Designing Accessible Archives: Rethinking the Reading Room Experience

Archival reading rooms have long been the centerpiece of public access to collections. They are where researchers engage with historical documents, where discovery becomes tangible, and where the institutional identity of an archives is most visibly embodied.  

However, despite their importance, reading rooms are often designed around the archivists’ workflows rather than the researcher experience. 

By applying design thinking, a user-centered approach to problem-solving, archivists can reimagine reading rooms as more welcoming, intuitive, and accessible spaces that better support archival discovery, comfort, and collaboration.  

Understand Design Thinking in Context

Design thinking is a user-centered design methodology rooted in empathy and experimentation. It begins with understanding user needs and behaviors, then moves through stages of defining challenges, brainstorming ideas, prototyping solutions, and gathering feedback through real-world testing. The goal is to design for users by centering on their experiences and perspectives throughout the process. 

In archival outreach, design thinking invites us to ask: How do users interact with our spaces? What are their frustrations, assumptions, and needs when entering a reading room? What barriers (physical, procedural, or cultural) might they encounter? By treating these questions as starting points, archivists can shift from maintaining a traditional model to actively improving the user experience. 

First Impressions Matter: Rethinking the Researcher’s Entry Point

The first moments of a researcher’s visit can shape their entire experience. Design thinking emphasizes the importance of these touchpoints: signage, orientation, registration, and interaction with staff. If signage is unclear or policies are communicated only through dense, formal language, researchers may feel intimidated before they have even begun. If furniture placement or spatial layout discourages questions, users may hesitate to ask for help.  

Through user observation and feedback, archivists might discover that visitors are unsure where to go, what they are allowed to do, or how to request materials. These issues can be addressed by writing better instructions and redesigning the experience. Wayfinding tools, welcome guides, and intuitive spatial arrangements can transform a formal space into one that feels accessible and empowering. 

Balancing Security and Usability

While ensuring the security of rare and irreplaceable materials is essential, doing so must be balanced with an awareness of how security protocols shape user behavior. Design thinking allows archivists to assess whether existing rules and restrictions are proportionate, clearly explained, and respectful of users’ time and needs.  

For example, does the bag check process feel invasive or confusing? Are pencil-only policies enforced without explanation? Do researchers understand why certain materials must be handled in specific ways? 

Rather than simply enforcing regulations, a design thinking approach encourages transparency and education. When researchers understand why protocols exist, they are more likely to comply and more likely to feel respected in the process. Prototyping new signage or walkthroughs, or even redesigning the physical flow of material delivery, can improve efficiency and trust. 

Designing for Comfort and Focus

Reading rooms are often austere by design, emphasizing preservation over ambiance. However, discomfort from poor lighting, noise, hard seating, or lack of amenities can hinder focus and discourage repeat visits. Design thinking encourages archivists to prioritize user comfort as a core design consideration, not an afterthought

Researchers, especially those engaged in long-term projects, need ergonomic seating, access to power outlets, quiet zones, and natural light. They may also benefit from spaces that support collaboration, note-taking, or digital tools. 

Small changes such as repositioning tables for better lighting, creating phone-free quiet zones, or offering adjustable chairs can make archival reading rooms more inviting and user-friendly. These improvements enhance the usability of the space while preserving its integrity. 

Improving Accessibility and Inclusion in Archival Spaces

Designing a reading room also means considering who feels welcome and who does not. Barriers to access can be physical, linguistic, technological, or cultural. A design thinking approach encourages archivists to consider how the space functions for users with disabilities, non-native speakers, first-time researchers, and members of communities historically excluded from archival narratives. 

Is the entrance wheelchair accessible? Are there screen readers or magnifiers available? Are staff trained to assist users with different learning or communication styles? Are the rules written in plain language?  

Testing solutions directly with the communities the archives seek to better serve—through surveys, observations, or co-design sessions—ensures that inclusion is a practical priority.  

Defining Iteration as a Cultural Practice

A central strength of design thinking is that it positions improvement as an ongoing cycle. Rather than waiting for large-scale renovations, archivists can begin applying these principles with modest changes. They can test out new forms, modified layouts, and better signage, and gather feedback to evaluate the impact. This iterative approach builds a culture of responsiveness and collaboration, where users feel seen and heard, and where archivists learn from the communities they serve.  

Applying design thinking to the reading room enhances outreach; it transforms the reading room from a passive access point into an active engagement site. It reflects a broader shift in archival practice: from preservation alone to preservation and participation, from managing materials to supporting people. Moreover, doing so ensures that the reading room remains vital to archival work and a welcoming space where research, connection, and discovery can thrive.