Changes for page Infrastructure, Services & Tools
Last modified by Veronika Kocher on Friday, 04 Sep 2026 14:45
From version 2.1
edited by Veronika Kocher
on Friday, 28 Aug 2026 11:24
on Friday, 28 Aug 2026 11:24
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To version 6.1
edited by Veronika Kocher
on Thursday, 03 Sep 2026 16:35
on Thursday, 03 Sep 2026 16:35
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... ... @@ -1,47 +1,252 @@ 1 - Identify institutionalinfrastructure, services and tools that can support storage, collaboration, documentation and publication.1 +{{html clean="false"}} 2 2 3 -== Overview == 3 +<style> 4 +.ist{max-width:1400px;margin:0 auto;color:#322f2b} 5 +.ist *{box-sizing:border-box} 6 +.ist-card{border:1px solid #e3ded6;border-radius:11px;background:#fcfbf8;box-shadow:0 1px 3px rgba(0,0,0,.035)} 7 +.ist-hero{height:132px;overflow:hidden;background:#f1eee9;border-radius:11px 11px 0 0} 8 +.ist-hero img{width:100%;height:100%;object-fit:cover;object-position:center 45%;display:block} 9 +.ist-eye{font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase} 10 +.ist-sec{margin:0 0 27px 0} 11 +.ist-sec h3{font-size:22px;line-height:1.25;margin:0 0 7px;color:#35312d;text-align:left!important;text-align-last:left!important;text-justify:auto!important;word-spacing:normal!important} 12 +.ist-sec>p{color:#625d56;line-height:1.58;margin:0 0 13px} 13 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+@media(max-width:850px){.ist-grid-2,.ist-resource-grid{grid-template-columns:1fr}} 48 +@media(max-width:680px){.ist-hero{height:105px}.ist-sec h3{font-size:20px}} 49 +</style> 4 4 5 - Add a conciseexplanation of thistopic and why it mattersfor Art& Research projects.51 +<div class="ist"> 6 6 7 -== What you need to know == 53 +<section class="ist-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #38b76a;"> 54 + <div class="ist-hero"> 55 + <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Infrastructure, services and tools for artistic and research projects" /> 56 + </div> 57 + <div style="padding:18px 21px 20px;"> 58 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:5px;">PREPARE · SET UP INFRASTRUCTURE</div> 59 + <h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Choose infrastructure, services and tools according to the project's actual needs — and make dependencies visible early</h2> 60 + <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;"> 61 + Digital systems, rooms, equipment, labs and specialist services can be essential project dependencies. 62 + First check which institutional solutions already exist, what your project genuinely requires, 63 + and how access, support, costs, data protection, export and handover will be organised. 64 + </p> 65 + </div> 66 +</section> 8 8 9 -* Key concepts 10 -* Relevant requirements 11 -* Important distinctions 68 +<div class="ist-info" style="margin-bottom:14px;"> 69 + <strong>Start from the task — not the tool.</strong> 70 + Describe what the project needs to do first: store, collaborate, produce, document, 71 + analyse, present, publish or hand over for the long term. Only then choose a specific system. 72 +</div> 12 12 13 -== What you need to do == 74 +<div class="ist-infra" style="margin-bottom:27px;"> 75 + <strong>Institutional solutions matter especially when responsibility must extend beyond individual people.</strong> 76 + This is particularly relevant for shared accounts, access rights, support, data protection, technical handover 77 + and whether project materials will still be accessible after project closure. 78 +</div> 14 14 15 -1. Identify what applies to your project. 16 -2. Document the relevant decisions. 17 -3. Use appropriate institutional services and support where needed. 80 +<section class="ist-sec"> 81 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 1 · DESCRIBE THE NEED</div> 82 + <h3>Define the requirements that infrastructure or a tool must meet</h3> 83 + <p>A clear needs description makes it easier to assess existing institutional offers and avoid unsuitable one-off solutions.</p> 84 + <div class="ist-grid"> 85 + <div class="ist-check"><strong>Function:</strong> What needs support — storage, collaboration, production, analysis, documentation, presentation or publication?</div> 86 + <div class="ist-check"><strong>Users:</strong> Who will use it — an individual, internal team, external partners, participants or the public?</div> 87 + <div class="ist-check"><strong>Access:</strong> Which roles need to read, edit, administer or only view?</div> 88 + <div class="ist-check"><strong>Data / materials:</strong> Which formats, volumes, devices or physical resources are involved?</div> 89 + <div class="ist-check"><strong>Protection needs:</strong> Are there personal, confidential, licence-restricted or otherwise sensitive materials?</div> 90 + <div class="ist-check"><strong>Support:</strong> How critical is specialist or technical support for ongoing operation?</div> 91 + <div class="ist-check"><strong>Export / handover:</strong> Will data, files, settings or results need to leave the system later?</div> 92 + <div class="ist-check"><strong>Costs / duration:</strong> Are there recurring fees, consumables, licences or project-specific acquisition costs?