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:

Report Date:

23 Nov 2001

Covering Period:

Oct 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 September 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	£106,330	£319,637	Dec 2002
GSU	£703,785	£288,460	£415,325	Dec 2002

	£1,129,752	£394,790	£734,962	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	£1,593,632	£1,593,632	£1,108,761	£-484,871	£484,871
Internet Server	£449,700	£ 412,225	£ 412,225	£ 139,848	£-272,377	£272,377
Communication	£51,222	£ 37,768	£ 37,768	£ 36,250	£ - 1,518	£ 1,518
Digitisation	£349,191	£217,500	£217,500	£ 249,231	£- 31,821	£ 31,821
Other	£543,500	£453,425	£453,425	£ 333,043	£-120,382	£120,382





Contingency	£2,631,805	£124,514	£124,514		£-124,514	£124,514
VAT	N/A

Totals	£6,196,307	£2,839,064	£2,839,064	£1,867,133	£-1,035,483	£1,035,483

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	£1,867,133							£2,839,064
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,867,133							£2,839,064

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 (Online Catalogues)	29/10/01	See original PID	SoA Newsletter	No

b) Volunteer Staff

The total number of Volunteer staff employed at present is …………11…… (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

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: 23/11/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

Work on collection description creation continued in the following archives: Dundee City, Orkney Archives, Aberdeenshire Archives, Stirling Council Archives, Highland Council Archives, and Stirling University Library Special Collections (the last being a new start this month). A little work was also done for National Archives of Scotland collections. By the end of the month work on Dundee City was nearing completion in initial draft form. Editing work took place on Aberdeen University Library Spec. Coll./Archives and Lothian Health Services Archive data.

Approximately 1,000 basic name authority records were made available to participating archive staff only on a restricted access part of the website in mid-October, to allow them to see at last a little of what we have been doing.

A meeting (15 October) was held with the archivist of the Glasgow consortium led by Glasgow University Archives (GUA) contributing data to the Archives Hub project. The consortium includes five SCAN participating archives: GUA, Glasgow University Library Special Collections, Strathclyde University Archives, Glasgow School of Art, and Glasgow Caledonian University Archives. As there is nothing to be gained from duplication of effort, we agreed to co-operate as much as we can in the provision of collection-level descriptions, so that entries created for one project will be made available to the other. Something of this nature has worked well with Aberdeen University Library Special Collections/Archives. Alan Borthwick attended a Steering Group meeting of the Archives Hub project; and will be one of the evaluators of bids submitted for the next round of Archives Hub money, due to be awarded in December.

The final new recruit from the summer recruitment round, Helen Kemp (graded B1), joined the staff on 29 October. For the first time since June 2000 the team within TTH is complete, although with our two “out-workers” in Glasgow and Aberdeen we are in fact able to make inroads into the backlog of work that has built up since we were last at full strength.

Jenny Cutts completed her probationary period of employment at the start of the month.

Training and Outreach

Helen Kemp was given a number of days of local induction training, to be continued in November.

Alan Borthwick gave an update on current work to the meeting of the Participating Archives, 5 October. He and Jenny Cutts attended Scottish Executive “Development Appraisal” training courses during the month. He, Jenny and Caroline Brown attended NAS meetings involving demonstrations of possible new cataloguing systems for NAS, which may prove very relevant to SCAN in the short term.

Alan Borthwick gave a lecture, “Digitising our Past for our Future”, to the annual conference of the Scottish Local History Forum, Edinburgh, 13 October.

Alan visited Clackmannanshire Archives, Alloa, on 18 October with a view to their potential participation in the SCAN project, and agreed with the archivist there in general how they might become a participating archive.

2. Internet Resources project

Progress

Problems with the digital camera (see below) meant little progress was made on Exhibitions, Research Tools or Featured Documents during the month. A new Virtual Tour (for Dundee City Archives) was added to the website. It was also possible to add new Knowledge Base entries and Handwriting entries to the website in October.

Mr Scanlin, a volunteer worker on the Knowledge Base finished his creation of entries on Scottish burghs and this work was handed over to SCAN staff for editing.

Preparatory work began on the creation of the Stair Society manuscripts pages in preparation for their AGM on 10^th November.

Work continued on editing Highlands and Islands Emigration data and it is hoped to finish this in November and make it available online together with some complementary sources.

The IT staff were finally able to activate the email functionality of the website towards the end of October. This made it possible for Joanna to set up a Forum for Participating Archives and to send out passwords to all the Participating Archives as well as the Users Group.

