During my time on the Online AcceS to the Index of archaeological investigationS (OASIS) helpdesk, I encountered a wide range of queries from users across the archaeological and heritage community. These queries often revolved around data management, access to resources, and technical issues. In this post, I’ll share some of the most common helpdesk queries I dealt with and offer tips on how to navigate these challenges effectively.
- Navigating/Completing an OASIS Record
One of the most frequent queries I received was in regards to creating and editing a record on the OASIS system.
Example Query: “I have completed a Level 2 photographic record as part of a planning condition. The WSI required a deposit with OASIS. Can you help?”
Solution:
If the user is new to using OASIS then to help get them started with creating records, I would point to the user-friendly Guide Book and OASIS technical manual which can be consulted, as well as a Vimeo channel containing step-by-step video guides on how to fill out each section of the form. I would also point the user towards the Help and FAQ pages on the OASIS website for further potential related issues.
- Providing Users Access to Accounts
Another common issue is to help provide guidance and other times access to their OASIS accounts. It has been noticed that many new users sign up with OASIS, but do not realise they receive a confirmation email that activates the account, before a user can sign into it.
Example Query: “ I am attempting to register using the above email, but when I get to the login page it loops on the password and I cant access the site, any help appreciated.”
Solution:
The user will need to look for an activation email in their inbox. This may also be found in the spam folder. This will contain an activation link needed to be clicked on before the user could sign into the account as extra security measures. If the activation email did not work further assistance would be given to resolve the issue.
- Why is my report not in the library?
The ADS OASIS system is complex and can be understandably confusing as to why your report may not appear straight away in the ADS library from the OASIS record.
Example Query: “How long will it be before reports from completed records appear in the library?”
Solution: Once a record has been completed and marked for review by the local Historic Environment Records (HER) it can take up to six months for this review work to be finished, depending on the workflow of that HER. If the HER has not reviewed the record after six months then it will automatically be signed-off.
After records have been signed-off by the HER, OASIS staff will need to review and manually process them to check for technical errors. There is currently a large backlog of reports waiting to be transferred to the library that are currently being worked through. We understand this can be a lengthy process and are currently working to speed things up, although things have greatly improved from the old OASIS IV system. You will receive an email notification with the OASIS ID and DOI once the report has been released.
Working on the ADS help desk gave me a unique insight into the common challenges faced by users of OASIS V. By addressing common queries in this blog post I hope these insights can help others navigate similar issues with ease.
