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How can research institutions keep pace with the ever-growing volumes of scientific data—deciding what to preserve, what to publish, and what can responsibly be deleted? CKAN was assessed as an institutional, open-source system for managing and archiving internal research datasets. The evaluation focused on design approaches and extensions that support controlled archiving workflows and facilitate subsequent dataset publication, including export to platforms such as Zenodo. The poster presents these concepts and demonstrates how CKAN can be integrated into institutional research data management to support sustainable data preservation. We have thoroughly evaluated and innovatively extended the open-source CKAN system as an institutional platform for managing and archiving internal research datasets. Our focus: creating robust design approaches and tailor-made extensions that not only enable controlled archiving workflows but also seamlessly facilitate future dataset publication, including export to platforms like Zenodo. Our poster presents this best-practice workflow in detail, showcasing how CKAN can become a powerful cornerstone of institutional research data management—future-proof, reproducible, and aligned with the highest standards of good scientific practice. By offering a practical and inspiring case study, we demonstrate how sustainable data preservation can succeed today, encouraging other projects and institutions to follow in these footsteps.