Form PM3 ( Interim Report2:

		FORMAT OF PROGRESS REPORT
(To be submitted by Grantee with each grant drawdown application, or at intervals no greater than 3 months)
Form PM3(Part 2-Capital)
Project Title:	Scottish Archive Network			Project Ref No:	DG-95-05231
Name of Grantee:	Scottish Archive Network
As stated in the Monitoring Documents referred to in your Grant Contract, you are required to submit to NHMF a Progress Report with each grant drawdown application, or at maximum intervals of 3 months in the absence of an application, reporting on how the project is progressing towards meeting the Approved Purposes. The headings and format of the Report, addressing the principal monitoring criteria, are shown below. These headings and format must be followed, but you may prepare your Report using computer software incorporating spreadsheets as appropriate. All sections (expanded in size as necessary) are to be completed fully on each monthly report. (Use supplementary sheets if necessary). PM forms should be returned in hardcopy and must be completed fully. Failure to do so will delay processing your Grant
Report No:	28		Report Date:			22 Aug 2001
			Covering Period:			July 2001

1. General Progress/ Programme and Project Objectives

Enter summary report on general progress towards achievement of the Approved Purposes identifying any problems or issues to which NHMF’s attention should be drawn. Note any actions proposed in response to problems or particular areas of risk.

The project remains within budget and is scheduled to be completed on time.

See annex 1 for detailed progress.

See annex 2 for update on special conditions.

The minutes of the Project Board held in July are attached at Annex 3.

The Project Performance Information is now held on the accompanying spreadsheet.

2. Partnership Funding

Enter progress towards securing partnership funds

Source of Funding	Amount expected (A)	Amount received to date (B)	Balance to come A-B)	Date balance expected
NAS	£425,967	£ 94,237	£331,730	Dec 2002
GSU	£703,785	£228,601	£475,184	Dec 2002
	£1,129,752	£322,838	£806,914	Dec 2002
Totals

Explain any changes to sources of Partnership Funding since the last Progress Report

3. Change Control

Enter requests for any material change to the Approved Purposes which have been approved by NHMF since the last Report and advise of any potential requests for such change in the future.

Description of Change Item

Date of request to NHMF

Date of NHMF response

Effect on achievement of Approved Purposes

Effect on Programme

Effect on Costs

Note: NHMF Approval is required for any material change to the Approved Purposes

Report on any effect to delivery of the Approved Purposes of any cost transfer between the principal cost elements stated in your “Notification of Grant”. (Note: no such transfer is to be made between capital and revenue elements, or between VAT and any other cost element, without NHMF prior consent ).

Amount of cost transfer (£’000)	Cost transfer from (cost element):	Cost transfer to (cost element):	Effect on delivery of Approved Purposes
N/A

4. Review of Design Drawings and Documentation

Enter any design reviews or comments received from NHMF or its Project Monitors since your last report

Work element for which Design/Document review has been carried out	Date reviewed	NHMF/Project Monitor’s comments (if any)
N/A

5. Timetable/Programme

Enter progress compared with the agreed Timetable/Programme for key activities

Grant Expiry Date:

Key Activity or milestone	Planned completion date	Actual (or currently forecast) completion date	Variance	Comment
See Annex 1
Overall Project Completion

6. Expenditure on Approved Costs

a) Cost Control

Enter expenditure to date against the key items of Approved Cost (i.e. the costs on which NHMF has agreed to pay the Payment Percentage) compared with that detailed in the pre-commencement documentation. (VAT and Contingencies to be separately identified).