</div> 93 + <div class="ist-check"><strong>Availability:</strong> How long must the infrastructure remain usable and what happens after project closure?</div> 94 + <div class="ist-check"><strong>Dependencies:</strong> Which other systems, accounts, rooms, devices or services must work with it?</div> 95 + </div> 96 +</section> 18 18 19 -== Key questions == 98 +<section class="ist-sec"> 99 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">KEY DISTINCTIONS</div> 100 + <h3>These questions should not disappear into a single tool decision</h3> 101 + <div class="ist-grid"> 102 + <div class="ist-infra"><strong>Tool ≠ service.</strong><br>A technical product may exist without institutional support, advice or responsibility being defined.</div> 103 + <div class="ist-infra"><strong>Available ≠ suitable.</strong><br>A system being technically usable does not automatically make it appropriate for protection needs, collaboration or handover.</div> 104 + <div class="ist-infra"><strong>Personal account ≠ project infrastructure.</strong><br>If a project depends on individual private or personal accounts, handover and long-term responsibility can become difficult.</div> 105 + <div class="ist-infra"><strong>Storage space ≠ complete working environment.</strong><br>Collaboration may additionally require roles, versioning, approvals, documentation, backup or export options.</div> 106 + <div class="ist-infra"><strong>Purchase ≠ operational readiness.</strong><br>For equipment or software, installation, maintenance, support, space, safety, training and follow-up costs can matter as much as the purchase price.</div> 107 + <div class="ist-infra"><strong>Project end ≠ end of all dependencies.</strong><br>Accounts, licences, data, equipment and access often need to be handed over, closed, exported or continued deliberately.</div> 108 + </div> 109 +</section> 20 20 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? 111 +<section class="ist-sec"> 112 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 2 · CHECK INSTITUTIONAL OPTIONS</div> 113 + <h3>Review existing systems, services and specialist units first</h3> 114 + <div class="ist-grid"> 115 + <div class="ist-step"><div class="n">01</div><h4>Assign the need to a category</h4><p>Classify the requirement as digital infrastructure, room/building service, equipment/lab or another specialist service.</p></div> 116 + <div class="ist-step"><div class="n">02</div><h4>Look for existing options</h4><p>Check whether the University already provides an intended system, service or responsible specialist unit.</p></div> 117 + <div class="ist-step"><div class="n">03</div><h4>Clarify specialist responsibility</h4><p>Identify who actually owns use, support, approval, maintenance or technical responsibility.</p></div> 118 + <div class="ist-step"><div class="n">04</div><h4>Check the access route</h4><p>Clarify whether accounts, reservations, approvals, training or internal lead times are required.</p></div> 119 + <div class="ist-step"><div class="n">05</div><h4>Check protection requirements</h4><p>Include data protection, access, confidentiality and other project-specific restrictions.</p></div> 120 + <div class="ist-step"><div class="n">06</div><h4>Check costs & resources</h4><p>Include licence, operating, consumable, installation or follow-up costs in the project budget.</p></div> 121 + <div class="ist-step"><div class="n">07</div><h4>Clarify export and handover</h4><p>Check how files, data, settings, equipment or access can be transferred or closed when the project ends.</p></div> 122 + <div class="ist-step"><div class="n">08</div><h4>Document the decision</h4><p>Record which solution was chosen, who is responsible and which dependencies remain unresolved.</p></div> 123 + </div> 124 +</section> 26 26 27 -== Services & Tools == 126 +<section class="ist-sec"> 127 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 3 · COMPARE OPTIONS</div> 128 + <h3>Compare requirements and constraints systematically</h3> 129 + <p>A simple comparison helps prevent choosing a tool only because it is familiar or immediately available.</p> 130 + <div class="ist-table-wrap"> 131 + <table class="ist-table"> 132 + <thead><tr><th>Criterion</th><th>What to check</th><th>Why it matters</th></tr></thead> 133 + <tbody> 134 + <tr><td><strong>Functional fit</strong></td><td>Does the solution support the tasks and workflows the project actually needs?</td><td>Prevents tool selection without a clear project purpose.</td></tr> 135 + <tr><td><strong>Institutional responsibility</strong></td><td>Is there a responsible unit, support route or defined operational owner?</td><td>Makes use and escalation routes traceable.</td></tr> 136 + <tr><td><strong>Access & roles</strong></td><td>Can required roles and permissions be represented appropriately?</td><td>Supports collaboration and protection needs.</td></tr> 137 + <tr><td><strong>Data protection / confidentiality</strong></td><td>Is the intended use compatible with project requirements?</td><td>Prevents unsuitable storage or processing of sensitive material.