The OASIS management board meets twice a year and has met now 28 times. Many of these meetings have been comfortingly routine but over the last few occasions the HERALD project: redeveloping OASIS and creating the ADS Library has meant there is more than just the general use of OASIS across the country to discuss.
The board has representatives from ADS, ALGAO England and Scotland, Archaeology Scotland, Council for British Archaeology, Historic England, Historic Environment Scotland, IHBC, RCAHMW and the Society of Museum Archaeology.
The general format of the meeting is that we receive monitoring reports from Mark Barratt on the use of OASIS in England, Peter McKeague for Scotland and from ADS for technical helpdesk trends and this time there was also a report from Tim Evans, ADS on the use of grey literature as highlighted in the Roman Rural Settlement Project.
There was a update on the transfer of BIAB and the ADS Grey literature library and Journal archives to the ADS Library with the launch intended for early December.
The update on OASIS was followed by discussions focusing on a few aspects of how the new system would function:
How current unsigned-off records in OASIS would be dealt with on transfer to the new system, there are many thousands of these records. There will be a plan for transferring these records and they will be treated differently depending on how complete the records are and if the organisation which started them is still in business. Essentially more complete records should find their way into the ADS Library and very sparse or incomplete records will be moth-balled so as not to clog up the new system but will be retrievable if required. The specifics of this plan will be approved by the management board members and specifically ALGAO at a future date to cover any implications of releasing legacy material.
A related but different point was how long reports should be held by HERs before they will automatically transfer to the ADS Library. This mechanism is proposed to remedy the current problem of reports being stuck in the system where HERs do not have the resource to validate reports. One month was seen to be too short for HERs but six months was too long for contractors to wait to see their reports in the Library. Three months has been proposed as a middle ground and this is going to be compared to the average time it takes a report to pass through OASIS currently and discussed with ALGAO for approval.
There was also a discussion on how to deal with records where a company has ceased trading. A procedure will be formalised and will now be written in to the terms and conditions of use for the new system.
There is a need to improve awareness of OASIS with Development Control Archaeologists – if they receive and sign off reports using OASIS there would be fewer issues of the wrong report being released into the Library.
Related to this again was a the discussion of the automatic release of reports into the library could mean that draft reports will find their way into the Library. This was at first seen as a problem, however as discussions progressed it was noted that it is now normal practise in academic circles to release pre-publication versions of an article into repositories as a requirement of funding bodies. These receive a DOI and are then seen alongside the published version once that becomes available.
The next stage of the HERALD project after the release of the ADS Library is the production of functional specification in January next year. This follows a suite of final consultations, the last couple of which will be appearing on this blog soon.
The next OASIS and BIAB management board meeting will be held in April 2017.
We are still gathering the final opinions from the communities using OASIS before the final functional specification for the system is produced at the end of this year. Last week I attended a wonderfully productive workshop – OASIS and HERs – synchronisation interface meeting organised by Historic England.
There were two main points to be discussed: Synchronising data between HERs and OASIS and if the Heritage Gateway Web mapping and feature services could be re-purposed to provide monument information to accompany OASIS records.
Sarah Poppy (HIAS Programme Manager) began the day by giving an introduction to the Heritage Information Access Strategy (HIAS). The redevelopment of OASIS and the ADS Library forms the basis for the the Collecting and Validating Data work package of HIAS. This was followed by me describing the main changes in the new OASIS (a detailed description can be found in the project design).
This is the third of these consultation blog posts, this time we need to talk about…
OASIS has always had an archive section – it is one of the five main sections of the OASIS form: Project details, location, creators, ARCHIVE and bibliography. In the redeveloped version of OASIS we want archive information from OASIS to go to HERs as usual, but also to museum and archive curators, and allow archive depositors to connect directly with the organisation receiving the archive. Continue reading OASIS calling Museum Archaeologists and Post-Excavation Professionals→
The OASIS form started collecting extra information about Geophysical surveys in 2004 when The Royal Commission for Ancient and Historical Monuments in Scotland (now Historic Environment Scotland, HES) funded the creation of an extra part of the OASIS form.
