Assisting Access to a Century of Records
Assisting Access to a Century of Records
Assisting Access to a Century of Records
Workplace Safety and Insurance Board (WSIB) | Fall 2024
Workplace Safety and Insurance Board (WSIB) | Fall 2024
Role: UX Researcher, Co-op Student, Archivist
Role: UX Researcher, Co-op Student, Archivist
Role: UX Researcher, Co-op Student, Archivist
Impact
Impact
Impact
Optimizing Workflows and Making Institutional Knowledge Accessible for All
Optimizing Workflows and Making Institutional Knowledge Accessible for All
Optimizing Workflows and Making Institutional Knowledge Accessible for All
Faster Progress Toward Relocation Readiness
Increased boxed status from 40% to 65% by refining workflow and eliminating bottlenecks in folder and label creation.
Faster Progress Toward Relocation Readiness
Increased boxed status from 40% to 65% by refining workflow and eliminating bottlenecks in folder and label creation.
Improved Clarity for Non-Archivists Staff
Redesigned box labels using visual identifiers and color-coding to help non-specialists navigate the vault without confusion.
Improved Clarity for Non-Archivists Staff
Redesigned box labels using visual identifiers and color-coding to help non-specialists navigate the vault without confusion.
Boosted Confidence and Knowledge Transfer
Created manuals, visual aids, and signage to support staff during the upcoming London office transition, reducing reliance on experts.
Boosted Confidence and Knowledge Transfer
Created manuals, visual aids, and signage to support staff during the upcoming London office transition, reducing reliance on experts.
Faster Progress Toward Relocation Readiness
Increased boxed status from 40% to 65% by refining workflow and eliminating bottlenecks in folder and label creation.
Improved Clarity for Non-Archivists Staff
Redesigned box labels using visual identifiers and color-coding to help non-specialists navigate the vault without confusion.
Boosted Confidence and Knowledge Transfer
Created manuals, visual aids, and signage to support staff during the upcoming London office transition, reducing reliance on experts.
As UX co-op students and archivists, Daniel H. and I optimized preservation workflows and redesigned labeling systems to support sustainable access to WSIB’s century-old records. Our work improved retrieval for non-archivists and streamlined onboarding for future teams.
As UX co-op students and archivists, Daniel H. and I optimized preservation workflows and redesigned labeling systems to support sustainable access to WSIB’s century-old records. Our work improved retrieval for non-archivists and streamlined onboarding for future teams.
Business Challenge
Business Challenge
Urgent relocation and legacy systems without non-expert usability
Urgent relocation and legacy systems without non-expert usability
WSIB’s corporate archive houses thousands of physical records that could be dating back to 1913. They faced an urgent logistical problem: the entire archival vault needed to be packed, preserved, and transferred from Toronto to London, Ontario by May 2025.
With the task of file addition & retrieval soon falling to non-archivist staff, the existing system’s workflows, labels, and undocumented logic could pose serious risks to preservation, access, and long-term operations of the organization.
WSIB’s corporate archive houses thousands of physical records that could be dating back to 1913. They faced an urgent logistical problem: the entire archival vault needed to be packed, preserved, and transferred from Toronto to London, Ontario by May 2025.
With the task of file addition & retrieval soon falling to non-archivist staff, the existing system’s workflows, labels, and undocumented logic could pose serious risks to preservation, access, and long-term operations of the organization.
Business Challenge
Urgent relocation and legacy systems without non-expert usability
WSIB’s corporate archive houses thousands of physical records that could be dating back to 1913. They faced an urgent logistical problem: the entire archival vault needed to be packed, preserved, and transferred from Toronto to London, Ontario by May 2025.
With the task of file addition & retrieval soon falling to non-archivist staff, the existing system’s workflows, labels, and undocumented logic could pose serious risks to preservation, access, and long-term operations of the organization.
A Vault Full of Boxes Handed to Non-Archivists
A Vault Full of Boxes Handed to Non-Archivists
Hundreds of archival-grade boxes are being prepared for relocation, but future access and maintenance will rely on staff with no archival training. Without a clear, intuitive labeling system, files could be misfiled, misplaced, or untraceable.
Hundreds of archival-grade boxes are being prepared for relocation, but future access and maintenance will rely on staff with no archival training. Without a clear, intuitive labeling system, files could be misfiled, misplaced, or untraceable.