Items of Approved Cost (Principal cost elements)	Approved Costs to completion as agreed at award	Out-turn Costs as currently forecast (A)	Planned costs to date - as submitted with Form PM1 (B)	Actual costs to Date (C)	Variance (C-B)	Balance of costs (A- C)
Staff	£2,170,889	£1,401,212	£1,401,212	£975,397	£-425,815	£425,815
Internet Server	£449,700	£ 412,225	£ 412,225	£139,848	£-272,377	£272,377
Communication	£51,222	£ 34,518	£ 34,518	£ 31,088	£ - 3,430	£ 3,430
Digitisation	£349,191	£198,750	£198,750	£152,112	£- 46,638	£ 46,638
Other	£543,500	£421,750	£421,750	£302,973	£-118,777	£118,777
Contingency	£2,631,805	£112,209	£112,209		£-112,209	£112,209
VAT	N/A
Totals	£6,196,307	£2,580,664	£2,580,664	£1,601,418	£-979,246	£979,246

Note any significant changes to the apportionment of costs between the principal cost elements prior to their commitment. Note the effect of any such changes and confirm that they will not affect the Approved Purposes including expected quality.

Cost transfer from :	Cost transfer to:	Amount (£)	Effect of Transfer
N/A

b) Cash Flow

Enter the expected timing of expenditure of the total Balance (A-C) calculated above and the funding sources to cover the expenditure

	To date	Next Qtr	2^nd Qtr	3^rd Qtr	4^th Qtr	5^th Qtr	Later	Total to Completion
Expenditure of Approved Cost	Enter Total of C above							Enter Total of A above
Funded by:
NHMF	£1,601,418							£2,580,664
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,601,418							£2,580,664

7. Procurement

Enter the current procurement status of any significant goods, works, or services currently being procured for the project, or awarded since the last Report.

Goods/Works/ Services : brief description

Approx Value

EU procurement Applies? Yes./No

No of tenderers

Date of tender return

Date of award

Selected Contractor/supplier/ consultant

Identify any goods/works/services not awarded to the lowest tenderer and provide reasons why the selected supplier/consultant/contractor offered best value for money.

8. Property Ownership and Possession

Note any evidence provided at the request of NHMF or the Project Monitor.

Property Description and evidence provided	Date evidence provided to NHMF
N/A

9. Insurance

Enter the insurances you have effected:

Cover	Effective From Date	Expiry Date
Employer Liability Insurance	21/10/00	20/10/01
Computer Insurance	21/10/00	21/10/01
Office Insurance: Including Goods In Transit & Officers Liability Insurance.	21/10/00	21/10/01

10. Appointment of Staff (Revenue Elements only, if any)

List the salaried staff appointed (applicable to “Revenue” elements of project only) since your last Report and the total number of volunteers currently employed (if any).

a) Salaried Staff (Note: applicable only to staff whose salaries are included as Eligible Costs in the Approved project.

Position	Date Appointed	Job Description sent to NHMF (Yes/No)	Media in which advert placed	Employment Contract to NHMF (Yes/No)
Curatorial (Casual)	04/06/01

b) Volunteer Staff

The total number of Volunteer staff employed at present is …………7…… (Details are provided with PM3 (Part1)

11. Statutory Consents

Enter the status of the principal statutory consents required to complete the project

Consent Required	Granting Authority	Actual or expected date of consent
Planning	N/A
Listed Building
Scheduled Monument
Others

12. Publicity and Grant Acknowledgement

Enter displayed acknowledgement, press releases, or other publicity issued since the last report:

Description	Date Issued	Approved by NHMF (Yes/No)
Displayed acknowledgement	N/A
Press Releases issued
Publicity issued

13. Photographic Records

Y

Confirm that you are making photographic records of the project Y

14. Special Conditions

Indicate progress towards satisfying the Special Conditions (if any) noted in the Contract:

No	Special Condition	Target Date for compliance	Current Status
	See Annex 2

Name of Grantee: Scottish Archive Network

Address: Thomas Thomson House, 99 Bankhead Crossway North, Edinburgh, EH11 4DX

Signed for Grantee: …Rob Mildren……………………………………………………..

Date: 22/08/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

The re-draft of the “common fonds” entries for typical local authority archive collections was completed early in the month.

