Christina Thirsfeld is the Data Protection Officer at TU Wien. Together with her team, she ensures that data protection requirements are met, risks are assessed and personal data is effectively protected. One issue in particular has been on her mind for years: how can TU Wien strengthen its digital sovereignty and retain as much control as possible over its own data? Together with her department, she has now taken a step closer to this goal. Linux is now used instead of Windows, and Microsoft Office has been replaced by LibreOffice – a pilot project designed to demonstrate how greater independence from major software providers can be achieved in the day-to-day running of the university.

"I have nothing to hide"

But why is data sovereignty important in the first place? “Even if you had nothing to hide, would you simply hand over the key to your own flat to a complete stranger on the street, even if that person assured you they wouldn’t use it?” asks Christina Thirsfeld. This line of thinking can also be applied to our data. Although data is transferred to software providers and cloud services within the legally permissible framework, developments in recent years have shown that this dependence must be critically scrutinised. Among data protection coordinators, too, the question of whether there is really no alternative to the heavy reliance on US software solutions has been raised time and again.

Digital sovereignty means retaining control over one’s own IT infrastructure, data and processes as far as possible, and not being dependent on the decisions of individual companies or political developments. In the case of a university, this applies equally to research data, the personal data of staff and students, and internal and confidential documents and processes.

“The current situation poses an unpredictable risk for users outside the US,” says Christina Thirsfeld. She therefore decided, on behalf of her department, to shelve the Windows operating system and its associated software and instead make way for a penguin – the Linux operating system (with its emblem, the penguin) would replace Windows, and MS Office would be replaced by LibreOffice: a real-world experiment.

Support at all levels

The fact that this idea was actually able to develop into a pilot project is down to the support of many of those involved. Wolfgang Kastner, Vice-Rector for Digitalisation and Infrastructure, and Wolfgang Spreicer, Head of Campus IT, supported the project from the outset because they recognise the urgency of the issue of digital sovereignty. However, they are also aware that making the transition in day-to-day working life involves certain hurdles and costs.

Just as important was the practical support provided by a group of dedicated staff from Campus IT and other volunteers. “They were always on hand whenever we were stuck,” says Thirsfeld, raving about the round-the-clock support she and her team received. “Without the tremendous support and acceptance from all quarters at the TU, I wouldn’t have been able to carry out this experiment,” says Thirsfeld. The support therefore came both from senior management, who set the strategic framework, and from the IT experts, who made the practical implementation possible.

Taking the plunge and the consequences

With this backing, Thirsfeld and her team took the plunge – with the support of open-source experts. Thirsfeld and her six colleagues switched over not only their operating system but also their word processing, email and calendar programmes. After a two-month trial period, they were able to decide which operating system and software they wanted to continue using. “It took courage to question familiar workflows and to accept the technical hurdles,” says Thirsfeld. At the same time, she says, the switch opened up new perspectives and showed that many tasks can be carried out just as well using free software. Thirsfeld is also enthusiastic about how much the new Linux operating system has given them a fresh perspective on computer use and new experiences with applications.

So what is the conclusion? Half of the staff are continuing to use Linux and LibreOffice even after the pilot project has ended – out of conviction and because, following an initial settling-in period, the new tools have proved their worth in day-to-day work. Overall, the switch has provided valuable insights for the university, as it is now better able to assess the pros and cons of making the switch; the predominantly positive experiences from the pilot project are already having an impact: The Finance Department at TU Wien, headed by Martin Neff-Kolassa, has been closely following the experiment carried out by the Department of Data Protection and Document Management and also took part in a joint workshop with the IT open-source experts. It is now in the midst of preparations for its own transition. 

In any case, Christina Thirsfeld encourages people to take the plunge. “Digital sovereignty is a precious asset that we should strive for, even if it may involve a certain loss of convenience or require us to break with old habits. Convenience should not take precedence over digital sovereignty.” The pilot project at the TU Wien has shown that greater digital independence in everyday university life is possible.

Contact

Mag.^a iur.Christina Thirsfeld
Data Protection and Document Management
Technische Universität Wien
+43 1 58801 41000
christina.thirsfeld@tuwien.ac.at