Sage Remote Data Access vs Cloud Hosting your Sage data 

Understanding the difference between Sage 50 Cloud Hosting and Sage 50 Remote Data Access 

For companies looking to host their Sage 50 data remotely, there are two main options that stand out above the rest: Cloud Hosting via RDP, and Sage’s built-in Remote Data Access feature (formerly known as Sage Drive). Both of these options allow access from anywhere, assuming a stable internet connection, however the way the data is stored and accessed works entirely differently.

What is Sage 50 Cloud Hosting?

Cloud hosting involves installing Sage 50 on a centralised cloud-based server, which can then be accessed via the Remote Desktop Protocol. These can either be set up and run in-house or managed by a third-party provider, with the latter being the most common option for businesses.

When the user accesses via RDP, they will load up into a Windows server environment, which allows them to access Sage 50 along with any other necessary Windows apps – completely through the cloud. Assuming the user has a stable internet connection, this will work from any device that supports RDP – making it a great option for MAC users.

This setup emulates the experience of using Sage 50 locally, but with the added benefit of not being tethered to a single location. All users will access this same server, hosting the same Sage dataset, so there’s no concern about out-of-sync files or data conflicts – everyone works on the same live data in real time.

What is Sage 50 Remote Data Access? 

Sage 50’s Remote Data Access is a built-in feature that allows users to easily share company data between different machines via Sage’s cloud sync. Sage 50 is still installed locally on each user’s computer; however, the data doesn’t necessarily have one fixed location. The user instead connects to the company data via one main Sage account, which will then download and overwrite whatever data files the user has (in the relevant company’s location) with the most up-to-date ones from Sage’s end. Changes made from one pc are synced to Sage’s cloud storage and then pushed through to the other machines that have access to that same dataset.

The setup process of RDA is fairly simple and doesn’t require any additional hosting infrastructure. Despite this, it does come with limitations and setbacks in multi-user environments. There can be issues with syncing delays, poor performance, and file locking, all of which are the main culprits.

Key Differences in Functionality and User Experience 

The main difference between cloud hosting and RDA is how you access both the data and software. When accessing via RDP, all the processing power and storage is handled by the server’s hardware, so the specification of your local machine isn’t a factor. On top of that, the data is always live, meaning there are never any syncing issues between the users.

RDA on the other hand, acts more like a syncing service, with data constantly being uploaded and downloaded between Sage’s cloud storage and each local installation. This can lead to errors with the syncs, and users inputting conflicting information, which can both result in file corruption. The specification of the user’s pc is the driving factor behind the actual software performance, so this can vary vastly from user to user.

The whole cloud hosting approach is a lot more seamless too, as there’s no need for users to plan out exactly what they’re each going to be inputting to prevent errors, which you’d otherwise need to do with RDA. Instead, all users work on the same dataset, in the same environment, at the same time.

Benefits of Sage 50 Cloud Hosting Over RDA 

1. Consistency is one of the main advantages of cloud hosting. Everyone accesses the same Sage version, the same dataset, through the same environment – no matter where anyone’s located. This simplifies the management for the IT companies by ensuring that updates, backups, and security measures are all applied in unison across the board.
2. Security is another advantage, with most hosting providers offering a vast array of security features; firewalls, encrypted connections, 2FA and frequent offsite backups being the standard. RDA on the other hand relies on the security of each user’s machine, leading to more points of vulnerability across the board, which will naturally take more effort to plug.
3. Management for IT companies is much more simplified too, as there’s no need for the updating and troubleshooting of the software on individual machines – everything’s instead done in one place.
4. Cloud-hosted setups also allow for a broader range of integrations. Since users are working within a full Windows environment, it’s easier to connect Sage with other apps, tools, or business systems installed on the same hosted server. This flexibility is often limited when using Sage locally via RDA.
5. Finally, cloud hosting is generally more scalable. As your business grows, you can easily add new users, increase storage, or upgrade server resources without changing the overall setup. RDA, on the other hand, can become increasingly fragile and inefficient as the number of users and the size of the data file increases.

When Should You Choose Cloud Hosting Instead of RDA? 

For businesses that need consistent, reliable multi-user Sage access across different locations, cloud hosting is by far the best solution. It’ll also serve as a nice improvement for anyone who’s previously ran into the sync issues and file corruption that RDA tends to offer.

If your business is growing with a limitation on internal IT resources, but still a preference for secure, compliant systems, a cloud hosted solution will offer you exactly that. Any headaches associated with managing local installations are now gone, with your team working in the same secure environment.

On the other hand, RDA may be sufficient for very small teams, particularly where only one or two users need occasional remote access, and the volume of transactions is relatively light. However, for anything more than basic usage, Sage 50 cloud hosting via RDP is a significantly more robust and future-proof solution.

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