The converted older data now migrated into the WeeArkis access databases continued to arrive from our casual student employees. We reviewed what was received to ensure that the conversion had been properly managed. The work is scheduled to continue to end August, although only one student was employed for this purpose after mid-July, as the work was completed within the planned timetable.

Further work to improve the existing collection level descriptions for Shetland Archives occurred, partly with a view to a trip later this year to extend the work already undertaken. Some internal review work on the Dundee City Archives and West Lothian Archives/Local History Library descriptions was undertaken.

Work on new descriptions continued especially at Glasgow City Archives, by both Andrew Jackson and Jenny Cutts, and less so at Aberdeen University Special Collections/Archives, where some of Nicola Mills’s work is revision or improvement of existing entries.

As a result of the NAS/SCAN recruitment board in June, two suitable candidates for SCAN were identified, and Scottish Executive Personnel were taking the candidates through the necessary procedures in the course of July.

Most of the staff had some annual leave during July.

Training and Outreach

Alan Borthwick attended a seminar, “Digital Cultural Heritage III”, Maastricht, 11-14 July.

2. Internet Resources project

Progress

Victoria Miller began working for SCAN on her marketing research project on Scottish Wills. Victoria was given some training on wills from the Testaments team and a draft schedule was agreed for the following 8 weeks of her placement. Joanna, Victoria and the SCAN Business Manager – Cathy Black met on 9 July. Victoria began work on her draft report in July. It is hoped to carry out market research in August to gauge the response to Victoria’s initial findings/suggested pricing structures for Wills and Testaments.

The new Forum software was included in the web-site in July. Although not yet fully functional, the Forum is now better organised and easier to administer than the previous version. It is hoped to include the required email functionality during August. Much time was spent adding the messages from the old forum to the new one, re-registering existing members, as well as changing all the relevant links on the site and creating a ‘re-direct’ page from the old Forum.

Work begun on the creation of 5 new exhibitions for the web-site – 1 from the Royal College of Physicians and Surgeons of Glasgow and 4 from the National Archives of Scotland. Their completion date will very much depend on the functionality of the team’s digital camera – as will the completion of many other of the site’s resources such as the Virtual Strongroom, Knowledge Base and other Research Tools.

3 articles were completed by Joanna Baird in July.

Robin Urquhart took 8 days of annual leave in July.

Training and Outreach

Gary Clelland attended a training day on the Cabinet Office ‘mentoring’ scheme for disabled employees in London on 5 July. He also had a meeting with his designated ‘mentor’ in Edinburgh on the 24^th July.

Joanna Baird attended a meeting of VisitScotland’s Genealogy Steering Group on 6 July. The Group are assisting with the development of a genealogy tourism portal for Scotland – ‘ancestralscotland’ which is due to be launched later this year. Joanna attended two sessions of the European Visual Arts (EVA) conference held in Glasgow at the end of July.

Joanna Baird had a meeting with Margaret McBryde on Thursday 19^th July regarding the design of education pages for the NAS.

Joanna Baird and Rob Mildren held a meeting with Dr Eric Graham on 25^th July regarding the potential use of maritime history sources on the SCAN web-site.

Digitisation

Very little digitisation was carried out during July due to problems with the new digital camera. The controller for the new camera was lent to the Testaments team to assist with testing equipment and, on its return, the camera no longer functioned. It was hoped to get a new controller unit in early August.

Gary Clelland was also on leave for 10 days during July.

3. Testaments Project

Digital capture

Digital capture of the Shetland commissary record (SC12/36/1-6) was completed. The post-1823 registers currently being captured are: Aberdeen wills (SC1/37/1-76) and Ayr Inventories (SC6/44/1-38). Digital capture of the Edinburgh Testaments, 1514-1829 (CC8/8/1-152) continues.

