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Last modified by Veronika Kocher on Friday, 04 Sep 2026 14:45
From version 6.1
edited by Veronika Kocher
on Thursday, 03 Sep 2026 16:26
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To version 5.8
edited by Veronika Kocher
on Thursday, 03 Sep 2026 9:18
Change comment: There is no comment for this version

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1 +Set up clear folder structures, file naming conventions and basic versioning rules for consistent project work.
2 2  
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50 -</style>
3 +== Overview ==
51 51  
52 -<div class="fon">
5 +Add a concise explanation of this topic and why it matters for Art & Research projects.
53 53  
54 -<section class="fon-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #e94b13;">
55 - <div class="fon-hero">
56 - <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Organising files and folders in artistic and research projects" />
57 - </div>
58 - <div style="padding:18px 21px 20px;">
59 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:5px;">PREPARE · PLAN &amp; ORGANISE</div>
60 - <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Set up a simple file and folder logic that the whole project team can actually use</h2>
61 - <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;">
62 - Clear folder structures, understandable file names and simple versioning rules help people find files quickly,
63 - avoid confusion and make handover traceable.
64 - Good rules are not as complex as possible; they are consistent and understandable to everyone involved.
65 - </p>
66 - </div>
67 -</section>
7 +== What you need to know ==
68 68  
69 -<div class="fon-info" style="margin-bottom:14px;">
70 - <strong>Start with a shared minimum.</strong>
71 - Decide how folders are structured, which elements belong in file names,
72 - how working, approved and master versions are distinguished, and where these rules are documented.
73 -</div>
9 +* Key concepts
10 +* Relevant requirements
11 +* Important distinctions
74 74  
75 -<div class="fon-plan" style="margin-bottom:27px;">
76 - <strong>The structure should support project work — not create extra bureaucracy.</strong>
77 - Use only the information in folders and file names that actually helps people understand, distinguish and find files again.
78 -</div>
13 +== What you need to do ==
79 79  
80 -<section class="fon-sec">
81 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · DEFINE THE PROJECT STRUCTURE</div>
82 - <h3>Organise files by project function and content, not by individual people</h3>
83 - <p>A good structure remains understandable when people change roles or the project is handed over to someone else.</p>
84 - <div class="fon-grid">
85 - <div class="fon-check"><strong>Project administration:</strong> Keep contracts, budgets, funder documents, reports and administrative records separate from research or production material.</div>
86 - <div class="fon-check"><strong>Working material:</strong> Organise active files by clear project areas, work packages, media or methods.</div>
87 - <div class="fon-check"><strong>Source material:</strong> Keep originals, incoming files or unchanged source material visibly distinct from edited files.</div>
88 - <div class="fon-check"><strong>Process documentation:</strong> Keep sketches, logs, production documents, provenance and methodological records findable.</div>
89 - <div class="fon-check"><strong>Master files:</strong> Keep authoritative or approved versions clearly separate from working and export copies.</div>
90 - <div class="fon-check"><strong>Outputs:</strong> Distinguish publication, presentation and handover versions from internal working files.</div>
91 - <div class="fon-check"><strong>External contributions:</strong> Store material from partners or third parties so that origin and rights information remain traceable.</div>
92 - <div class="fon-check"><strong>Archive / closure:</strong> Decide early what should be retained, preserved, deposited or deleted at the end of the project.</div>
93 - </div>
94 -</section>
15 +1. Identify what applies to your project.
16 +2. Document the relevant decisions.
17 +3. Use appropriate institutional services and support where needed.