Development appraisals for team staff were held in October. Robin and Gary both had some annual leave in October.

Training and Outreach

Gary Clelland continued on his Leadership Development Training and this included a meeting with his mentor and with the NAS Development Adviser. He also carried out some training at the Learning Resource Centre – namely on Project Teams and Project Management.

Robin Urquhart gave a talk to Renfrewshire Family History Society on 18^th October and conducted two research visits to participating archives – NAS and Glasgow City Archives. Robin Urquhart also attended the Participating Archives meeting on 5^th October where he gave an update on the progress of the Knowledge Base, asking for contributions and assistance with quality checking.

Joanna Baird attended a meeting of the VisitScotland Steering Group on 5^th October. Joanna also gave two presentations to Postgraduate Students during the PGTVER (Postgraduate Training Visits to Edinburgh Repositories) week of 22^nd – 26^th October.

Digitisation

The digital camera had to be returned to IKM on 3 October because of technical problems. During transit, the CCD array was damaged and this therefore meant further delay. It was not returned to SCAN in October and therefore few images for the website could be produced during October. Gary Clelland was allowed some time on the GSU’s Kodak camera and this enabled him to carry out some imaging work of NAS Parliamentary material on behalf of the Stair Society.

3. Testaments Project

Digital capture

Digitising of the following series with the Atmel cameras has now been completed

· Dingwall (SC25/44/1-11)

· Dornoch (SC9/36/1-6)

· Dumbarton (SC65/34/1-20)

· Dumfries (SC15/41/1-16)

· Dunblane (SC44/44/1-22)

· Cupar (SC20/50/1-48) is almost complete

· Edinburgh Inventories (SC70/1/1-176) has begun.

· Aberdeen Inventories (SC1/36) Re-takes of a number of volumes of Aberdeen Inventories were carried out as a result of errors (mainly pages missed) identified at the index linking stage.

Digitising of the following series with the Kodak cameras continues:

· Aberdeen warrants (CC1/6/bundles 1-86)

· Edinburgh Testaments (CC8/8/1-152)

· Dumfries (CC5/6)

· Dunblane (CC6/5)

· Dunkeld (CC7/7)

· Peebles (CC18/4)

The new cameras delivered in September were fully operational by the end of the second week in October and this is reflected in a 63% increase in the capture of images over the September figures. This increase was achieved despite problems with one of the Kodak book cradles, caused by malfunction of the compressor. This problem was finally fixed by the end of the month.

Digitised registers of Kirkwall (SC11/38/1-8 & SC11/41/1) and Lerwick testaments (SC12/36/1-6) were collected by the archivists of Orkney and Shetland respectively for return to the archives.

Conservation

Dagmar and Ann concentrated on preparation of the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6). Dagmar also refined operating procedures for capture of the warrants, to increase both efficiency in throughput and protection of the documents.

At a meeting with NAS Preservation Branch on 29^th October procedures were defined for NAS Conservation to assist in the work of preparing testaments for digitising. It is hoped that this will maintain the workflow of the two Kodak cameras

Editorial

Work on index/image linking by the GSU volunteers of the Aberdeen Inventories registers (SC1/36/1-77), including the recaptured volumes, was completed during the month. Linking of the Aberdeen Wills (SC1/37/1-76) was nearing completion by the end of the month

Niall Taylor completed the union index for the pre-1800 registers.

Jane continued the linking of images and index entries (and recording variants of surname and forename spellings) for the St Andrews Testaments registers (CC20/4).

Margaret continued entering volume and page numbers of the Dunblane registers (CC6/5) into the index database. She was also able to recommence work on linking the St Andrews registers after problems with the software were sorted out.

Hazel continued quality control of the 19^th century Edinburgh index.

Training and outreach

A party of staff from NAS Court and Legal Records branch visited the project on 17^th October. Several SCAN staff had the dCam software demonstrated to them by Jim Oakley during the month.

On request, Hazel produced digital image quality control guidelines for the Wiltshire Wills Project and sent a copy of the SCAN document handling guidelines to the Waterways Trust. She took part in a meeting about the ‘Seals Online’ project, chaired by the Keeper, on 9^th October and gave a brief presentation about progress in the Testaments project at a meeting of the Participating Archives on 5^th October at GRH.

Ann and Dagmar attended a 1 day training course on photographic preservation organised by the Library Association Local Studies Group on 31^st October in Perth and took part in training arranged by NAS conservation on edge-gilding on 1^st and 2^nd November at TTH.

