Acknowledgments and reflections after the second edition of GSBO in Mexico City
/ Seminarioa
Know. Connect. Share. Learn.
Improve our organizations.
1st Seminar
Donostia-San Sebastián / Beasain
June 2024
2nd Edition
Mexico City
February 2025
We are pleased to have made it possible for this space to become a reality and to continue building together a platform that allows us to tackle more challenges, get to know each other better, and work more effectively.
We will continue sharing relevant information on the site, along with other content designed to provide the tools needed to improve our organizations.
Seminars GSBO
Chronicle
Preserving knowledge and collective memory requires a delicate balance between tradition and innovation.
The GSBO Seminar redefines the future of Libraries, Archives, and Museums.
In today’s technological era, the management and transformation of spaces are more critical than ever to safeguard information and cultural heritage. The second edition of the “Growing Spaces for Better Organizations” (GSBO2) Seminar, organized by EUN, brought together leading professionals at Casa Lamm (Mexico City) to rethink how knowledge and cultural assets are stored, preserved, and managed in a constantly evolving world.
Over three days of specialized sessions, experts from Latin America and Europe explored how digitalization, modularity, and intelligent space design are reshaping libraries, archives, and museums.
Beyond storage: libraries as hubs for creation and collaboration
The first day of the seminar focused on the future of libraries. Experts such as María Carmen Echeverría (Public University of Navarra), Jairo Hernán (University of Quindío, Colombia), and Jorge Eduardo Peña Zepeda (Autonomous University of the State of Hidalgo) discussed how libraries are evolving from simple repositories into flexible environments that foster knowledge creation, innovation, and accessibility.
From academic coworking areas to adaptable spaces that respond to new learning dynamics, the discussion converged on a shared conclusion: future libraries must be as dynamic as the knowledge they protect.
Archives in the digital era: balancing efficiency and security
The second day centered on the transformation of archives. Alexander Porta Tallant (Government of Catalonia) and Juan José Lucio (Banorte Financial Group) addressed the challenge of balancing physical and digital records.
Meanwhile, Gisela González Flores (Judicial Power of the State of Mexico) and Elizabeth Ruiz Guillén (NR Finance Mexico) focused on automation, space optimization through intelligent storage systems, and cybersecurity—highlighting the need for hybrid strategies that combine secure preservation, efficient access, and sustainability.
"Archives are not just about storing documents; they are about ensuring secure, efficient, and long-term access. At EUN, we understand that archives are strategic assets, and their proper management shapes the future of organizations", stated Alexandro Alfaro, Managing Director of EUN Mexico.
Museums: preservation at the intersection of the physical and the digital
The final day was dedicated to museums and the preservation of artistic and cultural heritage. While archives and libraries safeguard information used on a daily basis, museums preserve and share the historical memory of a country and of humanity as a whole.
Nelly Giovanna Faustino (museum cultural manager, Peru) and Julia Molinar (University Museum of Contemporary Art – MUAC, UNAM) emphasized the importance of tailored storage solutions designed for each piece, ensuring proper conservation through appropriate equipment.
Rosemary García (Ministry of Culture of Panama) highlighted the importance of storage adapted to each museum’s climatic and temperature conditions, while José Luis Valverde (National Heritage of Spain) shared insights into the care of the Royal Collections, custom-made facilities, and advanced management through state-of-the-art software.
The GSBO Seminar concludes with a clear vision: preserving knowledge requires balance—between tradition and innovation, between the physical and the digital. In this context, EUN reaffirms its role as a key partner in transforming libraries, archives, and museums into more efficient, secure, and innovative environments.
Libraries
Is the physical format really disappearing?
How should libraries be designed to attract and engage users?
Highlights
Libraries are knowledge…
The context and the times we live in have led us to recognize that libraries must enable people to create, question, research, preserve, and share knowledge.
Encouraging social interaction is essential. To make this possible, technology must play a central role—expanding spaces, adding new functionalities, and ensuring continuous adaptation to the evolving needs of each community.