95 95  
96 -<section class="fon-sec">
97 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">KEY DISTINCTIONS</div>
98 - <h3>These terms should not be mixed up in project work</h3>
99 - <div class="fon-grid">
100 - <div class="fon-plan"><strong>Working file ≠ master file.</strong><br>A file can be convenient for day-to-day editing without being the authoritative or preservation-suitable version.</div>
101 - <div class="fon-plan"><strong>Latest ≠ approved.</strong><br>The most recently edited file is not automatically the version that should be confirmed, published or handed over.</div>
102 - <div class="fon-plan"><strong>Folder name ≠ complete documentation.</strong><br>Folder structure helps orientation but does not replace metadata, provenance or decision records.</div>
103 - <div class="fon-plan"><strong>Synchronisation ≠ version control.</strong><br>A synchronised folder does not automatically show which version is authoritative or why a change was made.</div>
104 - <div class="fon-plan"><strong>Export ≠ master.</strong><br>PDF, JPEG, MP4 or other distribution formats can be practical outputs while other files remain authoritative for editing or preservation.</div>
105 - <div class="fon-plan"><strong>Personal folder ≠ project structure.</strong><br>Project files should not depend on individual people's names if they need to remain understandable and reusable by the team.</div>
106 - </div>
107 -</section>
19 +== Key questions ==
108 108  
109 -<section class="fon-sec">
110 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · DEFINE A FILE-NAMING CONVENTION</div>
111 - <h3>File names should make relevant differences visible</h3>
112 - <p>Use a consistent pattern and only the components that are genuinely useful for your project.</p>
113 - <div class="fon-grid">
114 - <div class="fon-step"><div class="n">01</div><h4>Choose the core elements</h4><p>For example project code, content, date, version, language, status or responsible project area.</p></div>
115 - <div class="fon-step"><div class="n">02</div><h4>Define the order</h4><p>Choose an order that works for sorting and quick reading.</p></div>
116 - <div class="fon-step"><div class="n">03</div><h4>Use dates consistently</h4><p>If dates matter, use a consistent format such as YYYY-MM-DD.</p></div>
117 - <div class="fon-step"><div class="n">04</div><h4>Make versions visible</h4><p>Use clear version numbers when several working states exist in parallel or sequence.</p></div>
118 - <div class="fon-step"><div class="n">05</div><h4>Keep status labels simple</h4><p>Use a small set of understandable status labels and avoid chains such as final_final_new_reallyfinal.</p></div>
119 - <div class="fon-step"><div class="n">06</div><h4>Use special characters deliberately</h4><p>Keep file names robust and compatible with the systems and exchange routes you actually use.</p></div>
120 - <div class="fon-step"><div class="n">07</div><h4>Document the convention</h4><p>Keep a short example or README file in the project so everyone follows the same convention.</p></div>
121 - <div class="fon-step"><div class="n">08</div><h4>Test the convention</h4><p>Use real files to check whether names are readable, sortable and understandable to new team members.</p></div>
122 - </div>
123 -</section>
21 +* What needs to be decided?
22 +* Who is responsible?
23 +* What needs to be documented?
24 +* Are there legal, ethical or technical constraints?
25 +* What needs to happen before the next project phase?
124 124  
125 -<section class="fon-sec">
126 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">EXAMPLES</div>
127 - <h3>A pattern is useful when it reflects the actual work</h3>
128 - <div class="fon-grid">
129 - <div class="fon-example">
130 - <h4>Project file with date and version</h4>
131 - <p>Useful when chronology and version state matter.</p>
132 - <div class="fon-code">PROJ_interview-guide_2026-09-03_v03.docx</div>
133 - </div>
134 - <div class="fon-example">
135 - <h4>Media production with status</h4>
136 - <p>Useful when several editing and output states need to be distinguished.</p>
137 - <div class="fon-code">PROJ_film-trailer_v07_APPROVED.mov</div>
138 - </div>
139 - <div class="fon-example">
140 - <h4>Multilingual publication</h4>
141 - <p>Useful when language versions are managed in parallel.</p>
142 - <div class="fon-code">PROJ_catalogue-text_EN_v04.docx</div>
143 - </div>
144 - <div class="fon-example">
145 - <h4>Dataset or structured export</h4>
146 - <p>Useful when content, period or release needs to be distinguished.</p>
147 - <div class="fon-code">PROJ_dataset_2026-09_release-01.csv</div>
148 - </div>
149 - <div class="fon-example">
150 - <h4>Distinguish master and derivative</h4>
151 - <p>Master file and presentation copy should be unambiguous.</p>