How is the data collected now?
When a user selects Geophysical survey under project type they then see
an extra section to complete. These completed survey details are then passed on to relevant national body (HES or Historic England), HERs, other data consumers and entered into the Geophysical Survey Database (GSDB) so it can be seen publicly. If a report is added to the OASIS record then this is also linked to the record in the GSDB. The metadata entered in the OASIS form for a geophysical survey is sufficiently detailed to accompany a digital archive that is submitted and allows the data to be reused.
So the survey details are added once to the OASIS form and used in multiple places. This ‘COPE’ Capture Once Publish Everywhere is the driving aim of OASIS.
Attached (Geophysics_fields) is a list of the fields currently collected by OASIS and the accompanying pick lists that are available for some of the fields. People are able to enter other terms as well as those in the lists and this has created some problems on the transfer of data to the Geophysical survey database.
It’s a busy few months on the HERALD project. In March the final project design was agreed and work commenced almost immediately on the first major milestone: the creation of the ADS Library.
There’s been considerable interest in what is happening next, so we thought it would be a good idea to circulate the HERALD Stage 2 Project Design, so that people can see what has changed since we circulated the draft design last October.
Broadly speaking the timetable for the redevelopment project is as follows:
1. BIAB search interface and data entry interface – Autumn 2016.
2. Agreement of final functional specification for OASIS – Jan 2017.
3. Main OASIS form created – Winter 2017.
4. OASIS PLUS modules created – Spring 2018.
5. First testing release (ALPHA) – Summer 2018.
6. Beta Release – Autumn 2018*
As ever, questions and comments can be sent to the HERALD Project Manager, Jo Gilham. Or use the comments below.
As part of the HERALD project we are looking at how we communicate with people about OASIS, what is does and how it can be used and giving updates of progress with the new system.
We’ve added a subscribe option to the blog so you can receive emails to your inbox each time a new post is published – we do already add these to the OASIS login page and send it out on the OASIS ANNOUNCE JISCmail list.
We’ve joined twitter and so will be tweeting about OASIS as @oasis_data
We are also still looking at fine tuning the workflows and design of the new system so we will be blogging soon about particular sections of the form and hoping that you can let us know your thoughts.
Thank you if you responded to the BIAB (British and Irish Archaeological Bibliography) user needs survey last year, we have now produced a mock up of the ADS Library system which reflects the survey responses. We have made the survey responses available in on the ADS blog.
The ADS Library will bring together bibliographic references and publications from BIAB, the ADS Library of Unpublished Fieldwork Reports, archived journals and research reports as well as references from other sources.
Link removed – Sorry the mock up consultation is now closed
The mock up is made up of a series of screen shots of what the new system could look like and the functionality it could include. Please use the comments area to leave any feedback you have, positive or negative, as if we don’t know your thoughts now we cannot accommodate them in the final design. We would appreciate your comments even if you are not a user of the BIAB current system.
The mock up will be open for comments until Sunday 5th June.
Providing feedback will give you a real opportunity to influence the redevelopement of BIAB as the ADS Library.
If you have any questions about this, or the project in general, please contact the ADS via Jo Gilham on firstname.lastname@example.org or 01904 323937.
Link removed – Sorry the mock up consultation is now closed
During the user needs survey undertaken as part of the HERALD project, it was recognised that historic building practitioners were keen to have an interface in the new system that related specifically to buildings.
It was also clear that this interface would need to be carefully designed, with the process involving plenty of feedback from those who would be using the new system.
With this in mind, Historic England commissioned the ADS to design a mock-up of what a historic buildings interface for OASIS might look like
This is your last opportunity to comment before the system is built, so please let us know what you think!
Here’s a 10 minute introduction to the HERALD project and the Stage 1 user needs survey results and plans on how Wales are going to start using OASIS. It was a paper given at the CIfA conference in Cardiff in April 2015 and titled: UK-level data collection – ADS and OASIS, workflow and best practice
The HERALD project is part of Historic England’s Heritage Information Strategy and here is an explanation of it given also at CIfA 2015.