Pinpricks of awareness
That question had been bubbling under the surface for some time. Since their permanent establishment in 2014, the team has felt a great responsibility for the artists they work with. These are often creators who share their stories from vulnerable positions: think of photographers working in conflict zones or artists addressing sexual abuse. “The information we (internally) share about our artists — for instance, invoices or people captured in photos — is very sensitive. That was our reason to also look further into our IT organization and first ask ourselves: what does our technology look like? And what do we find important in it?” Femke explains.
When COVID-19 brought the world to a standstill in 2020, this process accelerated. While the doors physically closed, FOTODOK, like many cultural organizations, had to go all-in digitally to survive. “COVID showed how much is possible digitally. And that was incredibly valuable. We reached people on the other side of the world with a talent program; that was amazing!” says Femke. She continues: “But it also forced us into a new form of creativity. Because on-site sales suddenly disappeared, we had to quickly find new, digital ways to generate income. The digital infrastructure was no longer a side issue but the lifeline of FOTODOK.”
In the years that followed, this realization grew into a deep concern due to changing realities. Reports of hacks and the increasing power of tech billionaires in global politics felt like pinpricks painfully exposing vulnerabilities. “The artists we work with are very aware of their vulnerability and the role systems play in it. And because of that, we have also become increasingly aware. I wondered: we are super careful with our materials, but can I really guarantee the safety of our people? I could never forgive myself if something happened to one of our contacts.”
Pragmatism as strength: a core team with vision
This growing discomfort demanded action, but FOTODOK is a small organization with only 4 FTEs. A heavy IT project was unthinkable. However, the solution turned out to be closer than expected: within the team itself. Instead of hiring an external agency, they relied on the expertise of their IT specialist. Someone who not only understood the technology but also embodied the organization’s values. His approach ensured that the digital infrastructure became as carefully managed as the physical meetings at FOTODOK. “He could pinpoint the risks without losing sight of our humanity,” says Femke.
“And you really need that knowledge in-house,” she explains. Moving away from Big Tech created the financial space to continue investing in their own expertise. The savings from canceling expensive subscriptions were converted into a bit of extra manpower. “The amount we save by canceling licenses, we now invest in the time of our IT specialist. This way, he can continue to deepen his knowledge and ensure our systems grow with the organization.”
The transition in practice
To make the transition manageable for the team, they opted for a six-month beta period. The new alternatives ran alongside the old systems, allowing everyone to adapt at their own pace. “Honestly, I didn’t expect it to go so smoothly and easily,” Femke shares enthusiastically. The choices they made were effective. For internal communication, Slack was replaced with the open-source Mattermost, and Google Drive was swapped for Nextcloud. Additionally, all data is now stored on a local drive instead of an invisible cloud. “Nothing online, everything local. And backups are securely stored in various locations.”
Even the familiar video conferencing underwent a change; the €1200 annual Zoom subscription was canceled in favor of Jitsi. “Jitsi works fine. The camera quality is slightly less, but sound and stability are good. It’s about your basic requirements: what do you need?” Marketing also became more personal and secure by replacing Mailchimp with Adrez. Even the shared calendar moved from Google to a custom-made calendar. And for searches? They now use Ecosia. “It’s different from Google, but for many things, it works just fine.”
The digital choice enhances the physical encounter
By making such deliberate digital choices, more space was created for what makes FOTODOK unique: the real, raw encounter. “COVID taught us: you can do a lot online, but the value of physical meetings is irreplaceable.” For an organization without massive marketing budgets for large campaigns, this demands a different, more sincere form of communication. The focus is not on broadcasting to the masses but on building a community that is more engaged.
This is reflected in their scene evenings, where people eat together and discuss heavy themes like genocide or experiences in a Ukrainian shelter. “Conversations arise that you wouldn’t think possible between survivors, journalists, and soldiers.” To ensure safety, they sometimes deliberately choose less digital: certain booktalks are available via livestream, but recordings are no longer posted online so people can speak freely. The recordings are stored in a vault, preserved only as part of a protected archive, away from the public internet.
An inspiration for the sector
Although FOTODOK is not yet 100% ‘free’ — Instagram is still necessary for reaching and connecting with creators — the direction is clear: not a single euro more will go to Meta for advertising budgets. They prefer to focus on organic content that is truly 'on point.' Femke sees this as a fundamental responsibility for the entire cultural sector. “We talk a lot about a safe space on stage, but the digital world is just as important. It is our duty of care. What you feel for the people you work with whose lives are at risk, I feel the same for the people in hiding whose data is now 'out in the open' due to the Odido hack. I find such developments very distressing.”
Her message to colleagues is powerful: “Don’t make it too big. It’s often approached as all or nothing, but just start with your mailings. We noticed the psychological barrier is actually bigger than a technical one. There are plenty of alternatives. You don’t all have to switch over at once, but doesn’t that stop you from starting today?”
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