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Provincial Archives of New Brunswick:
Records Retrieval Design

Identify and address critical issues within the existing system at the PANB, and implement effective solutions to enhance overall functionality and user experience.

  • Sector
  • Client
  • My Role
  • Government Archives
  • Provincial Archives of New Brunswick
  • I developed an information systems evaluation plan, analyzed the cartographic records system, identified problems, ideated solutions, and implemented the solutions when feasible.
Provincial Archives of New Brunswick
The Provincial Archives of New Brunswick (PANB), established in 1967, is a government institution responsible for the preservation, management, and dissemination of the province’s historical records. Under provincial legislation, the PANB has a responsibility to assemble, and to make available for research, records bearing upon the history of New Brunswick.
The cartographic records faced significant challenges in records retrieval.

Addressing these issues were essential for improving the system's functionality and ensuring the accessibility and preservation of valuable historical records:

Undocumented records
There are records within the cartographic collection that lack proper documentation of their whereabouts. Only the manager of the cartographic records possesses the knowledge of their locations. This reliance on individual knowledge poses a significant challenge in the event of changes in personnel.
Sporadic finding aids
The availability and consistency of finding aids, which are crucial for locating records, are sporadic. This inconsistency may lead to difficulties in navigating and retrieving specific cartographic records.
Stickers falling off
Stickers used for identifying cartographic records are falling off due to their incompatibility with the controlled temperature and humidity level in the repository. This compromises the physical identification of cartographic records.
Confusing software system
The digital finding aids are managed through a in-house software system that contained usability issues. This could hinder the effective use of technology for record retrieval and contribute to inefficiencies in accessing the cartographic records.
Inability to check 'in' and 'out' in the system
The dependence on a paper-based system for retrieving cartographic records poses a significant challenge, as it lacks the necessary mechanisms to track and manage retrievals efficiently. This limitation can result in various issues, including: loss of records; inefficient retrieval process; limited accessibility; difficulty in record updates; and risk of redundant efforts.
What I did:
As an archivist (and hired as such), these were the areas that I was able to influence for better service and system usability.
What I was not able to do:
At the time, I was trained as an archivist and not a user experience designer (pre-Master's Degree in UXD). For this reason, I did not have authority or resource allocation at my disposal to make some of the necessary changes for better system usability.
Compile all finding aids, documentation and esoteric knowledge
Meticulously gathered and organized information from various sources, ensuring a centralized and accessible repository of knowledge.
User research & testing
Other than from unstructured comments from coworkers and supervisors at the PANB, I was not able to do thorough user research and testing on the cartographic records information system due to resource allocation.
Digital transformation
Meticulously inputted cartographic records into the existing software infrastructure enabling enhanced data accessibility, streamlined retrieval processes, and improved organizational efficiency.
Software update
It was not receptive to my usability concerns as UX was not on their radar, nor was I a trained professional with the authority and public trust to vouch its importance.
Removed stickers
I removed the stickers from the maps and wrote directly (using pencil) on the margin of the records to ensure that records were correctly labelled with a long-lasting solution.
Comprehensive Evaluation Plan
After completing a graduate course entitled Information Systems, Services and Design, I retrospectively formulated a thorough evaluation plan for the PANB's Cartographic Records Information System, demonstrating my acquired skills and knowledge in systematically assessing and improving information systems.
Evaluation Plan
The methodologies, strategies, and steps to be taken in assessing the effectiveness, efficiency, and overall performance of the Cartographic Records Information System.
View the report
Inside the repository (brr!)
Working on implementing the system design solutions

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