People are the true drivers of this transformation. The key to success lies in individual willingness to contribute..
The technological evolution of spaces can act as a catalyst for change among users.
Let us expand spaces to strengthen libraries and deliver better services to their communities.
Archives
Physical vs. digital records: where is the future heading?
What should be done with existing paper-based collections?
Highlights
The present and future of archives are inherently hybrid; combining digital, paper, and electronic records.
Neither digitalization nor electronic files alone guarantee efficiency. Robust records management processes are essential.
To ensure efficiency and long-term adoption, it is critical to begin with proper appraisal and to implement a document management system that is accurately and consistently maintained by people.
In addition, centralizing physical and digital spaces enhances efficiency, reduces costs, and ensures compliance with archival standards.
Comprehensive storage and management solutions must guarantee security, adaptability over time, and compatibility with other systems.
Despite ongoing digital transformation, many paper records will remain relevant. Continued investment in both physical and digital archive management is therefore essential.
Archives are costly—but losing them is far more costly.
Museums
Visitors no longer settle for exhibitions alone — they expect more.
Can we offer access to research, conservation and restoration areas?
And what about virtual access?
Highlights
Museums are memory—and memory inevitably fades over time.
Museums are responsible for slowing this loss, ensuring that today’s resources become tomorrow’s legacy. Preventive conservation plays a fundamental role in this process, acting indirectly and non-invasively on the environment surrounding each work.
Restoration is costly and often comes too late; some pieces ultimately become impossible to restore.
From a holistic perspective, museum projects must be conceived from the outset as evolving initiatives, supported by sustainable buildings and equipment.
To achieve optimal museum management—delivering precision, security, and control, while ensuring proper preservation—operations must be supported by management software and systems that are correctly and consistently maintained.
Museum budgets are not an expense; they are an investment in keeping memory alive for present and future generations.
Chronicle
Community as a lever for change in a new paradigm for collections and records management
Months ago, when Growing Spaces for Better Organizations was nothing more than an idea sketched on a whiteboard—without a name, content, space, or protagonists—there was one thing we were absolutely certain of: it had to be a deeply human forum.
In an era defined by digitalization, technology, AI, robotics, and countless other paradigms that only a decade ago sounded closer to science fiction than reality, we felt the need to approach this complex and already tangible world as a community.
Back in the 1990s, consultant Margaret J. Wheatley wrote in Leadership and the New Science that “community is the way through which humanity can survive.” How true that feels today.
Community is, without doubt, the engine of human survival and progress. This was clearly evident in this first edition of Growing Spaces for Better Organizations, where the shared commitment and collaboration of attendees, speakers, and organizers enabled us to take a collective step forward in addressing the challenges facing our sector.
Over two days, in an atmosphere of learning, camaraderie, and inspiration, more than a hundred experts identified key challenges and began exploring solutions—aware that the road ahead is long, but confident in the strength of travelling together.
An atmosphere of connection and discovery
The opening session was rich in symbolism. After the group photo—a moment that unintentionally marked the first time we truly saw ourselves as a community—we moved into the Tabakalera auditorium, where part of the seminar took place. Once everyone was seated, the iconic song Video Killed the Radio Star by The Buggles filled the room. This choice was anything but random.
Alberto Lorenzo Mitxelena, CEO of EUN, selected the song for the reflection it evokes: how new technologies transform what exists, without necessarily replacing it.
This set the tone for a seminar that explored the coexistence of digital and physical worlds in collections management, records management, and heritage preservation. Following the welcome session, participants from each sector—museums, libraries, and archives—split into dedicated rooms to address sector-specific topics.
In the museums track, contributions from José Luis Valverde (Head of Registration and Documentation, Patrimonio Nacional), Nelly Giovanna Faustino (Cultural and Museum Project Manager, Ministry of Culture of Peru), and Ziortza San Pedro (Collections Technician, Euskal Museoa Bilbao) led to expanded conclusions. Key topics included the controlled opening of previously inaccessible areas to the public, responding to societal demands for engagement and knowledge sharing. Digitalization emerged as a clear driver of change, alongside strategies to expand storage capacity without increasing footprint, through optimized management and versatile storage systems.