</td></tr> 138 + <tr><td><strong>Exportability</strong></td><td>Can files, data, metadata or settings be exported in a usable form?</td><td>Reduces dependence on a single system.</td></tr> 139 + <tr><td><strong>Interoperability</strong></td><td>Does the solution work with other required tools, formats or devices?</td><td>Prevents isolated technical silos.</td></tr> 140 + <tr><td><strong>Support & maintenance</strong></td><td>Who helps with incidents, updates, operation or use?</td><td>Makes real operational readiness visible.</td></tr> 141 + <tr><td><strong>Costs</strong></td><td>Which purchase, licence, operating, consumable or follow-up costs arise?</td><td>Connects infrastructure to realistic project planning.</td></tr> 142 + <tr><td><strong>Duration</strong></td><td>Will the solution remain available throughout the project and handover period?</td><td>Prevents dependence on short-lived individual access.</td></tr> 143 + <tr><td><strong>Project closure</strong></td><td>How will accounts, equipment, data, licences and access be handled at the end?</td><td>Makes handover and closure manageable.</td></tr> 144 + </tbody> 145 + </table> 146 + </div> 147 +</section> 28 28 29 -Add links to relevant institutional services, infrastructure and tools. 149 +<section class="ist-sec"> 150 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">COMMON SCENARIOS</div> 151 + <h3>Infrastructure needs look very different depending on the project</h3> 152 + <div class="ist-grid"> 153 + <div class="ist-scenario"><h4>Shared digital working environment</h4><p>Consider accounts, roles, storage, collaboration, backup, export and handover together rather than as separate decisions.</p></div> 154 + <div class="ist-scenario"><h4>Large media or research data</h4><p>Consider storage, transfer, backup, access rights, processing and any need for specialised infrastructure.</p></div> 155 + <div class="ist-scenario"><h4>Equipment, workshops or labs</h4><p>Clarify availability, access rules, training, safety, consumables, maintenance and technical support.</p></div> 156 + <div class="ist-scenario"><h4>Rooms & building services</h4><p>Check capacity, accessibility, technical connections, setup time, safety and the relevant facility processes early.</p></div> 157 + <div class="ist-scenario"><h4>Specialist software or platform</h4><p>Check licence, duration, accounts, export, technical dependencies and what happens to data or projects after closure.</p></div> 158 + <div class="ist-scenario"><h4>Funded collaborative project</h4><p>Partners may bring different systems and responsibilities. Clarify shared working routes, handovers and institutional ownership early.</p></div> 159 + </div> 160 +</section> 30 30 31 -== Info Sheets & Checklists == 162 +<section class="ist-sec"> 163 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 4 · DOCUMENT THE INFRASTRUCTURE PLAN</div> 164 + <h3>Keep the key systems, responsibilities and dependencies in one place</h3> 165 + <p>The infrastructure plan can be part of project planning or the Data Management Plan. What matters is that technical dependencies are not only implicit knowledge.</p> 166 + <div class="ist-grid"> 167 + <div class="ist-check"><strong>System / service:</strong> Which infrastructure or tool is being used?</div> 168 + <div class="ist-check"><strong>Purpose:</strong> Which concrete project function does it support?</div> 169 + <div class="ist-check"><strong>Responsible unit:</strong> Who is responsible institutionally or within the project?</div> 170 + <div class="ist-check"><strong>Access route:</strong> How do team members obtain accounts, permissions, reservations or approvals?</div> 171 + <div class="ist-check"><strong>Costs:</strong> Which one-off or recurring costs need to be planned?</div> 172 + <div class="ist-check"><strong>Dependencies:</strong> Which equipment, rooms, software, accounts or data formats are additionally required?</div> 173 + <div class="ist-check"><strong>Protection requirements:</strong> Which data-protection, confidentiality or security questions apply?</div> 174 + <div class="ist-check"><strong>Export / handover:</strong> How will data, files, equipment or access be handled when the project closes?</div> 175 + </div> 176 +</section> 32 32 33 -Add links to related Info Sheets, checklists and templates. 178 +<section class="ist-sec"> 179 + <div class="ist-eye" style="color:#8a4d36;margin-bottom:4px;">STOP & CHECK</div> 180 + <h3>Common warning signs in infrastructure and tool decisions</h3> 181 + <div class="ist-grid"> 182 + <div class="ist-warn"><strong>The tool was chosen before the need was clear.</strong><br>The project adapts unnecessarily to a product instead of the solution supporting the task.</div> 183 + <div class="ist-warn"><strong>Core project work depends on a private or personal account.</strong><br>Access, handover and institutional responsibility are at risk.</div> 184 + <div class="ist-warn"><strong>No one knows the responsible specialist unit.</strong><br>There is no clear escalation route for incidents, approvals, maintenance or project closure.</div> 185 + <div class="ist-warn"><strong>Export or data portability was never checked.