Final Starr ChapterConstructing A Model For Mexican Libraries in The 21st Century - Alberto Santiago Martinez

Constructing a Model for Mexican Libraries in the 21st Century | Alberto Santiago Martinez
This is a preprint of a chapter accepted for publication by Facet Publishing. This

extract has been taken from the authors original manuscript and has not been
edited. The definitive version of this piece may be found in Dynamic Research
Support for Academic Libraries. Facet Publishing, London. ISBN:
9781783300495, which can be purchased
from http://www.facetpublishing.co.uk/title.php?id=300495
Introduction
Changes in the academic practices of universities are requiring research libraries which support
them to transform themselves in order to provide effective and relevant information services.
The rise of digital scholarship in social sciences in humanities is requiring liberal arts institutions
to adopt new strategies for conducting research and instruction. Unfortunately, in many cases
older libraries are ill-equipped to support the ever-growing needs of its academic community.
This is especially the case in countries such as Mexico where many research libraries continue to
uphold traditional service models. This in itself can pose a significant challenge to knowledge
production and dissemination of the local campus community.
This chapter presents a case study of the library renovation and expansion project implemented
at The Daniel Coso Villegas library at El Colegio de Mxico in Mexico City. In 2012, the
university took on the task of renovating and expanding the University's sole library. The goal of
the project was to create and implement a working model for 21st-century research libraries
across the country of Mexico, through the creation of this flagship library. Defining what a
Mexican library should be for the 21st-century, however, is a daunting task given that national
literature is few and far between and models that have been proposed outside of the country may
not be relevant for the Mexican libraries in general and, in particular, the unique situation of the
library and campus itself. The library conducted a series of studies to understand the behavior,
opinions and requirements of the campus community with the intent of creating a user-oriented
solution for the library.
Through an iterative planning process, the project managed to elaborate a plan that pairs
traditional library services that the community was accustomed to along with new types of digital
scholarship support services, with spaces that adapt to the evolving research and pedagogical
practices on campus while also considering the regional context of the library. The result of this
endeavor is a plan that will transform the classical model of the Daniel Cosio Villegas library
into one that caters to new modes of information access, interaction, learning, creation, and
dissemination. The implementation of the plan will result in significant organizational
restructuring, acquisition and the development of new technologies, tools, and services.
Background
Colmex is a prestigious institute of higher learning in Mexico City that is dedicated to research
and Instruction in Humanities and Social Sciences. The academic community is composed of
approximately 443 students, of which 205 are PHD students, 164 masters, and 64 bachelors. The
teaching and research faculty is composed of 399 professors. The community is of differing
nationalities from North and South America, Africa, and Europe. However, they are principally
of Mexican and Latin American Descent.
Courses are offered in Political Science, Demography, Economics, Asian & African Studies,
History, Linguistics, Literature, and Sociology. Undergraduate courses are offered in Public
Administration and International Studies. Scholarly communication on campus is usually carried

out through traditional avenues which include print publications, organizing academic
gatherings, round table discussions, seminars etc.
The University building was designed by the architects Abraham Zabludovsky and Teodoro
Gonzalez de Leon and constructed in 1976. The building is a registered landmark and was
recently featured in an architectural at the New York Museum of Modern Art in 2015. [Cruz 1]
The original design requirements for the center specified that the architecture not only support
traditional university activities, but also be built so that it foment interdisciplinary interaction
between the entire campus community [Cruz 2].
The Daniel Coso Villegas Library is the universitys sole library. Since its foundation in 1976,
the university directorship recognized the importance of librarys role in supporting the academic
activities on campus. As such, the library is centrally located in the center of the campus and
comprises 30% of the total building real estate. The library is composed of eighteen academic
librarians with faculty standing, three IT professionals, and eighty clerical staff and
paraprofessionals. The curatorial efforts by the library have transformed the collection into one
of the most important Latin America collections in its areas of specialty. The library has played
an important role both for the campus and the national academic library practices by driving
various initiatives nationally such as the migration to online OPAC systems in the 90s, which
spurred other institutions to follow in-kind.
The Expansion Project:

The original librarys materials storage capacity measured 27,000 linear meters, with a maximum
capacity rate of close to 700,000 volumes. The library was designed with an expected growth of
20 years. However, this did not occur until 2003. Upon reaching its limit, the original library
planner, Aria Garza Mercado took on the task of elaborating a new library expansion project to
support growth until 2024. Unfortunately, this project was never put into place given to a lack of
resources and budget. In 2012, the presiding university president successfully secured financing
for the project from the federal government and the university office of development. Following
this, the library director was charged with the task of elaborating the renovation and expansion
plan.
A core committee was created to assist the library director in the project plan and was composed
of library faculty with the aim of outlining the needs of the library. The specific objective and
scope of the committee were as follows:
i.
Define spaces for the new library expansion.
ii.
Propose equipment and furniture.
iii. Propose spaces.