There were intermittent problems in the operation of the two Atmel cameras with the dCam software continued, with a corresponding reduction in the capture of double page images. Two issues were identified: one related to spikes in the power supply caused by the compressors operating the book cradles, the other to the operation of the computer hard disks controllers. The first (more serious) problem was eradicated by Olaf Zander, of the GSU technical team in Germany, and the second was well on the way to being sorted out by the end of the month. The number of retakes made during the month was reduced dramatically as a result.

There was a continuing problem with the disproportionate use of capacity by the copies of greyscale images on the server, awaiting quality control of the tapes sent to Salt Lake City. Despite the initiation of new procedures in SLC the process of checking and approval is still too slow.

Conservation

Work continued on the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6). The GSU team continued to paginate the later Edinburgh testaments (19^th century) registers (CC8/8), as well as the 19^th century Edinburgh Inventories and Settlements (CC8/11).

Peter Dickson was on sick leave for the whole of July – the second month in succession. Hazel had a meeting with him, and a member of the welfare team from SE Personnel to discuss his health and related matters.

In view of Peter’s continuing absence Hazel discussed with Linda Ramsay, head of NAS conservation, a strategy for maintaining the workflow using NAS staff.

Editorial

The union index of the completed 19^th century registers, created by Niall Taylor, was enthusastically received by NAS search room staff, who have made a number of helpful suggestions for minor amendments.

Indexing and pagination of the post-1823 Edinburgh Wills (SC70/4/1-159) and Glasgow Inventories (SC36/48/1-78) was completed during the month, as were the six volumes of the Shetland commissary record (SC12/36). Additional work on the index of Duns Inventories (SC60/41) was also carried out. This effectively completes the indexing of the 19^th century registers – a significant milestone in the life of the project. Work on index/image linking of these registers, due to start in July, was postponed until August, due to staff holidays.

Jane Hill continued linking index entries and images for the post-1823 Aberdeen Inventories (SC1/36), and completed 5 more volumes. She also began a check of Brechin warrants (CC3/4). Margaret continued work on the selection and numbering of warrants of Stirling testaments (CC21/6), and continued the linking of images and index entries (and recording variants of surname and forename spellings) for the third volume of St Andrews testaments (CC20/4).

Training and outreach

The following visitors came to see the project during the month: Susan McGann and Fiona O’Brian, Royal College of Nursing archives, Reto Tschan, casual staff member of NAS Reader Services and Leigh Bunton, MSc student at Strathclyde University. Images of three Aberdeen warrants (CC1/6/3635-7, 7524-7, 7850-4) were produced for a reader by special request.

The following staff were on holiday during the month:

Hazel – 2 weeks, Margaret - 2 weeks, Ann – 1 week, Jim – 2 weeks.

Dagmar had 1 week’s sick leave.

