Infrastructure, Services & Tools

<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

.ist-grid{display:grid;grid-template-columns:repeat(auto-fit,minmax(285px,1fr));gap:12px}

14

.ist-grid-2{display:grid;grid-template-columns:repeat(2,minmax(300px,1fr));gap:12px}

15

.ist-info{padding:15px 17px;border:1px solid #c7e5ed;border-left:5px solid #21b6d7;background:#eaf6f9;border-radius:8px;color:#365e68;line-height:1.5}

16

.ist-info strong{color:#2d5661}

17

.ist-infra{padding:15px 17px;border:1px solid #cfe8d6;border-left:5px solid #38b76a;background:#edf9f1;border-radius:8px;color:#3f6d4b;line-height:1.5}

18

.ist-infra strong{color:#355f42}

19

.ist-warn{padding:15px 17px;border:1px solid #efd9cc;border-left:5px solid #e94b13;background:#fff6f1;border-radius:8px;color:#67564e;line-height:1.5}

20

.ist-warn strong{color:#744531}

21

.ist-check{position:relative;padding:12px 13px 12px 37px;border:1px solid #e3ded6;border-radius:8px;background:#fffdf9;color:#504a44;line-height:1.5}

22

.ist-check:before{content:"✓";position:absolute;left:13px;top:10px;color:#38b76a;font-weight:800}

23

.ist-step{position:relative;padding:13px 14px 13px 50px;border:1px solid #e3ded6;border-radius:8px;background:#fcfbf8;min-height:76px}

24

.ist-step .n{position:absolute;left:13px;top:13px;width:26px;height:26px;border-radius:50%;display:flex;align-items:center;justify-content:center;background:#e6f3e9;color:#3f6d4b;font-weight:800;font-size:12px}

25

.ist-step h4{margin:0 0 4px;font-size:16px;line-height:1.3;color:#3b352e;text-align:left!important;text-align-last:left!important;text-justify:auto!important;word-spacing:normal!important}

26

.ist-step p{margin:0;color:#625d56;line-height:1.45}

27

.ist-scenario{padding:14px 15px;border:1px solid #e3ded6;border-top:4px solid #38b76a;border-radius:9px;background:#fcfbf8}

28

.ist-scenario h4{margin:0 0 6px;font-size:16px;color:#3e372e;text-align:left!important;word-spacing:normal!important}

29

.ist-scenario p{margin:0;color:#625d56;line-height:1.5}

30

.ist-table-wrap{overflow-x:auto;border:1px solid #e3ded6;border-radius:8px}

31

.ist-table{width:100%;border-collapse:collapse;background:#fffdf9;min-width:980px}

32

.ist-table th,.ist-table td{padding:10px 11px;border-bottom:1px solid #e3ded6;vertical-align:top;text-align:left;line-height:1.4}

33

.ist-table th{background:#f3efe8;color:#403b36;font-weight:700}

34

.ist-table tr:last-child td{border-bottom:0}

35

.ist-service-grid{display:grid;grid-template-columns:repeat(auto-fit,minmax(260px,1fr));gap:10px}

36

.ist-service{display:block;padding:13px 14px;border:1px solid #e3ded6;border-left:4px solid #38b76a;border-radius:8px;background:#fcfbf8;color:#2f2b27}

37

.ist-service strong{display:block;margin-bottom:4px}

38

.ist-service span{display:block;color:#625d56;line-height:1.45;font-weight:400}

39

.ist-linkgrid{display:grid;grid-template-columns:repeat(auto-fit,minmax(260px,1fr));gap:8px}

40

.ist-navlink{display:block;padding:10px 11px;border:1px solid #e9e4dc;border-left:3px solid #38b76a;border-radius:6px;background:#fffdf9;color:#252321;text-decoration:none;font-weight:600;line-height:1.35}

41

.ist-navlink:hover,.ist-navlink:focus{background:#f6fbf7;text-decoration:none}

42

.ist-resource-grid{display:grid;grid-template-columns:repeat(3,minmax(0,1fr));gap:12px}

43

.ist-resource{padding:15px 16px;background:#fcfbf8;border:1px solid #e3ded6;border-radius:9px}

44

.ist-resource strong{display:block;color:#4c4130;margin-bottom:4px}

45

.ist-badge{display:inline-block;margin:5px 0 7px;padding:4px 8px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.055em;line-height:1.2}

46

.ist h1,.ist h2,.ist h3,.ist h4,.ist h5,.ist h6,.ist h1 a,.ist h2 a,.ist h3 a,.ist h4 a,.ist h5 a,.ist h6 a{text-align:left!important;text-align-last:left!important;text-justify:auto!important;word-spacing:normal!important}

47

@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}}

</style>

</div>

<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

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.

</p>

</div>

</section>

<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.

</div>

<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.

</div>

<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

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>

</div>

</section>

<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

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>

</div>

</section>

<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

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>

</div>

</section>

<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

131

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>

</tbody>

</table>

</div>

</section>

<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

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>

</div>

</section>

<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

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>

</div>

</section>

<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

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>

</div>

</section>

<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

195

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

200

<strong>Facility Management</strong>

201

<span>Primary responsibility for rooms and building services and the corresponding internal processes.</span>

202

</div>

203

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

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>

</div>

</div>

</section>

<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

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>

</div>

</section>

<div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">PRACTICAL RESOURCES</div>

229

<h3>Info sheets, tutorials and templates</h3>

230

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>

</div>

</section>

<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.

</div>

<summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms & related topics</summary>

245

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

</div>

</details>

</div>

Wiki source code of Infrastructure, Services & Tools