The director faced the challenge of creating a plan of action as soon as possible due to political
and legal constraints in which the project had to be completed within 3 years. Passing this
deadline could result in the loss of money and incompletion of the project.
Given infrastructural needs and the securing of additional funding by both the university IT unit
and the office of development, the project scope expanded so that it included a renovation of the
librarys public spaces and the entire electrical and communication infrastructure. Due to the
extent of the project and its impact on campus, the committee decided to integrate the governing
body, architects, university IT, and building and maintenance into the committee to assist in the
project definition. Nevertheless, the definition of the project was specified by the core
committee members with the aid of the non-library stakeholders.
Process
Although there was no formalized plan, the ever-changing dynamic and relatively short time to
develop and implement the project caused the Library committee members to adopt an agile,
iterative process that for the purposes of this document will be designated as Rounds. Given
the fact that our scope was limited to the creation of documentation, we did not contemplate
review of the implementation. However, the proposed architectural solutions were submitted for
review to the library committee before being approved by the university governing body.
Round 1.
The committee initiated its work with a series of informal brainstorming sessions in which the
entire library staff was encouraged to propose ideas regardless of price, space, or viability. The
intent of the exercise was to gauge people's perceptions of what the library should be and to
come to an understanding among the committee members which held differing views of the
project at times. Much of the proposed ideas were based on visits to other institutions and
previous literature reviews. Some of these ideas included building a space for a caf,
constructing a research commons, and creating a full-fledged multimedia production studio.
Along with this, the adoption of specific library models were also proposed that included the
Learning Resource Center (CRAI) and The Commons Model (McMullen).
Simultaneously, the committee also conducted a thorough literature review of trends in research
libraries. They visited libraries both in Mexico and The United States of America along with
attendance in workshops dealing with Academic and Research Library building projects. Much
of the literature reported that both pedagogy and research were increasingly becoming more
collaborative (DEFF 2009) while other literature declared Collaboration should undergird all
strategic developments of the university, especially at the service function level (CLIR 2008).
Libraries were increasingly challenged to rethink their role on campus and as an institution
(Dillon 2008). While the mission of many libraries are evolving, the library should continue as
the locus of expertise and innovation regarding scholarly information, how to find it, and how
to use it (Courant 2008). The notion of library as a space for books is being challenged as
libraries increasingly acquire new types of resources both physical and digital (Pena). The
preference for digital materials is also converting the library as a storehouse for information into
institutions dedicated to digitizing and opening new forms of interaction and access to resources.
Fortunately, there seems to exist pattern in the creation of library building projects. For example,
Andrew McDonald (2007) specifies the key elements that should be considered during the
planning process of a library building project. These elements include that a library be
functional, adaptable, varied, interactive, efficient, and suitable for information technology and
have oomph. This was echoed by Steelcases white paper that stated that library spaces should
be adaptable, furniture should foment collaboration and interaction, and overall be aesthetically
pleasing (Steelcase 2015).
The planning committee conducted a series of informal interviews with various reference
librarians, library coordinators, and the faculty directly to understand the needs of the
community. This exercise revealed a trend among faculty in which they were becoming
increasingly involved or interested in digital projects. Many of the tenured faculty members
were beginning to request assistance with the creation of personal websites, thematic blogs,
publishing ebooks, online video interviews and presentations, and the use of computing
resources to work with datasets both for research and communication.
The planning committee conducted a series of informal interviews with various reference
librarians, library coordinators, and the faculty directly to understand the needs of the
community. This exercise revealed a trend among faculty in which they were becoming
increasingly involved or interested in digital projects. Although the university faculty has been
working with digital technologies since the 1970s (Lara), it wasn't until the mid-2000s that a
greater majority of the tenured faculty began leveraging technologies for academic purposes.
Such projects include Lingmex (de Leon Portilla), an online linguistic bibliographic database, a
digital library focusing on the history of petroleum in Mexico, quantitative economic history
databases, and primary resource databases for the study of armed political movements in Latin
America. Along with this, in 2012, The university the created a digital education program
dedicated to recording and broadcasting video lectures by notable academic figures both on
campus and nationally. The program has been met with much success. In the majority of these
cases, the library played a significant role both as collaborators, project leaders, programmers,
evaluators, and as resource curators.
The librarys participation in digital projects is due to the fact that it has continually pioneered
digital innovation nationally and on campus since its inception. The library was the first among
its peer institutions to migrate to an Online OPAC in the 90s and paved the way for standardized