Legacy Workflows Slow Down Preservation
Legacy Workflows Slow Down Preservation
The original method required archivists to go through 8+ steps, like transfer files one at a time and pause repeatedly for tasks like sticker labeling, increasing human error and inefficiency.
The original method required archivists to go through 8+ steps, like transfer files one at a time and pause repeatedly for tasks like sticker labeling, increasing human error and inefficiency.
No System for Teaching the System
No System for Teaching the System
Institutional knowledge of the vault’s logic lived inside two archivists’ heads - there was no simple, direct, or visualized way to onboard new users.
Institutional knowledge of the vault’s logic lived inside two archivists’ heads - there was no simple, direct, or visualized way to onboard new users.
A Vault Full of Boxes Handed to Non-Archivists
Hundreds of archival-grade boxes are being prepared for relocation, but future access and maintenance will rely on staff with no archival training. Without a clear, intuitive labeling system, files could be misfiled, misplaced, or untraceable.
Legacy Workflows Slow Down Preservation
The original method required archivists to go through 8+ steps, like transfer files one at a time and pause repeatedly for tasks like sticker labeling, increasing human error and inefficiency.
No System for Teaching the System
Institutional knowledge of the vault’s logic lived inside two archivists’ heads - there was no simple, direct, or visualized way to onboard new users.
Why Redesign Mattered
Why Redesign Mattered
Why Redesign Mattered
What we could control in a high-volume workflow
What we could control in a high-volume workflow
What we could control in a high-volume workflow
Without clarity, critical documents could become permanently untraceable like a missing book in an unindexed library.
With the archive preparing for both physical relocation and long-term digitization, a better user-aware system was essential for maintaining smooth operations, protecting historical records, and empowering future WSIB staff to locate what they need without expert intervention.
Without clarity, critical documents could become permanently untraceable like a missing book in an unindexed library.
With the archive preparing for both physical relocation and long-term digitization, a better user-aware system was essential for maintaining smooth operations, protecting historical records, and empowering future WSIB staff to locate what they need without expert intervention.
Without clarity, critical documents could become permanently untraceable like a missing book in an unindexed library.
With the archive preparing for both physical relocation and long-term digitization, a better user-aware system was essential for maintaining smooth operations, protecting historical records, and empowering future WSIB staff to locate what they need without expert intervention.
Challenge
Challenge
With a tight relocation deadline and thousands of fragile records to preserve, we couldn’t speed up every step. Archival essentials like de-stapling and folder inspection are slow by nature.
But we could simplify what could be standardized.
With a tight relocation deadline and thousands of fragile records to preserve, we couldn’t speed up every step. Archival essentials like de-stapling and folder inspection are slow by nature.
But we could simplify what could be standardized.
Challenge
With a tight relocation deadline and thousands of fragile records to preserve, we couldn’t speed up every step. Archival essentials like de-stapling and folder inspection are slow by nature.
But we could simplify what could be standardized.
Design Approach
Design Approach
Design Approach
Immersion, observation, and iteration with the team
Immersion, observation, and iteration with the team
Immersion, observation, and iteration with the team
To identify inefficiencies, we began by fully immersing ourselves in the day-to-day archival workflow during our first two weeks, watching our managers as they handled file retrieval, preservation, cataloging, and re-shelving. Once familiar with the space and task rhythm, we shifted to uncovering where cognitive friction occurred. This informed our UX-driven audit of friction points affecting focus, consistency, and cognitive load.
To identify inefficiencies, we began by fully immersing ourselves in the day-to-day archival workflow during our first two weeks, watching our managers as they handled file retrieval, preservation, cataloging, and re-shelving. Once familiar with the space and task rhythm, we shifted to uncovering where cognitive friction occurred. This informed our UX-driven audit of friction points affecting focus, consistency, and cognitive load.
Rebuilt a Reliable Master List
The archive’s reference sheet was incomplete due to a post-2019 data gap, with many physical files unlisted. Staff were used to updating it only when missing folders were encountered.
We manually audited every shelf to cross-check and centralize records, so that the list became a functional system.
This fix enabled batch processing, reduced cognitive load, and laid the foundation for scalable workflow improvements.
