1. eyeOS
La Rambla, 140, 4C
08002 Barcelona (Spain)
+34 931 813 039
team@eyeos.org
www.eyeos.org
COMPANY
ICUB: LEADING COLLABORATIVE ADMINIS-
TRATION
WEBSITE OVERVIEW
http://barcelonacultura.bcn.cat
LOCATION
Barcelona Barcelona City Council created the Users can automatically download the
Culture Institute (ICUB) in 1996 to position documentation by clicking on a link
SECTOR
Barcelona's culture as one of the primary (temporarily activated) supplied in an
Public sector – Culture
assets for the development and projection email.
EMPLOYEES of the city. The institute is responsible for
400 employees approx. managing municipal cultural installations 3. Programs and exhibitions.
PLATFORM USERS 250 approx. and for promoting and encouraging Internal tools were required for sharing
TECHNOLOGY PLATFORM the emergence and consolidation of information in mixed work teams (ICUB
CPU: Intel Xeon 4 Cores 2.83GHz numerous private-initiative cultural and external agents) and for sending
Memory: 8GB platforms and projects throughout the large documents.
Disk: 1TB city.
Plus a back-up server with 2 TB syn- Internet work environment created
chronized with Duplicity. The ICUB is composed of several that provides access to organized
organizational units (museums and documentation and enables ICUB
cultural heritage, festivals and awards), employees to share documents with
which in turn are responsible for other suppliers and external agents.
BACKGROUND departments and projects that manage
their operational and business processes 4. Press, communication, sponsors
Complex internal structure, composed internally and through third parties An Internet space was required
of several organizational units divided (consultants, providers, communication for hosting various documentation
into multiple departments or sections, media, citizens, etc.). (photos, documents, dossiers, etc.) for
with a total of 400 employees approxi- third-parties (journalists, sponsors, etc.)
mately. For this reason, the ICUB needed a to access without needing the express,
platform that would enable it to share individual intervention from ICUB staff
Files could not be shared with external contents, as well as collaborate and each time.
contributors who work on occasional or manage all processes in the institution
regular projects for a specific period of and in each of its organizational units, By providing external users with
time. not only with employees but also with a password, they can access the
external agents. platform and download the previously
Sending contents to third parties prepared documentation.
outside the institution (for example, Since much of the data handled by the
citizens) was a long, complicated, and public institution is of a highly sensitive
costly process, both for ICUB employees nature, it was essential that the platform
offered maximum security without losing
SOLUTION
and third parties.
the potential that the Internet offers.
Contents frequently requested by third e-ICUB is a customized platform based
parties (such as the media) had to be on the eyeOS virtual desktop that can be
processed individually, wasting time. CHALLENGE accessed from any device regardless the
operating system. It offers a high level of
Files could not be edited collaboratively data protection and can be installed on
by both the institution's users and visi- 1. Consell de Cultura. An Internet the ICUB's internal servers.
tors. space linked with the Consell's website
was required, which serves and acts The requirement to allow external users
Bureaucratic barriers slowed down logi- as a link between all members and to connect to the platform has been
cal and simple processes in sharing files participants of the Consell. approached in different ways depending
and collaboration. on whether the user is a one-time or a
Users can create work groups and regular contributor:
SOLUTION invite other members to create and edit
online documents simultaneously. 1. For external users outside the
Customized eyeOs 2.5. A web platform organization, a tool has been
that provides comprehensive manage- 2. Photograph archive and integrated that lets ICUB users share
ment of all processes in a organization historical archive. A secure corporate files using an URL. This link can be
with as many organizational units as the system was required that enables files protected with an expiry date (after
ICUB, including collaborative features to be submitted online as an alternative which the link becomes inoperative)
with users inside and outside the institu- to presenting them on CD in person or and a password as additional
tion. by post. security measures, so that external

2. "Thanks to e-ICUB, we've
improved communication
with our employees and
stakeholders by creating
spaces for sharing files and
managing work groups.
Image 1. eyeOS environment for Barcelona Culturaw
users can download the files without BENEFITS
endangering the system or overloading In short, the main tools or features
the institution's email system with a integrated in e-ICUB are:
constant flow of files. Furthermore, • Simplifies communication between
a tool has been included to manage · Collaborative editor users of the platform, encouraging
these shared URLs, enabling internal feedback.
· User management
users to view the links, view the date
on which they were shared, and delete · Personal calendar
• Reduces the cost of resources and
them at any stage. · Text editor and viewer materials resulting from hardware updates
· Audio and video player and system administration.
2. For more regular external users
· Control of access to applications
(such as external consultants), the • Optimizes organization processes
option to create temporary guest · File sharing using URLs
thanks to the definition of new workflows
accounts has been designed and · Wall for work groups
developed. These accounts created by · Email • Improves efficiency, control and
ICUB users provide access to specific productivity, as eyeOS addresses all
resources and information required · eyeRun
the institution's communication and
for the project only, without allowing · Virtual drive for accessing eyeOS files
management requirements in a single
external users access all the data and platform.
options available to internal users. Unlike other cloud-computing solutions,
e-ICUB ensures complete privacy as it is • Reduces the volume of email traffic and
An Office suite has also been added a private cloud: data is not incorporated in size.
to encourage online collaboration. This a third-party provider under uncontrolled
integration offers an online document agreements. Data is available only and
suite, which is compatible with MS
ABOUT EYEOS
exclusively to e-ICUB, meaning information
Office and OpenOffice and suitable for security is guaranteed.
presentations, text documents, and
spreadsheets. eyeOS invented the Web desktop 6 years
Finally, a social bar has been developed ago and today it is the leading cloud-
where users belonging to a group can desktop provider.
discuss, comment, and share relevant
information in real time. With headquarters in Barcelona, eyeOS
is one of the largest open-source projects
All this done within a user-friendly in Europe with more than 1 million
environment: eyeOS simulates a PC downloads and communities across the
desktop with windows, applications, icons, globe.
files... but all accessed through a Web
browser. IBM selected eyeOS as its preferred
Open-Source Cloud Platform in 2010
It includes tools such as eyeRun, which and has signed a global partnership with
runs local applications by calling them the company.
from the cloud, and automatically uploads
the files to the employee's personal area Gartner highlighted eyeOS in its Cool
in e-ICUB when saved, thus centralizing Vendor in IT Operations Management in
information. 2011.