cataloging processes (Arriola). Its first non-OPAC digital project initiated in 1998 with the
digitization and creation of Legislacin Mexicana an online resource system that allowed the
searching and full-text access to Mexicos Legislation from 1687-1902. Since then, library has
participated in a plethora of digitization projects that include the Casa de Espaa collection in
the Spanish Biblioteca Cervantes, as well as the complete body of the universitys academic
journals, dissertations and thesis and a primary resource database that provides access to
Mexican Indigenous Linguistic Resources created by the Summer Institute of Linguistics with
resources dating back to 1936. Along with this, the library has either participated in or led
various initiatives throughout the country for the creation of national digital library and
information access networks.
The digitization of the libraries resources was either done through subcontracting or at an
informal digitization unit operated by a two-person team working with a flatbed scanner. More
so, a great majority of the digital projects on campus were carried out in an ad-hoc fashion.
Decision-making in regard to digitization, metadata creations, and systems development was
done without a lack of documentation or formalized workflows, and with a little regard to longterm access, continued growth, or systems maintenance and support. Nonetheless, these projects
demonstrated the librarys capacity to innovate on campus and increase the visibility and access
to the universitys intellectual works and information resources both to academic and nonacademic publics.
In considering this information, the library decided to begin designing solutions for the library
expansion. One of the first proposals was to implement a model that was based on the both the
Learning Resource Center and Commons Models. By doing such, the library can provide
support to an ever-growing undergraduate population that was not contemplated in the original
planning of services and spaces. Also with the increase in digitization, the committee also
agreed that the library should have a dedicated state-of-the-art digitization center with specialists
available both for the library and its community.
The planning committee recognized the strategic opportunity to better the development of digital
project development on campus by expanding and promoting its service offerings through the
creation of academic systems design & development workshops for the entire campus. Along
with this, the library also decided to offer technological equipment loaning that include tablets,
audio and video equipment, and adaptors. Along with this, the library seeks also to offer systems
development consulting services. In order to do the latter, the library would need to produce a
series of formalized policies and manuals for the development of digital projects. This would
include digitization policies for preservation and access, workflows for maintenance and support
of the digitized objects and systems, metadata policies for digital systems, best-practices, and
digital curation policies. In essence, we proposed what will eventually become the Library
Digital scholarship support service unit.
The preliminary solutions were presented to the community via a quick and dirty focus group
composed of 15 students. Overall, the students believed that the proposed solutions were a good
start and made suggestions of their own that would help in creating the overall solution. The
project committee proceeded with a guided tour with the students to ascertain their opinions
regarding the librarys spaces and services. In carrying out this exercise, the committee sought
information regarding both use and non-use of the library. The walkthrough revealed that
students felt that the library design was dated, lacked color, and was both uninviting and
uncomfortable. The students confirmed that much of their work was collaborative, and the
library spaces were not conducive to that type of work. Furthermore, the group agreed that the
furniture intended for individual silent study was not suitable for long term usage, the informal
space was too close in proximity to silent study spaces and did not provide sufficient sound
isolation to allow them to work in groups. As such, they stated that their primary reason for
utilizing it was due to the resources and services it offered. As such, many of the respondents
entered the library only when they needed to consult materials or speak to the librarian, but
rarely stayed there to work.
Additionally, the focus group respondents mentioned various library projects both nationally and
internationally such as the black diamond library, and Mexicos Vasconcelos mega library, as an
example of great libraries. They expressed a desire to have a library that while not of that size,
shares a more modern, dynamic design and layout. The focus group sessions also concluded by
requesting for the creation of a digital maps collections and GIS center with furnished with
tactile interfaces for map plotting, visualization, and interaction.
Round 2.
The focus group data provided much insight into the perceptions of the student body and
surprised a few of the committee members. The exercise revealed the need to create a plan
which would require the library to undergo a significant transformation if it hopes to meet user
needs. In order to do this, the library along with the university office of development contracted
two notable American consultants with expertise in library building planning projects to assist
the committee and validate their plan to the university governing body and architects. Through
a second series of interviews and meetings with campus community figures, and the architects in
charge of the project (Teodoro Gonzalez de Leon), the consultants contributed to the elaboration
of a formalizing plan of action which considers the following process:
Understand needs of the community.
Outline the strategic objectives to meet user needs.
Identify services both current and new which would support this strategy.
