Digital Sovereignty in Practice: How FOTODOK Gradually Says Goodbye to Big Tech

Pinpricks of Awareness

That question had been bubbling under the surface for some time. Since establishing a permanent location in 2014, the team felt a great responsibility toward the artists they work with. Often, these are creators sharing 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 photographs — is highly sensitive. That was the reason for us to look further into our IT organization and initially ask ourselves: what does our technology look like? And what do we find important in this?” Femke explains. 

When COVID-19 brought the world to a standstill in 2020, this process accelerated. As physical doors closed, FOTODOK, like many cultural organizations, had to quickly adapt digitally to survive. “COVID showed how much can be done 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. Since on-site sales suddenly disappeared, we had to quickly find new, digital ways to generate revenue. The digital infrastructure was no longer a side issue but the lifeline of FOTODOK.” 

In the years that followed, this awareness grew into a deep concern due to changing circumstances. Reports of hacks and the increasing power of tech billionaires in global politics felt like pinpricks painfully exposing vulnerabilities. “The artists we collaborate with are very aware of their vulnerability and the role systems play in that. And as a result, we’ve become increasingly aware of it too. I asked myself: we are super careful with our materials, but can I really guarantee the safety of our people? I would 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 full-time employees. A heavy IT project was unthinkable. The solution, however, was 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 was as carefully managed as the physical interactions at FOTODOK. “He could pinpoint the risks without losing sight of our humanity,” says Femke.

“And you really need that knowledge yourself,” she explains. By stepping away from Big Tech, financial space was created to continue investing in their own expertise. The savings from canceling expensive subscriptions were converted into extra manpower. “The amount we save by canceling licenses, we now invest in our IT specialist’s time. This allows him to keep learning and ensure our systems grow alongside 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 says enthusiastically. The choices they made were effective. For internal communication, Slack was replaced by 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 secured in various locations.”

Even the familiar video conferencing underwent a change; the Zoom subscription costing 1200 euros a year was canceled in favor of Jitsi. “Jitsi works fine. The camera quality is slightly less, but the 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 searching? That’s now done via Ecosia. “It’s different from Google, but for many things, it works perfectly fine.”

Digital Choices Strengthen Physical Encounters

By being so mindful digitally, more space was created for what makes FOTODOK unique: genuine, raw encounters. “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 billboard campaigns, this forces a different, more genuine form of communication. The focus isn’t on broadcasting to the masses but on building a community that’s more engaged.

This is evident in their evening gatherings, where people come together to eat and discuss heavy topics like genocide or experiences in a Ukrainian shelter. “Conversations emerge that you wouldn’t think possible between survivors, journalists, and soldiers.” To ensure safety, they sometimes even deliberately choose less digital: certain booktalks are available via livestream but are no longer posted online so people can speak freely. The recording is stored in a vault, preserved as part of a protected archive, away from the public eye of the internet.

An Inspiration for the Sector

Although FOTODOK isn’t yet 100% ‘free’ — Instagram remains necessary for reaching and connecting with creators — the direction is clear: not a single euro of advertising budget goes to Meta anymore. They prefer to focus on organic content that’s truly 'on point.' Femke sees this as a fundamental responsibility for the entire cultural sector. “We talk a lot about creating a safe space on stage, but the digital world is equally important. It’s our duty of care. What you feel for the people you work with whose lives are uncertain, I feel the same for those in hiding whose data from the Odido hack is now 'out in the open.' These developments are deeply disturbing.”

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 the technical one. There are plenty of alternatives. You don’t all have to switch over at once, but that shouldn’t stop you from starting today.”