A portal is not an exhibit, and not a database dump
Most museums hold far more than they can display. An online collection portal lets people see more of it: thousands of records, often with images, that would never fit in a gallery. But a portal designed around how staff keep records can be baffling to everyone else. Fields such as “accession number” or “object name” mean something to a registrar and little to a casual reader.
The goal of a good portal is to let an ordinary person find something interesting, understand what it is and why it matters, and perhaps follow a thread to something related. That takes three things working together: search, browsing and context.
Search that forgives
People type what they know, not what the catalog contains. Someone looking for a “teapot” may need to find an item recorded as a “tea service” or an older term. A few design choices help.
- Tolerate small errors. Misspellings and variant spellings are common. Search that returns nothing for a typo discourages people.
- Support everyday words. Where records use specialist or historical terms, consider adding plain-language alternatives behind the scenes, so both kinds of search work.
- Show what you searched. Display the term and the number of results, and make it easy to adjust.
- Offer help on empty results. Suggest broader terms or point to browse routes instead of a blank page.
- Place the search box where people expect it, and keep it available on every page.
Behind this lies the quality of the underlying records. Consistent collection metadata makes search and filtering possible at all. Gaps and inconsistent terms can only be hidden so far by clever interfaces.
Browsing for people who do not know what to ask
Many visitors cannot search because they do not know what the collection holds. Browse routes serve them. These are typically:
- Themes or topics curated by staff, such as “everyday life” or “tools and trades.”
- Categories based on type of object, material or period.
- People, places and dates, presented as simple lists or a timeline.
- Highlights or a random selection, which give a sense of range and invite curiosity.
Keep the number of top-level choices small enough to scan quickly. Labels should use ordinary words. If a category name needs explaining, the explanation belongs next to it.
Filters should narrow results without trapping the reader. Show which filters are applied, let them be removed one by one, and avoid combinations that lead to zero results without explanation. Think about how many options appear at once on a small screen, as filter panels designed for desktop often become unmanageable on mobile devices.
Context turns objects into something readable
A catalog record states facts. A reader wants to know what it means. Context is the difference.
On an object page, a good order is usually:
- A clear image, with a way to zoom for detail.
- A plain title and a short description in everyday language.
- A brief explanation of why the object matters or how it was used.
- The standard facts, such as maker, date, materials and size.
- Links to related objects, people, places or themes.
The short description is where most portals fall down. It does not need to be long; a few sentences written for a curious beginner can do more than a dense paragraph. The principles of plain language apply directly. Where a record is thin or uncertain, say so honestly rather than guessing.
Context also applies to the collection as a whole. Explain how it was formed, what is and is not represented, and why some items have no pictures. Collections often reflect the choices and blind spots of the past, and noting that openly is part of responsible presentation; the topic of collection bias is worth bearing in mind when writing introductions and labels. Where terms in old records are outdated or offensive, decide how to handle them thoughtfully rather than repeating them unexplained.
Make each page work on its own
Many visitors arrive straight on an object page from a search engine, not from your homepage. Each record should therefore explain itself and offer ways onward. Include the name of the institution, a link back to the wider collection and an obvious route to similar items. Give every page a distinct title and a stable web address that will not change when the site is updated, so links and bookmarks keep working.
Images and access
Images carry most of a portal’s appeal, but they are heavy. Deliver sizes suited to the display and allow deeper zoom on request, as described in the guidance on slow connections. Provide text descriptions for images so that screen readers can convey what is shown. State clearly what visitors may do with an image, including download and reuse terms, and make sure the permissions are accurate for each item.
Different readers, different needs
A portal serves a mix of people: students, families, local history enthusiasts and specialist users who want exact data and export options. It is difficult to serve all of them with one view. A common compromise is a simple default view with an “advanced search” or “full record” option for those who need detail. Check which group matters most for your institution and let that guide the default.
Test with real users
Staff are poor judges of their own catalog. Ask a few people outside the team to find specific things, such as “something related to farming,” and watch what they try. Note where they type, what they click, and where they give up. Even five or six sessions usually reveal repeated problems, and fixing those is generally worth more than adding features.