152 - <div class="fon-code">PROJ_installation_MASTER_v02.tif<br>PROJ_installation_web_v02.jpg</div>
153 - </div>
154 - <div class="fon-example">
155 - <h4>Process documentation</h4>
156 - <p>For artistic processes, context can be as important as the final output.</p>
157 - <div class="fon-code">PROJ_rehearsal-notes_2026-09-03_AB.md</div>
158 - </div>
159 - </div>
160 -</section>
27 +== Services & Tools ==
161 161  
162 -<section class="fon-sec">
163 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT A MINIMUM STANDARD</div>
164 - <h3>A short standard is enough if it is used consistently</h3>
165 - <p>Keep the rules in one central place that everyone can access — for example in a README file or the project documentation.</p>
166 - <div class="fon-table-wrap">
167 - <table class="fon-table">
168 - <thead><tr><th>Element</th><th>What to define</th><th>Example</th></tr></thead>
169 - <tbody>
170 - <tr><td><strong>Folder structure</strong></td><td>Which top-level folders exist and what is each one for?</td><td>01_Admin · 02_Working · 03_Source · 04_Master · 05_Output</td></tr>
171 - <tr><td><strong>File names</strong></td><td>Which components are required and in what order?</td><td>Project_Content_Date_Version</td></tr>
172 - <tr><td><strong>Date</strong></td><td>Which format is used?</td><td>YYYY-MM-DD</td></tr>
173 - <tr><td><strong>Version</strong></td><td>How are working states numbered?</td><td>v01, v02, v03</td></tr>
174 - <tr><td><strong>Status</strong></td><td>Which small set of status labels is used?</td><td>DRAFT · REVIEW · APPROVED · PUBLISHED</td></tr>
175 - <tr><td><strong>Master</strong></td><td>How is the authoritative version identified?</td><td>MASTER or a documented master folder</td></tr>
176 - <tr><td><strong>Responsibility</strong></td><td>Who maintains the convention and decides on exceptions?</td><td>Project team / defined role</td></tr>
177 - <tr><td><strong>Review</strong></td><td>When is the structure checked again?</td><td>Project start, milestone, team change, handover</td></tr>
178 - </tbody>
179 - </table>
180 - </div>
181 -</section>
29 +Add links to relevant institutional services, infrastructure and tools.
182 182  
183 -<section class="fon-sec">
184 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STOP &amp; CHECK</div>
185 - <h3>Common warning signs in file and folder organisation</h3>
186 - <div class="fon-grid">
187 - <div class="fon-warn"><strong>Several files are called "final".</strong><br>It is unclear which version is actually approved, published or intended as the master.</div>
188 - <div class="fon-warn"><strong>Folders are named after people rather than project functions.</strong><br>The structure becomes hard to understand when roles change or the project is handed over.</div>
189 - <div class="fon-warn"><strong>File names contain no distinguishing information.</strong><br>Content, date, version or status can only be identified by opening the file.</div>
190 - <div class="fon-warn"><strong>Everyone uses their own rules.</strong><br>The shared storage area no longer functions as a common project structure.</div>
191 - <div class="fon-warn"><strong>Master files and exports sit side by side without clear labels.</strong><br>It is unclear which file should be edited further or preserved for the long term.</div>
192 - <div class="fon-warn"><strong>The convention exists only in one person's head.</strong><br>Without brief documentation, it cannot be continued reliably during absence, staff changes or project closure.</div>
193 - </div>
194 -</section>
31 +== Info Sheets & Checklists ==
195 195  
196 -<section class="fon-sec">
197 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">SERVICES &amp; SUPPORT</div>
198 - <h3>Who can support file and documentation practice</h3>
199 - <div class="fon-service-grid">
200 - <div class="fon-service">
201 - <strong>Project team</strong>
202 - <span>Owns the shared working convention and decides which structure is practical for the specific project.</span>
203 - </div>
204 - <div class="fon-service">
205 - <strong>University Library / Research Data Management</strong>
206 - <span>Advises on research-data, documentation and data-management practice where files are part of a research-data or DMP context.</span>
207 - </div>
208 - <div class="fon-service">
209 - <strong>IT</strong>
210 - <span>Supports technical implementation where storage locations, access models or tools are involved.</span>
211 - </div>
212 - <div class="fon-service">
213 - <strong>Support Kunst und Forschung (SKF)</strong>
214 - <span>Connects file and documentation requirements in funded projects with proposals, deliverables or the Data Management Plan.</span>
215 - </div>
216 - </div>
217 -</section>
33 +Add links to related Info Sheets, checklists and templates.