Annex 2

HLF Special Conditions

1.1	Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence. Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes. Any material divergence from such terms requires the Approval of NHMF.	Fulfilled. The Scottish Archive Network follows all Scottish Executive procurement rules. This has been verified by Mr J Grady, Chief Procurement Officer NAS.
1.2	Prior to commencing the Works the Grantee will sign and complete all contracts required to enable the Grantee to fulfill the Approved Purposes including all contracts with contractors and professional advisers before the work to which such contracts relate is due to commence. Each such contract shall provide for the provision of the work or services contracted for on terms which do not differ to a material extent (save as provided by this Contract) from the terms (including appropriate provisions for a retention on practical completion) that would be entered into by a reasonably experienced relevant employer engaging parties to provide similar work or services for projects of the size, value, complexity and prominence of the Approved Purposes. Any material divergence from such terms requires the Approval of NHMF.
1.3	NHMF may reduce the Grant by such amount as it thinks fit up to an amount which bears the same proportion to the difference between the lowest tender price and the price of the tender accepted by the Grantee as the Grant bore to the original cost of the Approved Purposes if NHMF, in its absolute discretion, disagrees with the reason given by the Grantee for not accepting the lowest tender.
1.4	The Grantee agrees that it shall only accept tenders that it believes in good faith will result in the Approved Purposes being carried out to the standard prescribed by Special Conditions 2 and 9 of this Contract.
2.	The Grantee shall carry out the Works or shall procure that the Works are carried out in a professional manner in accordance with currently accepted best practice in the Information Technology industry. The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application, design, testing, documentation, installation and maintenance and in the area of the preservation of digital materials.	SCAN believes that it is carrying out the Works and procuring the Works in a professional manner in accordance with currently accepted best practice in the Information Technology industry
3.	Prior to commencing the Works the Grantee shall secure to NHMF’s satisfaction all necessary planning permissions building consents and statutory approvals.	Fulfilled
4.	Prior to commencing the Works the Grantee shall prepare a detailed cost plan for carrying out the Approved Purposes in a format which has been agreed in advance by NHMF and shall submit the same to NHMF for Approval. Thereafter the Grantee shall spend the Grant and other funds provided for the Approved Purposes only in accordance with the Approved cost plan (“the Cost Plan”). The Grantee must obtain prior written Approval for any changes in expenditure which are not in accordance with the details of the Cost Plan and in particular for movement of funds between the various elements of the Cost Plan.	Detailed cost plan submitted and agreed with the HLF. No changes in expenditure have been made without prior written approval. The budget has been updated following the PID review and a report detailing the variations form the original budget estimates has also been submitted for discussion with the HLF at our next quarterly meeting
5.	Prior to commencing the Works the Grantee shall prepare a draft monthly project report form and a draft monthly cash flow report form and shall submit the same to NHME for Approval. Thereafter the Grantee shall submit signed monthly reports in the Approved forms to NHMF until the Approved Purposes have been fulfilled.	Signed monthly project reports and monthly cash flows are submitted to the HLF
6.	Prior to commencing the Works the Grantee shall submit to NHMF for Approval a revised and updated programme for the Project. For the avoidance of doubt the Programme shall contain details of the works to be carried out at the development stage. The Grantee shall only carry out the Works in accordance with the Approved programme (“the Programme”) or any modification thereof Approved by NHMF.	The Project Initiation Document (PID) was submitted to the HLF as requested. The revised PID has also been submitted and discussed with the HLF
7.	The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance of the project on terms which note the interest of and are Approved by NHMF.	Insurance has been obtained and full details given to the HLF. Any renewal notices will automatically be dealt with by SCAN