In the libraries track, with presentations by Jorge Eduardo Peña Zepeda (Director of Libraries and Information Centers, Universidad Autónoma del Estado de Hidalgo), María Carmen Echeverría (Director, Public University of Navarra Library), and Carlos del Valle (Elkar Group–ACL), a central debate focused on Artificial Intelligence. Emphasis was placed on AI-driven management of access to information and spaces, enabling personalized services and greater autonomy for users. The need for multi-purpose libraries capable of rapidly adapting through flexible, automated structural solutions was also highlighted.
Archives proved to be one of the most complex areas discussed. Contributions from Rafael Quintana Montesdeoca (Judicial Archivist, Government of the Canary Islands), Alexandre Porta Tallant (Head of Records Management, Generalitat of Girona), and Ramon Saball Balasch (Archives and Records Management Technician, Generalitat of Catalonia) revealed shared challenges across institutions. The main issue identified was saturation—both physical and digital. While society moves toward a “paperless” ideal, digital storage infrastructures require significant energy resources and robust cybersecurity measures to protect sensitive data.
The atmosphere at Tabakalera was electric, with a constant exchange of ideas and experiences. Visits to the Basque Film Archive, Tabakalera Medialab, and Gordailua offered participants practical insight into the topics discussed. Conversations continued well into the closing dinner, strengthening bonds among professionals who now form part of this growing community.
Energy and collaboration in the workshops
On the second day, participants moved to EUN Hub in Beasain for a hands-on experience. Workshops showcased real-life success stories and innovative solutions tailored to each sector.
In museums, participants easily handled large-scale objects using the 620/620E high-load system and the 2 × 4 m tray system, while discussing real cases of digital traceability and artwork transfers managed through EUN Logic.
Library workshops demonstrated how technology can transform library management. Through EUN Logic, attendees experienced real-time RFID-based zoning, instant item location, and efficient large-scale inventory processes.
In archives, participants explored EUN Logic functionalities such as digital lending, movement traceability, automated alerts, and full lifecycle records management.
The energy in the workshops was unmistakable. With a proactive mindset, participants engaged in problem-solving and idea generation. Conclusions reinforced the need for a hybrid approach to records and heritage management—combining physical and digital solutions to address both present and future challenges.
Looking ahead
In the content that follows, we have captured the conclusions reached in detail, while also taking the opportunity to reflect on the experience through this chronicle.
Despite the meticulously planned agenda of Growing Spaces for Better Organizations, our intention was always for participants to create their own space within it—to introduce a degree of constructive chaos and make it their own. We are delighted to have opened the door for this community to become a reality and to continue building together a platform that allows us to tackle new challenges, deepen connections, and work better—together. Thank you for being part of it.
Opening
Paradoxically, people are the drivers of technological change—and at the same time, those who are pushed beyond their comfort zones by it..
The needs and expectations of the organizations’ stakeholders (users, clients, citizens) are evolving rapidly. Today, more than ever, these changes translate into a clear demand for better services.
To respond effectively, organizational spaces must be optimized, reimagined, and, above all, enriched with new functionalities. In short, spaces must be expanded to improve organizations: Growing Spaces for Better Organizations.
Within this context, we propose the following reflections as a starting point:
Archives:
Physical vs. Digital Records: where is the future heading?
What should be done with existing paper-based collections?
Libraries:
Is the physical format really disappearing?
How should libraries be designed to attract and engage users?
Museums:
Visitors expect more than exhibitions.
Can we provide access to research, conservation, and restoration areas?
And what about virtual access?
Seminars
Archives
Presentations:
Ramon Saball Balasch, from the Department of Justice, Rights and Memory of the Government of Catalonia, explained how judicial archives in Catalonia have improved public service through the implementation of digital case files.
Alexandre Porta Tallant, from the Archive of the Territorial Delegation of the Government of Catalonia in Girona, shared his experience managing millions of paper-based records accessed daily by hundreds of users, under the provocative title “The Archive of the Territorial Delegation in Girona: the ‘Gaul’ of paper records.”