218 218  
219 -<section class="fon-sec">
220 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div>
221 - <h3>File and folder organisation is closely connected to these decisions</h3>
222 - <div class="fon-linkgrid">
223 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data &amp; Research Outputs</a>
224 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a>
225 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Storage%2C%20Backup%20%26%20Security/">Storage, Backup &amp; Security</a>
226 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Organise%20Files%20%26%20Folders/">Organise Files &amp; Folders</a>
227 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Manage%20Versions%20%26%20Master%20Files/">Manage Versions &amp; Master Files</a>
228 - <a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Document%20Metadata%20%26%20Provenance/">Document Processes, Metadata &amp; Provenance</a>
229 - </div>
230 -</section>
35 +== Tutorials ==
231 231  
232 -<section class="fon-sec">
233 - <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div>
234 - <h3>Info sheets, tutorials and templates</h3>
235 - <div class="fon-resource-grid">
236 - <div class="fon-resource"><strong>Info Sheets</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on folder structures, file naming and basic versioning.</div></div>
237 - <div class="fon-resource"><strong>Tutorials</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step examples for project structures, naming conventions and master files.</div></div>
238 - <div class="fon-resource"><strong>Checklists &amp; Templates</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">README template, naming scheme and project-handover checklist.</div></div>
239 - </div>
240 -</section>
241 241  
242 -<div class="fon-info" style="margin-bottom:14px;">
243 - <strong>Need help defining a suitable minimum standard?</strong>
244 - Start with one short shared rule for folders, file names, versions and master files.
245 - For research-data or DMP requirements, the University Library / Research Data Management can advise;
246 - for funded projects, SKF can connect those requirements to the project route.
247 -</div>
38 +{{html}}<span data-arsn-coming-soon="true" style="display:inline-block;margin:6px 0 8px 0;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>{{/html}}
39 +Add links to step-by-step tutorials for this topic.
248 248  
249 -<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
250 - <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
251 - <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
252 - file organisation · file organization · file naming · folder structure · file structure · naming convention · filename · filenames · versioning · version number · master file · working file · approval · final · README · project folder · project files · research data · documentation · provenance · handover · archiving · file format · file management
253 - </div>
254 -</details>
41 +== Related Topics ==
255 255  
43 +Add links to related pages in Enable, Work & Manage, and Publish & Share.
44 +
45 +== Who is responsible? ==
46 +
47 +{{html}}<!-- ARSN_TOPIC_ROUTING_V1 -->{{/html}}
48 +{{info title="Service routing"}}
49 +**Primary specialist service(s):** Project team owns the working convention; University Library / Research Data Management can advise on research-data and documentation practice; IT supports technical implementation where needed.
50 +
51 +**Role of Support Kunst und Forschung (SKF):** Connects file/documentation requirements to proposal, deliverable or DMP obligations in funded projects.
52 +{{/info}}
53 +
54 +If you are unsure which route applies, start with the service named above. For funded or project-based research where several units are involved, SKF can coordinate the project route.
55 +
56 +{{html}}
57 +<!-- ARSN_SEARCH_TERMS_START -->
58 +<details class="arsn-search-terms" style="margin-top:28px;padding-top:10px;border-top:1px solid #eee;">
59 +<summary style="cursor:pointer;color:#666;font-size:13px;">Search terms &amp; related topics</summary>
60 +<div style="margin-top:9px;color:#555;font-size:13px;">
61 +<p style="margin:0 0 8px 0;">
62 +This topic can also be found through related terms, synonyms and common search queries.
63 +Select a term to search the Art &amp; Research Services Navigator.
64 +</p>
65 +<p style="margin:0;"><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=art%20and%20research#arsn-search-input" class="arsn-search-term" data-search-term="art and research" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">art and research</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=enable#arsn-search-input" class="arsn-search-term" data-search-term="enable" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">enable</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=file%20organisation#arsn-search-input" class="arsn-search-term" data-search-term="file organisation" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">file organisation</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=folder%20structure#arsn-search-input" class="arsn-search-term" data-search-term="folder structure" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">folder structure</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=file%20naming#arsn-search-input" class="arsn-search-term" data-search-term="file naming" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">file naming</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=naming%20conventions#arsn-search-input" class="arsn-search-term" data-search-term="naming conventions" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">naming conventions</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=project%20files#arsn-search-input" class="arsn-search-term" data-search-term="project files" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">project files</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=identifiers#arsn-search-input" class="arsn-search-term" data-search-term="identifiers" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">identifiers</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=filename#arsn-search-input" class="arsn-search-term" data-search-term="filename" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">filename</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=filenames#arsn-search-input" class="arsn-search-term" data-search-term="filenames" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">filenames</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=folder%20naming#arsn-search-input" class="arsn-search-term" data-search-term="folder naming" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">folder naming</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=file%20structure#arsn-search-input" class="arsn-search-term" data-search-term="file structure" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">file structure</a><a 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data-search-term="ordnerstruktur" style="display:inline-block;margin:3px 5px 3px 0;padding:3px 8px;border:1px solid #d7d7d7;border-radius:14px;background:#fff;color:#333;text-decoration:none;font-size:12px;">ordnerstruktur</a></p>
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