Transforming Data Management at Duckworth Laboratory using Claris FileMaker.

Within the University of Cambridge's Department of Archaeology, Duckworth Laboratory stands as a beacon of historical and anthropological research. Renowned for its extensive collection of human remains, the laboratory also houses a variety of primate samples, fossils, and other artefacts. This collection offers invaluable insights into the human past. However, the management of such a vast and sensitive collection posed unique challenges. Traditional methods of using spreadsheets and disparate data files, while functional, were becoming increasingly cumbersome and inefficient.

Delivery

Data Management Tool

Technology

Claris-FMP-white

What was the opportunity to help?

When Duckworth Laboratory approached us, they presented a scenario ripe for transformation. Their existing data management system, reliant on a maze of Excel spreadsheets and various document formats, was not just inefficient — it was a bottleneck to their potential for growth and innovation. The need for a centralised, streamlined, and more intuitive data management system was clear. This was not just a technical challenge; it was an opportunity to significantly enhance the daily workflow and overall job satisfaction for the team.
The brief was straightforward yet challenging: Create a system that centralises data, reduces manual processes, eliminates dependency on any single team member, and opens up the collection to the public in compliance with government regulations.

This task required a solution that was not only technically proficient, but also one that appreciated and addressed the human element of data management.

What was the solution?

We Know Data responded with a solution that was both elegant and effective using Claris FileMaker. The core of the solution was a custom-designed database that centralised all collection item data. This wasn’t just about digitising existing records; it was about creating a system that brought clarity and ease to the management of one of the world’s most significant human remains collections.

Key features

  • Centralised Data Repository: A single, accessible source for all collection data.
  • User-Friendly Interface: Designed for ease of use, ensuring that staff at all levels could quickly adapt.
  • Advanced Research Request Management: Enabling the team to efficiently handle and group collection items for research purposes.
  • Web Portal for Public Access: Aligning with government regulations to make the collection more publicly accessible.

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Duckworth Data Management Tool
Duckworth Data Management Tool
Duckworth Data Management Tool

How did our work make a difference?

The transformation at Duckworth Laboratory, facilitated by We Know Data, is best understood through the tangible outcomes and statistics that emerged post-implementation:

 
  • Operational Efficiency: The laboratory experienced a significant improvement in operational efficiency, with processes that previously took hours now being completed in minutes.
  • Data Management: The centralised database system reduced data handling time by a remarkable percentage, simplifying and streamlining the management of thousands of collection items.
  • Staff Satisfaction: The ease of use and efficiency of the new system led to a noticeable improvement in staff satisfaction, and reduced workplace stress.
  • Regulatory Compliance: The solution seamlessly aligned with government regulations, making the collection more accessible to the public and scholars alike.
  • Scalability and Flexibility: The system’s design not only catered to the current needs of the laboratory, but also provided the flexibility to accommodate future expansion and modifications.

Key facts and figures.

Number of spreadsheets no longer needed:

38

Faster data handling:

10x

Time taken to find an artefact record compared to pre database:

5 mins - 30 secs

© We Know Data 2024

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