Rafael Quintana Montesdeoca, from the Ministry of Presidency, Public Administration, Justice and Security of the Government of the Canary Islands, joined remotely to present “The Territorial Judicial Archive of Santa Cruz de Tenerife: Management and Service Keys. 20 Years of Modernization.”
His presentation was complemented by a real case study from a judicial archive in Mexico, demonstrating the relevance of EUN Logic document management software and detailing an implementation completed in record time.
Workshops:
On the second day at EUN Hub, live demonstrations showcased archive management through software, highlighting digital lending functionalities, traceability of content movements, automated deadline alerts, and full records lifecycle management.
The present and future of records lie in a balance between physical and digital formats.
1.
Archives with physical records
Archives are increasingly saturated, making space optimization and proper records management is essential.
Storage systems must also ensure staff safety and ergonomics, particularly for frequently accessed documentation.
Digitalization cannot fully replace paper. Many historical documents remain essential and continue to be requested by citizens.
These topics were addressed both during the forum at Tabakalera and in the second-day workshops.
2.
Hybrid storage: digital and physical
The present and future of content are expected to balance the physical and the digital. Digitizing all existing paper records is neither economically, temporally, nor environmentally sustainable.
At the same time, fully digital records raise concerns related to energy consumption, cybersecurity, technological obsolescence, and legal validity. For example, this includes the energy needed to keep servers at the right operating temperature, cybersecurity, the risk of technological obsolescence (such as documents stored on outdated disks or old formats like VHS), and ensuring that copies are authentic and secure to retain legal validity.
Both formats offer advantages and limitations, while users increasingly demand immediate access to information.
Failing to consider the aspects mentioned above is causing certain policies and trends toward digitalization to be unrealistic and inconsistent with how archives actually operate. While digitalization clearly brings significant benefits, it was emphasized that it cannot function in isolation. A strategic and well-planned approach is necessary to prevent future problems and ensure the long-term integrity and accessibility of documents.
How can we combine both formats and meet the needs of different stakeholders?
Metadata provides that agility. Metadata is the “data about data”: key parameters and information that allow us to analyze, manage, and make decisions about the entirety of the documentation.
Managing information through metadata greatly facilitates archivists’ daily work. To achieve this, metadata must be properly defined.
This engaging discussion began with the presentations and continued during the visit to the Basque Film Archive as well as in the workshops on day two.
3.
Future challenges for archives
The seminar highlighted an ongoing generational transition in public administration: a significant portion of staff will retire in the coming years. This change may accelerate the adoption of digital technologies, but it also creates the challenge of preserving and properly managing existing records.
Artificial Intelligence is becoming a key tool for automating tasks such as digitization, metadata extraction, and document classification. While AI can streamline processes and improve accuracy, it must be integrated thoughtfully within established archive management practices.
These topics allowed participants to exchange insights and reflect on both the challenges and the opportunities that lie aheadwere during the first-day forums and revisited informally during networking moments.
4.
Digital archive management
Digital lending is increasingly essential to meet public service expectations. Participants appreciated the ability to configure loans with expiration dates, ensuring fair use and traceability. Digital systems allow multiple users to access the same document simultaneously while maintaining full accountability—something impossible with physical records.
While some archives already use proprietary software, EUN Logic adds value by complementing existing systems with metadata-based management. It enhances day-to-day operations, offering precision, automation, and reliability for functions such as: Lending and returns, Location tracking, Movement traceability, ...
Past difficulties in adopting technology can make institutions hesitant to implement new solutions. The workshops demonstrated that digital tools are evolving quickly, and partnering with reliable providers is crucial to ensure successful implementation and long-term sustainability.
These topics were actively discussed during the second-day workshops at EUN Hub, building on insights from the Basque Film Archive visit.
Libraries
Presentations:
María Carmen Echeverría (Public University of Navarra) discussed how library spaces have evolved and the plans for future transformation, highlighting both the opportunities and challenges encountered along the way.