The archive’s reference sheet was incomplete due to a post-2019 data gap, with many physical files unlisted. Staff were used to updating it only when missing folders were encountered.
We manually audited every shelf to cross-check and centralize records, so that the list became a functional system.
This fix enabled batch processing, reduced cognitive load, and laid the foundation for scalable workflow improvements.
Rebuilt a Reliable Master List
The archive’s reference sheet was incomplete due to a post-2019 data gap, with many physical files unlisted. Staff were used to updating it only when missing folders were encountered.
We manually audited every shelf to cross-check and centralize records, so that the list became a functional system.
This fix enabled batch processing, reduced cognitive load, and laid the foundation for scalable workflow improvements.
What we did
What we did
What we did
Changes we implemented through UX testing
Increased Readility of Box Label
Before:
File numbers and titles were placed in separate areas on the label, forcing users to cross-check across lines. This made scanning slow and error-prone, especially under time pressure.
After:
File numbers and titles now appear side-by-side in a single line for faster, more intuitive scanning. This layout was tested with users and shown to reduce lookup time and double-checking effort.
Increased Readility of Box Label
Before:
File numbers and titles were placed in separate areas on the label, forcing users to cross-check across lines. This made scanning slow and error-prone, especially under time pressure.
After:
File numbers and titles now appear side-by-side in a single line for faster, more intuitive scanning. This layout was tested with users and shown to reduce lookup time and double-checking effort.
New Box Numbering System
Before:
Boxes were identified using archival codes like A/F/G/U that only trained archivists understood. Non-experts found these codes confusing and often ignored them, risking misplacement.
After:
Dan and I designed and conducted A/B testing to identify the most intuitive box numbering format. We introduced a bold black box number and a color-coded visual identifier as the new primary tracking method. Testing confirmed this format was more easily recognized and aligned with ArchivEra’s manual box-level tracking — enabling future non-archivist staff to locate, file, and manage documents confidently in a high-volume archive.
New Box Numbering System
Before:
Boxes were identified using archival codes like A/F/G/U that only trained archivists understood. Non-experts found these codes confusing and often ignored them, risking misplacement.
After:
Dan and I designed and conducted A/B testing to identify the most intuitive box numbering format. We introduced a bold black box number and a color-coded visual identifier as the new primary tracking method. Testing confirmed this format was more easily recognized and aligned with ArchivEra’s manual box-level tracking — enabling future non-archivist staff to locate, file, and manage documents confidently in a high-volume archive.
KEY DESIGN SOLUTIONS & ITERATIONS
KEY DESIGN SOLUTIONS & ITERATIONS
KEY DESIGN SOLUTIONS & ITERATIONS
Reduce friction and support non-expert users
Reduce friction and support non-expert users
Reduce friction and support non-expert users
Replaced Manual Stickers with Printed Labels
Redesigning the label template to print full identifiers—including code, color, and title—in one unified visual. Improved speed, accuracy, and usability under time pressure.
Batch-Preped Folders to Minimize Workflow Disruption
Reduced physical task switching by preparing archival folders in advance, labeled in pencil (a preservation-safe tool). This allowed for smoother preservation flow without constant desk clearing or writing interruptions.
Replaced Manual Stickers with Printed Labels
Replaced Manual Stickers with Printed Labels
Redesigning the label template to print full identifiers—including code, color, and title—in one unified visual. Improved speed, accuracy, and usability under time pressure.
Redesigning the label template to print full identifiers—including code, color, and title—in one unified visual. Improved speed, accuracy, and usability under time pressure.
Batch-Preped Folders to Minimize Workflow Disruption
Batch-Preped Folders to Minimize Workflow Disruption
Reduced physical task switching by preparing archival folders in advance, labeled in pencil (a preservation-safe tool). This allowed for smoother preservation flow without constant desk clearing or writing interruptions.
Reduced physical task switching by preparing archival folders in advance, labeled in pencil (a preservation-safe tool). This allowed for smoother preservation flow without constant desk clearing or writing interruptions.
Introduced New System for Vault Navigation
Created easy-to-follow visual guides and workflow charts based on real task observations. These resources ensure smooth knowledge transfer and reduce learning curves for future staff unfamiliar with legacy archival practices.
