_{The challenge}

Fragmented and insecure password management

When Ruud Slaats started as an ICT and digital developments advisor at Eindhoven Library, he knew that password use is a vulnerable point in many organizations. He actively wanted to do something about that, not because the situation was unique, but precisely because he knew how often things go wrong in this area.

A baseline survey confirmed that suspicion: employees used a variety of ways to store passwords - from personal Outlook folders to physical notebooks. “You can even buy a passbook at the Eindhoven Library,” Ruud joked. “And to be honest: that can be safer than reuse, as long as you use a different password everywhere.”

In addition, there was the challenge of shared accounts. Teams that used one account together often had no clear agreements about how to deal with that. This led to risks of transferring, leaving employment and recovering passwords within a team.

So the challenge was not only in technology, but mainly in creating clear agreements, awareness and structure.

The library therefore wanted to find a solution that went beyond just a technical tool. Not only did it have to be easy to use, there also had to be support within the entire organization. Ruud therefore investigated various solutions, but came to the conclusion that they were either too technical or too distant. For example, they offered little guidance in implementation or adoption, and did not fit in with the culture of a public organization with a diverse group of employees and volunteers.

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_Approach

MindYourPass as a partner instead of a tool

Through his network, Ruud came into contact with MindYourPass. What made this solution different from the rest was that it wasn't just about software, it was about a partnership. MindYourPass provided guidance and insight into usage, started measuring password behavior and supported the organization with customized training and adoption.

In addition, it felt good that it was an Eindhoven product, with local involvement and short lines of feedback and improvement - this approach was much better suited to the wishes and needs of the library.

As mentioned, the collaboration started with a baseline measurement to gain insight into existing password usage. The results were confrontational: employees used passwords that were weak, often reused, or even leaked. But the insights were valuable because they helped create urgency and open the conversation about safety - without pointing fingers.

A group of internal ambassadors was subsequently trained. These were emphatically not just IT staff, but a broad group, including marketing staff, audience staff and media coaches who support children in terms of language/reading and digital literacy at SPIL centers. This created broad support within the organization.

MindYourPass works in a unique way. Employees don't have to save their passwords, because the program calculates them over and over again based on a personal secret, such as an easy-to-remember password, facial recognition, or fingerprint. This prevents reuse and leaks - and makes managing passwords easier. The use of the tool can be monitored in a privacy-friendly way at the system level.

New employees receive a personal explanation about MindYourPass and other systems such as Teams and the HR portal right away when they hand out their laptops. It immediately explains that MindYourPass works not only on laptops, but also on mobile devices. Whether employees log in at home, at the office or on the go: safe use is possible everywhere.

No separate manuals or emails are sent, but there is real attention for good onboarding. In this way, it becomes clear from day one how important working safely is and how this should be done practically.

Moreover, the use of MindYourPass is not optional. All employees follow the training, and those who need it can easily do it a second time. According to Ruud, this is more important than forcing rapid adoption: the organization would rather take the time to get everyone involved than have employees drop out and fall back on unsafe practices. Ultimately, the goal is for MindYourPass to become the standard for all accounts that can be technically supported.

_Outcome

A tool that is actually used

This approach is already clearly bearing fruit. Employees are more aware of the importance of good password management. The risk of problems with leaving employment or team changes has decreased. The library also now has insight into usage and Ruud can adjust the adoption policy accordingly.

There is now a clear way of working for team accounts, so that employees can safely use one account together. In addition, many employees also use MindYourPass privately, making secure password use a natural habit.

Moreover, MindYourPass is not just a tool that you “throw in”, but a partner that thinks along and improves. Ruud regularly provides feedback on wishes and areas for improvement - such as better support for shared accounts and password management for team transfers - and MindYourPass continues to develop accordingly.

In addition, this approach also reinforces the library's social role. Volunteers will be taken to special sessions at a later stage, and there are plans to inform visitors about safe password use. Because digital safety, just like digital literacy, is part of the mission of the modern library.

The fact that employees also use the system at home reinforces this role. They take their knowledge and experience into their private environment and can thus also make friends, family and visitors aware of the importance of secure passwords.

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_Reflection

A future-proof work environment

With MindYourPass, Eindhoven Library did not just opt for a new tool, but for a serious investment in behavioral change and safety. Thanks to the combination of measuring, training and guidance, a culture of digital safety is being built - and that in an organization with a broad and diverse workforce.

As Ruud sums it up: “I'd rather have someone attend the training twice than have them drop out. We'd rather build safety and awareness slowly but surely than just set up a tool and hope it works out.”

The collaboration shows how a public organization with many volunteers and diverse target groups can grow into a safe, future-proof digital work environment - with partnership and awareness as the key to success.

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