Carlos del Valle (Elkar Group–ACL) shared insights into the evolution of the book market, sales trends, and the logistics work supporting library services.
Jorge Eduardo Peña Zepeda (Autonomous University of the State of Hidalgo) showcased how technology supports strategic transformation, presenting a platform that responds to the needs of diverse communities and stimulating a lively, insightful discussion among attendees.
Workshops:
On the second day, workshops focused on practical demonstrations, particularly on a prototype EUN is developing for the Autonomous University of the State of Hidalgo, presented previously by Jorge Eduardo Peña.
Participants explored how technology will enhance library management and enable flexible, adaptable spaces through innovative solutions.
Visits to other areas of EUN Hub, including the factory and multi-use office spaces, allowed attendees to see additional technologies in action, with the Galileo 430 system drawing particular attention for its innovative capabilities.
"Bad libraries build collections, good libraries build services, great libraries build communities"
R. David Lankes, 2016.
1.
Physical vs. digital formats
Physical formats will coexist with digital formats. Many works remain unavailable digitally, and some user groups—such as children, teenagers, and leisure readers—still rely on paper. Leveraging the advantages of both formats is critical.
This topic was addressed in detail during the post-presentation forum.
A notable discrepancy emerged between publisher data and library usage: while publishers confirm that interest in physical books remains strong, library circulation figures do not reflect this demand. Why is that? Something is not aligning between libraries and the market. Could it be due to delays in getting books to libraries? The presentations highlighted this gap, raising important questions for future discussion.
Beyond format evolution, user habits are also changing...
2.
The evolution libraries need
User habits have changed, and consequently, both the library experience and the role of librarians must evolve.
Librarians must transform into facilitators of knowledge and of the overall experience within the space. Technology supports low-value services, enabling greater autonomy for users. Efficient management of access to both information and physical spaces should be guided by systems rather than manual processes.
The main challenges in this transformation are resistance to change and generational gaps, which can affect both staff and users—particularly in university libraries. Successfully implementing this change requires conveying a new culture to library staff (reshaping their roles) and engaging users in developing solutions to support these transformations.
These two themes were thoroughly discussed during both the presentations and the forum on the first day.
However, the transformation is not limited to people. Libraries themselves—the physical spaces and the services they provide—must also evolve. The focus should shift away from simply building collections toward creating libraries designed to respond to the diverse needs of their communities.
3.
Spaces must meet the needs of the communities
The diverse and evolving needs of communities require a variety of flexible and adaptable spaces where users can actively engage and interact: open-plan areas, creative spaces (makerspaces), quiet study zones…
User profiles are increasingly varied. For example, the needs of an engineering student differ from those of a humanities student, a dance student, or a fine arts student. It is therefore crucial to involve users in the design of spaces and services to ensure they truly respond to their requirements.
A practical example of this approach was experienced during the visit to the Medialab at Tabakalera.
4.
New technologies will revolutionize library management
Libraries need to adopt more advanced technologies and anticipate future needs. The future cannot be envisioned without incorporating sophisticated solutions that enhance the connection between space and service, making them accessible to all. Technology must facilitate both access to and location of information.
This was clearly demonstrated during the second-day workshops at EUN Hub, where attendees saw how books could be located in seconds anywhere in the library using RFID and EUN Logic software.
Artificial Intelligence is also a reality. Risk or opportunity? In any case, it cannot be ignored. Libraries should embrace AI and harness its potential: offering better services (catalog records, indicators, location tracking, personalized recommendations, etc.) and enhancing the quality of metadata. AI was discussed during the first-day forum and continued in the second-day workshops, with strong consensus that this is a topic requiring ongoing exploration and debate.
A question raised throughout: could these transformations risk the loss of the library’s identity?
5.
The mission of libraries
Throughout the two days, attendees unanimously reaffirmed the core purpose of libraries:
Libraries are knowledge.
And they must act as a counterbalance to the complexity of modern society.