8.	Prior to issuing invitations to tender the grantee shall prepare a report on the information and communication technology to be installed at the Property pursuant to the Approved Purposes and without prejudice to the generality of the foregoing the report shall include:-	An ICT report was prepared and the tendering process undertaken as agreed. The ICT infrastructure is now in place and has been paid in full. The next requirement will be to increase the data storage capacity as the digital imaging workflow increases
8.1	a feasibility report
8.2	the specification for the Digital Deliverables
8.3	the design of the system which shall in particular include details of all interactives
8.4	the proposals for the purchase of network infrastructure.
	On receipt of Approval for the report (“the ICT Report”) the Grantee shall prepare invitations to tender and tender evaluation criteria for such works and shall submit the same to NHMF for Approval. Thereafter the Grantee shall issue invitations to tender in accordance with the Approved tender invitations and evaluation criteria.
9.	The Grantee shall carry out the information and communication technology works in accordance with currently accepted best practice in the Information Technology industry. The Grantee will ensure that best practice or proven and widely adopted standards are applied especially in the areas of project management, requirements analysis, system or application specification, design testing, user and system documentation, installation and maintenance and in the areas of the preservation of digital materials.	SCAN believes it has fulfilled and is fulfilling this condition
10.	The Grantee shall submit to NHMF for Approval details of the standards that the Grantee intends to implement.	SCAN has submitted to the HLF its draft cataloguing standards
11.1	Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report for the safeguarding and enhancement of, and public access to, the Property including without limitation its proposals for:
	a) such testing as may be necessary to demonstrate that the Digital Deliverables and capable of fulfilling the Approved Purposes	Schedule of Requirements for the Supply of Digital Cameras	October 1999
		Information and Communications Technology Requirements	March 1999
		Information and Communications Technology Tender Document	February 2000
		Test plan submitted for installation of ICT equipment	October 2000
		Data Capture Specification for Indexes	November 1999
		Website design specification	November 1999
	b) such evaluation as may be necessary to demonstrate that the Digital Deliverables are capable of fulfilling the Approved Purposes	Evaluation and selection criteria for ICT equipment submitted in evaluation report “SCAN ICT Requirements Tender Report”	April 2000
		Book Cradle Evaluation	July 2000
		Web Site Tender Evaluation	January 2000
		Camera Evaluation for HLF	May 2000
		Resolution Requirements for Testaments	May 2000
		Data Capture Tender Evaluation	December 2000
	c) the preservation and security of all data and other material collected or created in the course of carrying out the Approved Purposes by the keeping of back-up copies of the Digital Deliverables and otherwise;	Weekly backups and daily incremental backups take place for all SCAN information (excluding images)	April 2001
		Uncompressed TIFF images are written to DLT and stored locally	November 2000 (and ongoing)
		Compressed JPEG images are written to the Internet Server where a backup is taken weekly	November 2000 (and ongoing)
	d) the form of licence(s) to be used by the Grantee permitting third party exploitation of the Intellectual Property;	This was included as part of the contract negotiations with the Genealogical Society of Utah. The HLF have a copy of this document July 1999
	e) the form(s) of assignment(s) consent(s) waiver(s) licence(s) or permission(s) to be used by the Grantee for the securing of third party rights in the Intellectual Property;
	f) error correction, maintenance and updating of the Digital Deliverables	Data flow diagram of the digitisation process available May 2001 Proposed data flow for the maintenance of distributed data for the online catalogues available from May 2001
	g) user manuals or instructions and interfaces for the Digital Deliverables and its use.	All manuals received for ICT equipment and standard operation of digital cameras Additional operator manual developed with GSU for the use of the digital camera. ser manual produced in association with the GSU for the installation, maintenance and delivery of digital imaging in June 2000 Guidelines for capture of fonds level descriptions produced by SCAN in September 2000
	Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters. The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports
11.2	On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.