</strong><br>Important project materials may become trapped in a system at the end.</div> 186 + <div class="ist-warn"><strong>Only the purchase price was planned.</strong><br>Licence, operation, maintenance, consumables, space, safety, training or support are missing from the project plan.</div> 187 + <div class="ist-warn"><strong>Technical dependencies are undocumented.</strong><br>After staff changes or project closure, it is unclear which systems are needed to understand or continue the work.</div> 188 + </div> 189 +</section> 34 34 35 -== Tutorials == 191 +<section class="ist-sec"> 192 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">SERVICES & SUPPORT</div> 193 + <h3>Which specialist service is responsible depends on the infrastructure type</h3> 194 + <div class="ist-service-grid"> 195 + <div class="ist-service"> 196 + <strong>IT & Digitalisation / ZID</strong> 197 + <span>Primary specialist responsibility for digital systems, accounts, digital working environments and technical infrastructure.</span> 198 + </div> 199 + <div class="ist-service"> 200 + <strong>Facility Management</strong> 201 + <span>Primary responsibility for rooms and building services and the corresponding internal processes.</span> 202 + </div> 203 + <div class="ist-service"> 204 + <strong>Relevant specialist unit</strong> 205 + <span>For equipment, labs, workshops or other specialist infrastructure, responsibility remains with the designated unit.</span> 206 + </div> 207 + <div class="ist-service"> 208 + <strong>Support Kunst und Forschung (SKF)</strong> 209 + <span>Coordinates infrastructure needs and internal routes for research projects, especially funded projects; specialist responsibility remains with the responsible unit.</span> 210 + </div> 211 + </div> 212 +</section> 36 36 37 -Add links to step-by-step tutorials for this topic. 214 +<section class="ist-sec"> 215 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">RELATED TOPICS</div> 216 + <h3>Infrastructure decisions are closely connected to these project topics</h3> 217 + <div class="ist-linkgrid"> 218 + <a class="ist-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Project%20Planning%20%26%20Organisation/">Project Planning & Organisation</a> 219 + <a class="ist-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 & Security</a> 220 + <a class="ist-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Collaboration%20Setup/">Collaboration Setup</a> 221 + <a class="ist-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Data%20Protection%20%26%20Ethics/">Data Protection & Ethics</a> 222 + <a class="ist-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Store%2C%20Back%20Up%20%26%20Control%20Access/">Store, Back Up & Control Access</a> 223 + <a class="ist-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Publish%20%26%20Share/Choose%20a%20Repository%20or%20Publication%20Platform/">Choose a Repository or Publication Platform</a> 224 + </div> 225 +</section> 38 38 39 -== Related Topics == 227 +<section class="ist-sec"> 228 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">PRACTICAL RESOURCES</div> 229 + <h3>Info sheets, tutorials and templates</h3> 230 + <div class="ist-resource-grid"> 231 + <div class="ist-resource"><strong>Info Sheets</strong><span class="ist-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on selecting institutional systems, services, rooms, equipment and tools.</div></div> 232 + <div class="ist-resource"><strong>Tutorials</strong><span class="ist-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step workflows for needs analysis, option comparison and handover planning.</div></div> 233 + <div class="ist-resource"><strong>Checklists & Templates</strong><span class="ist-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Template for an infrastructure plan, tool comparison and technical project handover.</div></div> 234 + </div> 235 +</section> 40 40 41 -Add links to related pages in Enable, Work & Manage, and Publish & Share. 237 +<div class="ist-info" style="margin-bottom:14px;"> 238 + <strong>Need help finding the right internal route?</strong> 239 + Start with the specialist service responsible for the relevant infrastructure type. 240 + In funded or project-based research involving several units, SKF can coordinate the project route and infrastructure dependencies. 241 +</div> 42 42 43 -== Need help? == 243 +<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;"> 244 + <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms & related topics</summary> 245 + <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;"> 246 + infrastructure · services · tools · digital systems · IT · ZID · Facility Management · rooms · building services · equipment · labs · workshops · software · platform · accounts · access rights · collaboration · storage · backup · support · maintenance · licence · export · interoperability · data protection · project handover · research infrastructure · project infrastructure 247 + </div> 248 +</details> 44 44 45 -Not sure what applies to your project? Contact Art & Research Services for support. 250 +</div> 251 +{{/html}} 46 46 47 -TODO: Replace this line with the central contact-form link once the form is available.