Museums
Presentations:
José Luis Valverde Merino, Head of the Registration and Documentation Area at Patrimonio Nacional, presented the project for the storage facilities of the Royal Collections Gallery, explaining the entire creation process and highlighting the key aspects of such projects, including how challenges were addressed.
Ziortza San Pedro, from Euskal Museoa, detailed the major challenge museums face in relocating cultural assets and shared her experience using EUN Logic software to ensure the pieces’ security and traceability at all times.
Nelly Giovanna Faustino, from MUNA (National Museum of Peru), participated remotely to provide first-hand insight into new needs and trends for research, conservation, restoration, and dissemination of cultural heritage.
Workshops:
Participants had hands-on experience with museum-specific products, including two prototypes: the 620/620E system for heavy loads, capable of handling 30-ton objects, and the 2x4 m tray system for storing delicate large-scale textiles. Real-life cases of traceability and digital control of object transfers managed via EUN Logic were also demonstrated.
Galleries are the heart of a museum.
The museum’s stakeholders (users, visitors, citizens, owners…) have new expectations and needs. These demands drive museums to improve by optimizing, reinventing, and equipping their spaces with new functionalities—essentially, expanding museum spaces.
1.
The mission of museums
Museums are spaces for engagement, dissemination, conservation, restoration, and research of culture.
The core of a museum lies in its galleries and storage areas where artworks are preserved, studied, conserved, and restored.
Historically, this “heart” has been inaccessible to the public, but growing demand is pushing for these areas to become visitable.
Exhibition rooms yes, of course, but always with well-preserved collections.
This perspective was emphasized by José Luis Valverde and Nelly Faustino during their first-day presentations.
2.
Museum projects
A museum project is complex and can take years to develop. Key considerations include:
- Start with a thorough diagnosis, including risk analysis.
- Continue with detailed planning where users and suppliers collaborate closely to find optimal solutions.
- The planning phase culminates in an operational plan, with ongoing close collaboration between users and suppliers throughout implementation.
These topics were primarily addressed by José Luis Valverde and Ziortza San Pedro, sparking extensive debate.
3.
Storage solutions
Museum storage solutions must match the collection’s needs. Requirements include:
• Adaptation to the specific artworks (unique dimensions, materials, handling requirements, and conservation needs), using materials suitable for preservation.
• Optimization at both macro (system implementation) and micro levels (versatile accessories and components).
• Evolutionary solutions that allow for movement and integration of new collections, with a wide range of accessories, reconfigurability, and versatility.
• Scalable solutions that fit within budget limits and allow for future expansion while leveraging previous investments.
• Addressing a critical, often overlooked aspect of museum projects: internal movement and routing of artworks, which directly affects storage solutions and tools for relocating pieces.
The Royal Collections Gallery and MUNA examples initiated this reflection, completed with visits to Gordailua and EUN Hub Museum spaces, including high-load (30-ton) and textile handling prototypes.
4.
Deaccessioning
Every item that is cataloged has value and cannot be deaccessioned, which contributes to the natural growth of the collection over time. Storage solutions must therefore maximize space efficiency to accommodate this growth.s.
This topic was raised by the three presenters during the first-day forum.
5.
Management software
Once object movements—within the museum, between galleries and exhibition rooms, or even between museums for temporary exhibitions—became a focal point, management software gained prominence.
The key success factors in object movements are conservation and traceability, and management software is expected to ensure and control both.
Museums have their own cataloging software (EMSIME, KOHA, DOMUS…), and EUN Logic complements and integrates with these systems to provide: control, precision, and automation in functions such as real-time location tracking, traceability, and auditing.
Efficient management requires proper metadata selection (parameters and key data for each object), enabling automation for museum technicians.
Effective museum management software depends on early collaboration between the user department and the supplier, with the museum’s IT team involved from the start.
Beyond preserving and tracking objects, management software facilitates task automation—for instance, digital signatures for permits, zone changes via RFID, optimization algorithms for routing and available storage spaces...
The use of management software in museums was discussed in presentations at Euskal Museoa, during first-day forums, and reinforced in second-day workshops.