12.1	Prior to commencing the Works relating to the information communication and technology the Grantee shall submit to NHMF for Approval a report on the hardware technology to be used with the Digital Deliverables (“the Hardware”) including without limitation its proposals for: (a) such testing as may be necessary to demonstrate that the Hardware is capable of fulfilling the Approved Purposes; (b) such evaluation as may be necessary to demonstrate that the Hardware is capable of fulfilling the Approved Purposes; (c) error correction, maintenance and updating of the Hardware; and (d) user manuals and instructions for the Hardware and its use. Thereafter the Grantee shall submit signed monthly written reports in the form agreed with NHMF and show the progress made in relation to the above matters. On receipt of Approval of the said monthly reports the Grantee shall implement the reports in carrying out the Approved Purposes. The Grantee must obtain prior written Approval for any changes in the proposals which are not in accordance with the Approved reports.	A presentation and report covering the entire ICT requirements for the project was given	May 2000
		Information and Communications Technology Requirements	March 1999
		Information and Communications Technology Tender Document	February 2000
		Test plan submitted for installation of ICT equipment	October 2000
		Data Capture Specification for Indexes	November 1999
12.2	On receipt of Approval of such proposals or monthly reports the Grantee shall implement such proposals in carrying out the Approved Purposes.
13.	The Grantee shall enter into a deposit agreement with a third party Approved by NHMF for all Digital Deliverables and any associated or necessary software and applications and shall thereafter deposit escrow copies of the said Digital Deliverables on a basis to be agreed with NHMF.	Escrow discussed for deposit of digital images. SCAN has a contract clause with GSU to provide mutual restore and backup of digital images	Early discussions held with NCC Follow Up Required
14.	The Grantee shall ensure that all applications and software necessary to access use or present the digital deliverables are transferable to a third party.	Escrow discussed for deposit of any software packages	Early discussions held with NCC Follow Up Required
15	The Grantee agrees that it shall take all reasonable steps to mitigate to NHMF’s satisfaction the amount of VAT payable upon, or to recover the VAT payable upon, or to recover the VAT attributable to, the cost of fulfilling the Approved Purposes. The Grant shall be reduced by an amount which bears the same proportion to the VAT not payable or recovered as the Grant, prior to such decrease, bore to the original costs of the Approved Purposes.	SCAN has fulfilled this condition: VAT is fully recovered.
16	At the end of Year 1 the Grantee is to produce a policy statement to support the extensibility of membership of Scottish Archive Network Limited with no financial implications.	SCAN supports the extensibility of membership of the Scottish Archive Network with no financial implications. Currently there is an interest shown by the Roman Catholic Archdiocese of Glasgow Archives for inclusion
17	The Grantee will effect and maintain (or will procure the effecting and maintenance of) during the Works construction and project insurance for the Project on terms which note the interest of and are Approved by NHMF.	SCAN has fulfilled this condition
18	The documents required to be submitted or provided to NHMF under these special conditions, are required to be submitted or provided by the Grantee only for NHMF’s own purposes in connection with the Grant and NHMF’s approval or acceptance of such documents cannot be taken as approval or acceptance for any other purpose.	This is accepted by SCAN
	19. [Clause to go in here annexing contracts between a Scottish Archive Network Ltd and others]
20	The Grantee shall take account of any representations which NHMF may make with regard to the carrying out of the Approved Purposes in accordance with the Programme, Design, specification, Cost Plan, ICT Report and the contracts referred to in special conditions 1.1. In particular the Grantee shall take account of any representations which NHMF may make prior to the issue of a certificate of practical completion of the Works and shall pass such representations on to the person authorised to sign a certificate of practical completion.	This is accepted by SCAN
21	Without prejudice to the generality of Clause 13.2 of this Contract NHMF may at any time appoint by notice in writing to the Grantee a third party (“the Lead Monitor”) to monitor the progress of the Approved Purposes and additional monitors to advise on specialist matters arising from the implementations regarding the Approved Purposes the Grantee shall take such reasonable steps as may be necessary to comply with the recommendations.	This is accepted by SCAN
22	Prior to commencing the Works the Grantee shall secure to the satisfaction of NHMF all the additional funding required to complete the Approved Purposes.	The additional funding required by the HLF was secured. Budget projections supplied to HLF in March 2001 indicate that the project will complete within budget and with the agreed percentage of partnership funding