Design spaces that would be best suited for carrying out said services.
Specifying required equipment & technology for these services.
Determine human capital requirements (staffing, skills, and capabilities).
Produce technical documentation in conjunction with the architects and campus
building and maintenance staff.
To continue with outline user needs, the committee conducted a series of observation exercises
to ascertain the services and resources being provided by the library to the campus.
These
exercises considered usage of both the physical and virtual offerings of the library which include
information resources, spaces, and services. The study of the librarys online services included
the library portals and other online products. This was achieved by way of usability studies
using Morae Usability Suite. Usage statistics were analyzed with google analytics service, and
examination of server logs for search terminology and reference service reports. These studies
revealed a pattern of increased usage of the librarys online systems. Analysis of the search
patterns of the library portal revealed an increasing preference for ebooks and online databases.
Web analytics reports revealed that users were increasingly utilizing mobile platforms for access
to the library portals which coincides with national studies of internet usage in Mexico
(AMIPCI)
The exercises also sought to examine circulation statistics and reference service reports. The
observation examined the students study and work habits throughout campus and demonstrated
workflows in which students evolve from collaborative work in their early years of study to
isolation and independent study in their later years. This could be in part due to the fact that
most students are required to publish a thesis or dissertation in order to graduate from their
respective programs. This workflow was contrary to the traditional notion that students tend to
prefer independent study early on. Much of the original library design attests to this premise.
This exercise also revealed a pattern wherein early career students utilized spaces outside of the
library for work that was more conducive to collaboration such as the cafeteria or outdoor patios,
while graduate or upper-level work was done within the library facilities.
Upon reflecting on the finding of the studies, the committee elaborated a strategy that sought to
pair services that have characterized the library as an institution of excellence, alongside
solutions that expand upon the librarys mission and maintain its relevance both on campus and
among its peer institutions. With this goal in mind, a plan for comprehensive transformation was
created to support new forms of interaction with digital resources, and new types of pedagogical
approaches carried out on campus. The end result is the construction of spaces that adapt to the
changing needs and requirements of the campus community, that support distance learning,
virtual and physical collaborative workflows, and interweaving of physical and digital resources
that are device neutral.
In terms of traditional services, the library believes that its curatorial approach to acquiring
pertinent physical resources and the fact that Latin American publishing is could be expected to
continue producing print-only materials for the oncoming years. As such, the library must
design a plan that considers an increase in shelf space. On the other hand, given that there is an
increased preference for electronic resources, we also consider a scenario in which the library
space will no longer be a place for storing books, but rather for interacting and producing
information. As such, a design was proposed that included the construction of a basement
storage facility with high-density compact shelving.
Given that the library expansion would be constructed as a separate wing, the committee devised
a layout that couples with the students evolving work dynamic from collaborative work to
independent study. This was done by planning the first floor such that its collaborative spaces
were placed on the first floor close to the entry. These spaces would be in close proximity to the
reference librarians offices so that they me readily available to provide support. The furniture
selected would need to be highly versatile and mobile in order to facilitate teamwork and
reorganization of the library space. This collaborative commons would also include various
informal reading spaces and seating that fomented conversing without fear of interrupting others.
In this way, the library could replicate the setting of the cafeteria; one of their preferred spaces
for collaboration and conversing. One the other hand, the library extension design was built such
that the two building were interconnected through a hallway access on each floor. This design
made it naturally sound-isolating in such a way that the library annex would be designed with the
intent of supporting independent study. To support the use of electronic equipment within the
library, a layout was proposed with grid-based flush-mount electrical outlet connectivity
throughout the floors of the library.
Given the age of the networking infrastructure, the University IT department also elaborated a
plan to update the entire cabling infrastructure. In order to exploit the networking infrastructure,
the library decided to create rooms equipped with virtual conference and collaboration systems.
Along with this, a multimedia room was designed to assist students with the creation of
audiovisual projects such as interactive web-based documentary systems. These rooms would
include audio and video interfaces for recording along with web, audio and video editing
software. These services would tie in with the equipment loaning and systems development
consulting services originally proposed in the first iteration.
The specialized technical nature of these newer services requires the library to rethink the hiring
practices it currently upholds. The library has traditionally limited itself to hiring persons that
come from a library science background. However, due to the increasing complexity of projects,
