Design Thinking in Archives: How to Apply User-Centered Design to Collections Engagement

Design thinking has become a widely adopted approach in fields ranging from technology to education, prized for emphasizing empathy, experimentation, and iterative problem-solving. For archives—traditionally shaped around internal workflows and professional conventions—design thinking presents an opportunity to reimagine outreach and engagement strategies from users’ perspectives.  

By embracing a user-centered design approach, archivists can better align their services, programs, and interfaces with the needs, behaviors, and motivations of those who interact with their collections. 

What is Design Thinking in Archives? (User-Centered Design Explained)  

Design thinking is a human-centered problem-solving methodology. It involves understanding user needs, reframing challenges, and developing creative, practical solutions through prototyping and testing.  

While there are multiple design thinking frameworks, most include empathizing with users, defining their challenges, brainstorming ideas, building prototypes, and gathering feedback through testing.  

The iterative nature of design thinking encourages archivists to remain responsive to feedback and open to innovative ideas. Rather than assuming what users need, archivists can engage directly with diverse communities to better understand how people seek, interpret, and use archival materials. This mindset is critical to user engagement in archives. 

Move Beyond Institutional Assumptions 

Archival outreach has traditionally focused on raising awareness of collections and promoting access. However, delivering outreach activities through public programs, digital exhibitions, social media, or research guides often reflects institutional assumptions more than user expectations. Design thinking in archives shifts this dynamic by placing users at the center of outreach planning and execution. 

By applying design thinking principles, archivists can: 

• Identify and address barriers to access that may not be visible from an internal perspective. 
• Create programming and communication strategies that resonate with intended audiences. 
• Design tools and interfaces that reflect how users search for and interpret information. 

Testing ideas on a small scale before committing significant resources makes this approach both adaptive and efficient. 

The first step in applying design thinking is empathy: developing a nuanced understanding of users and their interactions with archival collections. This approach can involve formal methods, such as interviews or surveys, as well as informal observations and conversations. 

Archivists may discover that users approach collections differently from the structures imposed by professional standards. A genealogist researching family history may expect to search by surname and location rather than by record group. A student exploring a social movement may look for visual material or personal stories rather than official records. Recognizing these expectations helps archivists define problems as access issues and mismatches between archival structures and user logic. 

Reframe Archival Problems to Reflect User Needs 

Design thinking also encourages archivists to reframe the problems they are trying to solve. Instead of asking, “How do we promote this new digital collection?” the question becomes, “What would help users understand the relevance of this material to their lives or research?”   

Similarly, rather than asking how to increase reference requests, archivists might explore what unmet needs users have that archival collections could support. This reframing can lead to more meaningful programming. 

If community members feel disconnected from the archives due to unfamiliar language or technical systems, outreach might focus on co-creating interpretation materials or offering workshops that build trust and understanding. Adopting this approach allows archives to support both access and long-term engagement. 

Develop Iterative Solutions Based on Archival User Input 

Once user needs are better understood, archivists can begin developing solutions. Creating more user-centered archives might include: 

• Redesigning archival finding aids 
• Hosting interactive exhibitions
• Creating community storytelling events 
• Launching mobile-friendly discovery tools

Prototypes allow archivists to explore possibilities with minimal risk rather than investing heavily in a single untested initiative. A mockup, pilot event, or sample interface can serve as a starting point for valuable feedback. User responses help refine the offering and guide further development. An event might reveal that participants want more tactile interaction with archival materials, or a new interface might highlight accessibility concerns. Each round of feedback helps bring the project closer to what users want and need. 

Reshape How Materials Are Discovered, Understood, and Used 

Design thinking is a mindset that promotes sustained empathy, curiosity, and flexibility. When applied to archival outreach and engagement, it helps build stronger connections with users and ensures that collections remain relevant, discoverable, and impactful.  

In a time when institutions are seeking to broaden their audiences and demonstrate their value to diverse communities, design thinking offers a way forward. Applying user-centered design in archives centers on human experience and supports innovation grounded in real needs.  

By integrating design thinking into outreach, archivists move from simply presenting materials to thoughtfully shaping how those materials are discovered, understood, and used. 

Frequently Asked Questions 

What is design thinking in the context of archives?

Design thinking in archives refers to applying a human-centered, iterative approach to improve how users access and engage with archival collections. It emphasizes empathy, experimentation, and problem-solving from the user’s perspective.

Why should archivists use design thinking?

Design thinking helps archivists shift focus from institutional assumptions to user needs. By engaging directly with users and testing small-scale solutions, they can develop more relevant programs, tools, and services. This approach supports more intuitive discovery, enhances accessibility, and fosters deeper user engagement with collections.

What are some examples of design thinking in archival work?

Examples include co-creating outreach events with community members, redesigning discovery tools based on user behavior, prototyping mobile finding aids, or offering workshops to bridge knowledge gaps between institutions and their audiences. Even small adjustments like rewording category labels based on user feedback reflect design thinking.

How does design thinking differ from traditional archival practices?

Traditional archival methods often prioritize internal logic and professional standards. Design thinking shifts the focus to the user’s experience, encouraging archivists to test assumptions and iterate based on actual use.

Can small archives apply design thinking principles?

Yes. Design thinking is scalable. Even small archives can benefit from simple user interviews, feedback loops, or low-cost prototypes to improve how people find and engage with collections.