Infrastructure, Services & Tools

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<div class="ist-eye" style="color:#3f6d4b;margin-bottom:5px;">PREPARE · SET UP INFRASTRUCTURE</div>

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<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>

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Digital systems, rooms, equipment, labs and specialist services can be essential project dependencies.

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First check which institutional solutions already exist, what your project genuinely requires,

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and how access, support, costs, data protection, export and handover will be organised.

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<strong>Start from the task — not the tool.</strong>

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Describe what the project needs to do first: store, collaborate, produce, document,

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analyse, present, publish or hand over for the long term. Only then choose a specific system.

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<strong>Institutional solutions matter especially when responsibility must extend beyond individual people.</strong>

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This is particularly relevant for shared accounts, access rights, support, data protection, technical handover

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and whether project materials will still be accessible after project closure.

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<div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 1 · DESCRIBE THE NEED</div>

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<h3>Define the requirements that infrastructure or a tool must meet</h3>

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<p>A clear needs description makes it easier to assess existing institutional offers and avoid unsuitable one-off solutions.</p>

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<div class="ist-check"><strong>Function:</strong> What needs support — storage, collaboration, production, analysis, documentation, presentation or publication?</div>

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<div class="ist-check"><strong>Users:</strong> Who will use it — an individual, internal team, external partners, participants or the public?</div>

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<div class="ist-check"><strong>Access:</strong> Which roles need to read, edit, administer or only view?</div>

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<div class="ist-check"><strong>Data / materials:</strong> Which formats, volumes, devices or physical resources are involved?</div>

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<div class="ist-check"><strong>Protection needs:</strong> Are there personal, confidential, licence-restricted or otherwise sensitive materials?</div>

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<div class="ist-check"><strong>Support:</strong> How critical is specialist or technical support for ongoing operation?</div>

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<div class="ist-check"><strong>Export / handover:</strong> Will data, files, settings or results need to leave the system later?</div>

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<div class="ist-check"><strong>Costs / duration:</strong> Are there recurring fees, consumables, licences or project-specific acquisition costs?</div>

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<div class="ist-check"><strong>Availability:</strong> How long must the infrastructure remain usable and what happens after project closure?</div>

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<div class="ist-check"><strong>Dependencies:</strong> Which other systems, accounts, rooms, devices or services must work with it?</div>

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

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<h3>These questions should not disappear into a single tool decision</h3>

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<div class="ist-infra"><strong>Tool ≠ service.</strong><br>A technical product may exist without institutional support, advice or responsibility being defined.</div>

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<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>

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<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>

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<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>

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<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>

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<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>

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<div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 2 · CHECK INSTITUTIONAL OPTIONS</div>

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<h3>Review existing systems, services and specialist units first</h3>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 3 · COMPARE OPTIONS</div>

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<h3>Compare requirements and constraints systematically</h3>

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<p>A simple comparison helps prevent choosing a tool only because it is familiar or immediately available.</p>

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<thead><tr><th>Criterion</th><th>What to check</th><th>Why it matters</th></tr></thead>

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<tbody>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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</section>

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

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<h3>Infrastructure needs look very different depending on the project</h3>

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<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>

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<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>

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<div class="ist-scenario"><h4>Equipment, workshops or labs</h4><p>Clarify availability, access rules, training, safety, consumables, maintenance and technical support.</p></div>

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<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>

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<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>

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<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>

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</section>

<div class="ist-eye" style="color:#3f6d4b;margin-bottom:4px;">STEP 4 · DOCUMENT THE INFRASTRUCTURE PLAN</div>

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<h3>Keep the key systems, responsibilities and dependencies in one place</h3>

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<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>

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<div class="ist-check"><strong>System / service:</strong> Which infrastructure or tool is being used?</div>

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<div class="ist-check"><strong>Purpose:</strong> Which concrete project function does it support?</div>

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<div class="ist-check"><strong>Responsible unit:</strong> Who is responsible institutionally or within the project?</div>

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<div class="ist-check"><strong>Access route:</strong> How do team members obtain accounts, permissions, reservations or approvals?</div>

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<div class="ist-check"><strong>Costs:</strong> Which one-off or recurring costs need to be planned?</div>

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<div class="ist-check"><strong>Dependencies:</strong> Which equipment, rooms, software, accounts or data formats are additionally required?</div>

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<div class="ist-check"><strong>Protection requirements:</strong> Which data-protection, confidentiality or security questions apply?</div>

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<div class="ist-check"><strong>Export / handover:</strong> How will data, files, equipment or access be handled when the project closes?</div>

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<div class="ist-eye" style="color:#8a4d36;margin-bottom:4px;">STOP & CHECK</div>

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<h3>Common warning signs in infrastructure and tool decisions</h3>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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

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<h3>Which specialist service is responsible depends on the infrastructure type</h3>

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<strong>IT & Digitalisation / ZID</strong>

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<span>Primary specialist responsibility for digital systems, accounts, digital working environments and technical infrastructure.</span>

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</div>

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<strong>Facility Management</strong>

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

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<strong>Relevant specialist unit</strong>

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<span>For equipment, labs, workshops or other specialist infrastructure, responsibility remains with the designated unit.</span>

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<strong>Support Kunst und Forschung (SKF)</strong>

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<span>Coordinates infrastructure needs and internal routes for research projects, especially funded projects; specialist responsibility remains with the responsible unit.</span>

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

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<h3>Infrastructure decisions are closely connected to these project topics</h3>

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<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>

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<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>

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<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>

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<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>

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<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>

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<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>

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<div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING & WORKSHOPS</div>

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<h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops & consultation sessions</h3>

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<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>

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<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>

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</div>

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</section>

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

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

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<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>

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<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>

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<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>

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<strong>Need help finding the right internal route?</strong>

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Start with the specialist service responsible for the relevant infrastructure type.

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In funded or project-based research involving several units, SKF can coordinate the project route and infrastructure dependencies.

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

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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

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