the library reconsidered this approach and now seeks candidates from the greater information
sciences which include Interaction designers, computer programmers, communication, digital
preservationists, among others. With this the library hopes to expand its services through the
creation of services which support and foment digital scholarship on campus through the hiring
of specialists from diverse academic backgrounds with a deep commitment to service, research
and development (Neal).
The final plan of the project required presenting a proposed interior space design layout based on
previous designs that were presented by the architect to the committee. The design contemplated
furnishings, specified electrical and network contacts, proposed spaces including dimensions and
explanations of the proposed use of each space. The architect accepted and adopted the majority
of the proposed design and converted them into official technical documentation. The end result
of the project was the creation of spaces that adapt to changing needs and requirements of our
community. Through its design, it will be able to support distance learning, virtual and physical
collaborative workflows and device-neutral systems that interweave physical and digital
resources.
Challenges
During the development of the projects, the committee faced administrative, cultural, and
political challenges. One of the fundamental challenges posed by the group was the traditional
view of what a library is. A significant majority of the university governing body and the
building planners which included architects, interior designers, electricians confronted the
project with the objective of providing a book-oriented solution that was limited to providing
spaces for silent study, and amassed shelving space. This clashed with the library personnel's
objectives of transforming this the current library into a one with dynamic spaces in which
people collaborate, spaces adapt to user needs, digital products are created, and excessive noise
is produced. This traditional view of what a library should be also resulted in the expression of
opinions by the campus community who opposed the project due to a perceived lowered usage of
the library and its services.
Many of these challenges were overcome through dialogue, presenting factual data and
interventions from the librarians, and consultants. Another factor which influenced the change in
perception were site visits by governing body members to institutions both nationally and
abroad, and Included Stanford University Libraries, Lemieux Library at Seattle University, UC
Berkeley Library System, Monterrey Institute of Technology and Higher Education - Puebla
Campus, and Instituto Tecnolgico Autnomo de Mxico.
Road Ahead
As this article was being written, the clatter of the construction can be heard throughout the
library and campus. The building of the library is expected to conclude on August 2015, eight
months from the groundbreaking. The purchasing of equipment has also commenced, and the
library is slowly starting to undergo its renovation one space at a time. While this is going
underway the organization itself is also starting to undergo a transformation. In terms of Human
resources, the creating new positions, and retraining personnel to support the proposed solutions.
This reformulation is resulting in duties such as electronic resources manager, digital
preservation, and project management. To support these new hires, the library has also taken the
initiative to increase internships at the library both to teach library students professional skills
that are absent from Mexican LIS curricula, and to find staffing solutions that at time can be
economically challenging. The result of these endeavors is a total of six digital systems have
been created in-house simultaneously with the library renovation and expansion plan (two years).
This is due in part to the formalization of digital systems creation and the adoption of project
planning strategies such as SCRUM.
Also with this increase in systems production is a greater project which hopes to create a more
logical digital ecosystem. Every unit, from acquisitions to technical services, and reference to
IT, as well as the would-be Digital Scholarship staff are having to reflect on how each unit's
policies, services and processes impact on the overall ecosystem of the library. More so, they are
having to work together more than ever.
These changes, however, are the first in a series that must contemplate the eventual need for new
types of services. These include quantitative humanistic research, text & data mining,
information visualization, semantic systems development among many others. The interaction
with the university governing body that resulted during the development of the project has
changed their perceptions of what a library should be and has resulted in increased opportunities
for the library to expand its role on campus, and in specifically in the development of digital
information services. With this, we hope that the library space too will evolve with the library.
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Final Starr ChapterConstructing A Model For Mexican Libraries in The 21st Century - Alberto Santiago Martinez

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Constructing a Model for Mexican Libraries in the 21st Century | Alberto Santiago Martinez

This is a preprint of a chapter accepted for publication by Facet Publishing. This

Administration and International Studies. Scholarly communication on campus is usually carried

The Expansion Project:

Define spaces for the new library expansion.

Propose equipment and furniture.

iii. Propose spaces.

Daniela Cruz. "Gua de proyectos mexicanos modernos en la expo 'Latin America in

Daniela Cruz. "Clsico de Arquitectura: El Colegio de Mexico / Abraham Zabludovksy y

McMullen, S. (2008). US academic libraries: todays learning commons model. Retrieved

La alfabetizacin informativa tecnolgica: estrategia fundamental en las bibliotecas del Siglo

Steelcase (2013). Active learning spaces : insights, applications & solutions.

Retrieved May 01 from

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