Documented Workflows for Future Onboarding
Standardized all Becker’s signage in color, font, and layout to reduce visual chaos and avoid clashing with sponsor booths. Directional signs also reinforced key sponsorship to support visibility of our clients.
Introduced New System for Vault Navigation
Introduced New System for Vault Navigation
Designed and A/B tested signage system to support file retrieval by non-archivists. Clear color cues and subseries identifiers make the system easier to scan and maintain even after relocation.
Designed and A/B tested signage system to support file retrieval by non-archivists. Clear color cues and subseries identifiers make the system easier to scan and maintain even after relocation.
Documented Workflows for Future Onboarding
Documented Workflows for Future Onboarding
Created easy-to-follow visual guides and workflow charts based on real task observations. These resources ensure smooth knowledge transfer and reduce learning curves for future staff unfamiliar with legacy archival practices.
Created easy-to-follow visual guides and workflow charts based on real task observations. These resources ensure smooth knowledge transfer and reduce learning curves for future staff unfamiliar with legacy archival practices.
Outcome highlights
Outcome highlights
Outcome highlights
Improved clarity of workflow, and non-expert usability
Improved clarity of workflow, and non-expert usability
Improved clarity of workflow, and non-expert usability
The redesigned labeling system and workflow adjustments enabled faster preservation, improved consistency, and made critical institutional records more accessible to future non-archivist staff - supporting the transition ahead of WSIB’s 2025 relocation.
The redesigned labeling system and workflow adjustments enabled faster preservation, improved consistency, and made critical institutional records more accessible to future non-archivist staff - supporting the transition ahead of WSIB’s 2025 relocation.
The redesigned labeling system and workflow adjustments enabled faster preservation, improved consistency, and made critical institutional records more accessible to future non-archivist staff - supporting the transition ahead of WSIB’s 2025 relocation.
Boxing Rate Accelerated by 25% in 4 Months
Boxing Rate Accelerated by 25% in 4 Months
Together with my UX teammate, through batch prep, labeling redesign, and reduced task switching, we helped increase vault completion from 40% to 65% during our co-op term. This measurable progress ensured WSIB’s archive was on track for its 2025 relocation timeline.
Together with my UX teammate, through batch prep, labeling redesign, and reduced task switching, we helped increase vault completion from 40% to 65% during our co-op term. This measurable progress ensured WSIB’s archive was on track for its 2025 relocation timeline.
UX Mindset Helped Challenge Legacy Habits
UX Mindset Helped Challenge Legacy Habits
Our observations surfaced how legacy workflows often go unquestioned. By introducing UX framing, we helped our manager rethink pain points as design problems, not user failure—shifting focus toward systemic usability.
Our observations surfaced how legacy workflows often go unquestioned. By introducing UX framing, we helped our manager rethink pain points as design problems, not user failure—shifting focus toward systemic usability.
New Labeling System Standardized Navigation
New Labeling System Standardized Navigation
The redesigned label template became the new standard for all outgoing boxes. Clearer file IDs, integrated color cues, and no manual stickers created a consistent retrieval system ready for handoff to the new office.
The redesigned label template became the new standard for all outgoing boxes. Clearer file IDs, integrated color cues, and no manual stickers created a consistent retrieval system ready for handoff to the new office.
Boxing Rate Accelerated by 25% in 4 Months
Together with my UX teammate, through batch prep, labeling redesign, and reduced task switching, we helped increase vault completion from 40% to 65% during our co-op term. This measurable progress ensured WSIB’s archive was on track for its 2025 relocation timeline.
UX Mindset Helped Challenge Legacy Habits
Our observations surfaced how legacy workflows often go unquestioned. By introducing UX framing, we helped our manager rethink pain points as design problems, not user failure—shifting focus toward systemic usability.
New Labeling System Standardized Navigation
The redesigned label template became the new standard for all outgoing boxes. Clearer file IDs, integrated color cues, and no manual stickers created a consistent retrieval system ready for handoff to the new office.
Looking Beyond
Looking Beyond
Looking Beyond
Legacy Doesn’t Mean Optimal - Sometimes It Just Means Inherited.
One of the most surprising lessons from this project wasn’t about labels or workflow diagrams—it was about mindset. In institutional environments like archives, workflows are often inherited, repeated, and rarely questioned. People internalize these steps as “just the way it’s done,” even when those steps create friction, delay, or confusion.