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edited by Veronika Kocher
on Friday, 04 Sep 2026 14:45
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1 -Identify institutional infrastructure, services and tools that can support storage, collaboration, documentation and publication.
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2 2  
3 -== Overview ==
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4 4  
5 -Add a concise explanation of this topic and why it matters for 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 &amp; 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 &amp; 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 &amp; 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 &amp; 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 &amp; 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 &amp; 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 &amp; 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  
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 &amp; 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 &amp; 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 &amp; 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 &amp; 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>
37 37  
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.
227 +<!-- ARSN_TRAINING_WORKSHOPS_V2_START -->
228 +<section class="arsn-training-workshops" data-arsn-training-workshops="v2" style="margin:27px 0 22px 0;">
229 + <div style="padding:16px 18px;background:#eef8fa;border:1px solid #cfe8ef;border-left:5px solid #21b6d7;border-radius:9px;">
230 + <div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING &amp; WORKSHOPS</div>
231 + <h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops &amp; consultation sessions</h3>
232 + <p style="margin:0 0 10px;color:#5e5953;line-height:1.55;">Relevant opportunities for this topic will be shown here automatically from the central calendar.</p>
233 + <span data-arsn-coming-soon="true" style="display:inline-block;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>
234 + </div>
235 +</section>
236 +<!-- ARSN_TRAINING_WORKSHOPS_V2_END -->
40 40  
41 -== Related Topics ==
238 +<section class="ist-sec">
239 + <div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">PRACTICAL RESOURCES</div>
240 + <h3>Info sheets, tutorials and templates</h3>
241 + <div class="ist-resource-grid">
242 + <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>
243 + <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>
244 + <div class="ist-resource"><strong>Checklists &amp; 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>
245 + </div>
246 +</section>
42 42  
43 -Add links to related pages in Enable, Work & Manage, and Publish & Share.
248 +<div class="ist-info" style="margin-bottom:14px;">
249 + <strong>Need help finding the right internal route?</strong>
250 + Start with the specialist service responsible for the relevant infrastructure type.
251 + In funded or project-based research involving several units, SKF can coordinate the project route and infrastructure dependencies.
252 +</div>
44 44  
45 -== Who is responsible? ==
254 +<details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
255 + <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
256 + <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
257 + 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
258 + </div>
259 +</details>
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49 -**Primary specialist service(s):** IT & Digitalisation/ZID for digital systems; Facility Management for rooms/building services; the named specialist infrastructure owner for equipment, labs or other facilities.
50 -
51 -**Role of Support Kunst und Forschung (SKF):** Coordinates research-project infrastructure needs and internal routing, especially for funded projects; specialist ownership stays with the responsible unit.
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53 -
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55 -
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64 -</p>
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href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=institutional%20services#arsn-search-input" class="arsn-search-term" data-search-term="institutional services" 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;">institutional services</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=software#arsn-search-input" class="arsn-search-term" data-search-term="software" 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;">software</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=repositories#arsn-search-input" class="arsn-search-term" data-search-term="repositories" 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services</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=digital%20tools#arsn-search-input" class="arsn-search-term" data-search-term="digital tools" 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;">digital tools</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=infrastruktur#arsn-search-input" class="arsn-search-term" data-search-term="infrastruktur" 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;">infrastruktur</a><a href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/?q=dienste#arsn-search-input" class="arsn-search-term" data-search-term="dienste" 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