From hundreds of gigabytes of group photos to contracts with partners: The Railway Museum shares a wide variety of files outside its own organization. With Msafe, IT consultant Sven Andeweg is bringing more clarity to that exchange. His goal is clear: to be able to track who shared what and when.
A museum shares more than visitors see
Behind the exhibitions at the Railway Museum in Utrecht lies an organization that works closely with volunteers, suppliers, and partners. Group photos, marketing materials, contracts, drawings, and documents for bids regularly cross organizational boundaries.
The importance of digital information is growing. In its annual report on the collections, the museum describes how digitized collection materials are being made more accessible. The involvement of volunteers in the photo collection also illustrates the extent of the collaboration behind it.
When Sven Andeweg started as an IT consultant, external file sharing took place through various channels. Employees used email and Google Drive. Physical hard drives were passed around for large amounts of visual content. Each channel worked for individual transfers, but it was difficult to keep track of the big picture.
For Sven, therefore, the question wasn’t just how a file reached a recipient. He also wanted to be able to trace what had happened to the transfer.
“At the very least, you want to know for sure who, what, where, and when. I need to have access to that entire audit trail.”
Sven Andeweg, IT Consultant, Railway Museum
Hundreds of gigabytes of photos, without a hard drive
A volunteer’s photo collection brought the issue into sharp focus. It consisted of an estimated 500 to 600 GB of digitized group photos. For such transfers, the museum had previously purchased a hard drive. That drive had to be handed over and was not always returned.
With Msafe, the volunteer was able to submit the files via an upload link. This provided the museum with a digital alternative to the physical storage device for this transfer.
This example makes the added value tangible. Receiving large files becomes part of an agreed-upon workflow, rather than requiring a separate logistical solution each time. The same platform is used for external exchanges of items such as contracts, drawings, and RFI documents for tenders.
Control over access and retention periods
When choosing a solution, Sven looked beyond file size. He wanted to manage access, retention periods, and the activities surrounding shared files. He also needed to ensure that external parties could participate without having to create a separate account for every exchange.
The Railway Museum uses Msafe Secure File Transfer to manage this external exchange. An audit trail helps track relevant activities. Under the described setup, the museum uses a standard retention period of 90 days, which can be adjusted in the portal. This is a choice specific to the museum’s operating procedures; it is not a general retention period for every document.
When it comes to sensitive information, context is key. Sven cites job application processes as an example: under the described procedure, resumes are viewed online, with the download option disabled. This allows the museum to limit access within the chosen sub-environment. The configuration of access and time limits remains part of the organization’s own privacy policy; software alone does not make a process compliant. More background information is available on the page about the GDPR and secure file sharing.
SharePoint internally, Msafe for controlled external exchange
Within the Microsoft environment, the museum uses SharePoint for internal collaboration. Msafe complements this when documents are exchanged in a controlled manner with parties outside the organization.
This choice ensures a clear division of responsibilities. Microsoft itself describes the options for external sharing in SharePoint and OneDrive. In its own workflow, the museum has chosen to organize external transfers via Msafe. The rationale behind this decision is explained in “SharePoint versus Secure File Transfer.”
In addition, the museum places importance on the location where data is stored. Storage in the Netherlands is preferred; within the European Union, it may also be acceptable in certain situations. The decision to use a Dutch provider aligns with that strategy. This involves deliberate choices regarding providers and data storage, not a guarantee that all dependencies will disappear.
Implementation via a Familiar Application
Sven is introducing Msafe step by step. In the current phase, Collections and Marketing are using it. Retail, HR, and Sales are potential next departments. For each department, he assesses where controlled external file sharing actually solves a problem.
“Once you know the application, it becomes tangible. Then they’ll understand your objective, too.”
Sven Andeweg, IT Consultant, Railway Museum
The approach starts with day-to-day work: which files are exchanged, with whom, and what challenges do employees face? The procedures and explanations are then tailored accordingly. This aligns with the emphasis on collaboration and development that the museum also describes in its annual report on internal organization.
What other organizations can learn from this
The experience of the Railway Museum shows how ease of use and control can be balanced. Start with a specific process that is currently cumbersome. Next, determine who needs access, what timeframe is appropriate, and which activities need to be trackable. Introduce the process to the departments that will directly benefit from it and use their feedback to inform the next step.
For the museum, this means a digital workflow for large photo collections, a more manageable process for external document exchange, and a phased implementation based on real-world experience. The combination of ease of use and traceable activities forms the basis for controlled and verifiable document exchange.
Would you like to explore how your organization can gain more control over external document exchange? Discuss your workflow with Msafe.
