seamless access to organizational networks and resources. VPNs, however, are only responsible for securing data transmission and have limited ability to facilitate access to network resources.
Performance Impact: The performance of a VDI is dependent on two factors; server capacity and network speed. However, most service providers ensure that the server hosting the VMs has the latest security updates to ensure that the downtime is as close to nil as possible. Poor network conditions can affect your virtual environment, but most service providers incorporate tools and applications to ensure that your virtual desktop remains unaffected. VPNs affect performance by decreasing the internet speed due to the encryption or traffic routing process.
Cost: Setting up virtual desktops requires greater initial investment and ongoing maintenance budgets. VPNs have comparatively lower associated costs.
Use Cases: At the core, VDIs are designed to support businesses by providing them with complete remote access functionality, robust security measures, centralized management capabilities, and consistent user experience. In contrast, VPNs are primarily meant to be used by individuals to secure their internet browsing and accessing region-restricted connections. This can be extended to securing your remote access connection, something that small organizations may choose based on their organizational requirements.

VDI vs VPN: Choosing the Right Option for Your Organization

The in-depth comparison of the two technologies should have given you a clearer idea of their features and advantages. Now it is time to align these insights with your organization’s requirements. Factors like business size and structure, security needs, and budget will help you judge which of the two better fits your organization.

For small and medium businesses operating on a limited budget, requiring only a secure remote access solution, VPNs can easily fulfill their needs. Larger organizations generally have more diverse needs and a bigger IT budget, making VDIs more suitable. However, even smaller organizations that require specific virtualization features can opt for a VDI. Your choice depends on your unique requirements and IT budget. Assessing your organization is of critical importance before making your decision.

If you are having trouble making this decision, we suggest talking to qualified professionals, such as us. Apps4Rent has been operating for over 20 years now and has helped more than 10,000 businesses unlock their full operational potential. Apps4Rent’s managed virtual desktop solutions provide users with extensive customization control over their virtual desktops, allowing you to focus on the job at hand while we ensure that your services remain uninterrupted. You can contact our dedicated customer support team at any time of the day over call, chat, or mail to help you figure out the best remote access solution based on your organizational requirements.