Annex 3

Notes of Project Board Meeting

24 July 2001 14.30

Attendees: Rob Mildren (Chair, George Mackenzie, Peter Anderson

Stuart Low (Minute Secretary)

1	Minutes of Last Meeting and Matters Arising	Action
1.1	The minutes of the last meeting were approved. Progress on the following action points was reported: 2.2. RM has replied to HLF correspondence regarding budget changes and digitising issues. 3.2.2. Noted that RM’s report on conservation staffing budget would be carried forward to next meeting. Noted that HA had discussed management of conservation throughput with LR. Noted that GM had discussed the issue of taking back seconded SCAN conservation staff with PSB. Suggested that Time Sheets be used to help record work traffic through conservation – RM to progress with HA. 4.2.1 Noted that no response had, as yet, been received from GK, agreed that RM would follow up before next Project Board. 5. Noted that AB was still to select staff from the NAS curatorial board for SCAN.	RM/ HA RM AB
2	HLF Correspondence
2.1	Noted that HLF correspondence, dated 9^th July, agreed to SCAN’s proposed budget changes.
3	Review of Workplans
3.1	Internet Resources sub-Project
3.1.1	Noted that Vicky Miller, student placement, through Edinburgh Chamber of Commerce, had joined the project for an 8 week period to assist with SCAN’s marketing activity. Agreed to contact JG for information on current fees and charges for NAS services. Noted that it was intended to design a market testing exercise, which may require terminals to be placed in the NAS search room.	SL/JB/ RM
3.1.2	It was noted that quotes for the production of SCAN posters had been obtained. RM will refer this back to the Participating Archives Working Group for further action. PA suggested that wider circulation of posters to organisations other than the participating archives could heighten SCAN’s profile and reduce unit costs of posters due to larger print run. SL to discuss with JB.	SL/JB
3.1.3	The sub-project work plans for both June and July were agreed and approved.
3.2	Testaments
3.2.1	Noted that teething problems with Atmel cameras were currently under investigation, although this was not adversely affecting throughput.
3.2.2	It was noted that JH will deliver an index-linking tutorial to the GSU, as they may be able to assist with this aspect of the project.
3.2.3	GM suggested that quality control checks should be introduced to ensure the integrity of the index links. RM to investigate.	RM
3.2.4	The sub-project work plans for both June and July were agreed and approved.
3.3	Online Cataloguing sub-Project
3.3.1	Noted that 4 students had been employed on a casual basis to convert data into a format suitable for wee Arkis and that this work was now almost complete.
3.3.2	Noted that both AJ and NM could be retained on their casual contracts, under existing contractual conditions of employment
3.3.2	The sub-project work plans for both June and July were agreed and approved.
4	Procurement
4.1	Digital Cameras
4.1.1	It was confirmed that the next two digital cameras were due to be delivered w/c 13^th August 2001.
4.2	Cataloguing Software
4.2.1	Nothing further to add over and above review of action points.
5.	Staffing
	Nothing further to add over and above review of action points.
6.	Finance
	Written report attached
7.	User Group
7.1	Noted that RM is still to meet with Ann Laird. This is planned for 13 August	RM
8.	Participating Archives Working Group
8.1	Confirmed that the PAWG had met on 28^th June. Key issues raised concerned training, which SCAN has agreed to fund, but which will be run through the SoA, and a commitment to make a further round of personal computing equipment available to participating archives, from within the existing budget agreed for this purpose.	SL
9.	Marketing Events & Publicity Dissemination
9.1	Noted that the Royal College of Nursing had asked for SCAN to consider a quote to have pages of their journals digitally imaged. It was confirmed that the formula for costing commercial contracts would have to include all aspects of production, such as lighting, accommodation costs, depreciation etc.
9.2	It was agreed that NAS repro staff would be consulted regarding the opportunity to work on the digital imaging of commercial projects on an overtime basis.	RM/ GM
9.3	Noted that before continuing with the Stairs project it was necessary to establish various issues around: · Intellectual Copyright · Royalties · Preservation It was agreed that RM would discuss this further with JB before sending confirmation of the details to GM for forward recommendation to Branch Heads.	RM/JB/GM
10	AOCB
	There were no additional items
11	Date of Next Meeting
	The next Project Board meeting will be held on Wednesday 22^nd August at 14.30 in Thomas Thomson House, Bankhead Crossway North, Edinburgh.

SL

27/07/01

Scottish Archive Network

Finance Report – 23rd July 2001

1. HLF Drawdowns

1.1 The May drawdown (23) of £54,745.73 and the camera advance drawdown (24) for £54,840 have now been credited to SCAN’s account. The June drawdown (25) for £42,301.87, has been assessed as £41,949.50 to take into account the percentage reduction incurred by the June drawdown (25).

1.2 Drawdown (26) is currently under preparation and will be submitted by 25th July.

1.3 The drawdown percentage has been reduced from 73.23% to 72.62%.