Hazel attended Development Appraisal training at GRH on 18^th October and conducted interviews with Testaments staff in the final week of the month. The Keeper conducted an in-year Performance Management review with Hazel on 26^th October.

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

23 October 2001 14.00

Attendees: Rob Mildren (Chair), George Mackenzie, Stuart Low (Minute Secretary).

Apologies: Peter Anderson

1. Minutes of Last Meeting Review of Action Points

1.1 It was noted a meeting had been planned between George and Linda Ramsay to discuss the integration of SCAN/NAS conservation services. Action: GM

1.2 It was confirmed that both Ian Hill and David Brown had attended the participating archives meeting on 5^th October on behalf of the NAS.

1.3 It was noted that the tendering process for the additional server storage had been delayed due to a change in procurement procedures.

1.4 It was noted that the distributors for both CALM and Adlib had been contacted with a view to providing bids to supply proprietary cataloguing software to the NAS and SCAN. It was further noted that over 20 participating archives had expressed an interest in obtaining copies of this software through SCAN, subject to HLF approval. It was noted that this would be largely funded from within the IT for Participating Archives budget heading.

1.5 It was agreed that George would confirm with Jim Grady that any outstanding audit issues between the NAS and SCAN had been resolved. Action: GM

1.6 It was confirmed that Stuart had attended the last NANURG meeting in Manchester on 22^nd October.

1.7 It was agreed that Rob and George would meet with Eddie Friel (Glasgow & Clyde Tourist Board) on 1^st November to discuss how he might be able to assist with marketing SCAN’s services. It was agreed to reschedule the team meeting on 1st November to 2.30pm.

Action: RM/GM/SL

2.0 Review of Workplans

2.1 Online Catalogues

2.1.1 It was agreed that Alan should liase with Ian Hill over his proposed schedule of visitations to participating archives. Rob to discuss with Alan. Action:RM

2.1.3 It was agreed that Rob and George should arrange to revisit participating archives that had been visited early on in the project where it could help Alan’s programme for completing finding aid work. It was suggested that this might help to reaffirm their commitment to the project and would be a useful way of demonstrating SCAN’s policy of inclusion. Action: RM/GM

2.2 Internet Resources

2.2.1 It was noted that this strand of the project was progressing satisfactorily and that the data capture of the Sasine records was now complete.

2.2.2 It was noted that the NAS should be kept aware of any other data capture projects, which might be planned. It was further noted that a meeting had been planned with the NAS to discuss possible future digitising projects.

2.3 Testaments

2.3.1 It was noted that it was intended to keep back-up tape copies of the last 10 tapes sent to the GSU in Salt Lake City, on a rotational basis. This will keep enough space free on the server to resolve any operational problems.

2.3.2 It was noted that correspondence had been received from the Association of Scottish Genealogists and Record Agents suggesting that proposed charges for obtaining copies of testaments from the NAS search rooms were too high. It was agreed that two pricing structures might need to be introduced to reflect the differing needs of users and different service delivery mechanisms, which were envisaged, and that SCAN should have an input to the price fixing process. It was clarified that access to a virtual image would be provided free of charge and that charges would only be incurred when an actual copy was requested. It was agreed that George would draft a reply to ASGRA to address their concerns. It was also agreed that representatives of ASGRA be invited to visit the project around the end of January 02.

Action: GM/RM

2.3.3 It was noted that a letter had been received from Mr Chin (PRO) expressing his appreciation for the time granted him during his recent visit to the project.

3.0 Procurement

3.1 It was confirmed that the final two cameras had been now been installed in the GSU camera room.

4.0 Staffing

4.1 It was noted that the online catalogues team would be back up to full strength by 29^th October. This will allow SCAN to plan the future programme for completing participating archives work Action : AB

4.2 It was noted that the project’s Head Conservator had resigned in September. It was further noted that the conservation service would now proceed as an integrated SCAN/NAS function. It was noted, however, that a mechanism still required to be established, which would allow the NAS to recover the costs of providing a conservation service to the project and meet the conservation requirements of the project.

5.0 Finance

5.1 It was noted that the next Drawdown would be submitted w/c 29 October.

5.2 It was noted that the McCabe Partnership had now been given all the information they required to prepare the financial statement for SCAN for 2000/2001, and that this should be available by the end of November.

5.3 It was noted that the VAT Return for the period July to Sept 01 had been submitted. The total amount of VAT reclaim was £4,238.81.

5.4 It was noted that SCAN’s office and computer engineering insurance was due to be renewed from 21^st October 2001. Noted that Stuart was in the process of obtaining quotes, and that temporary cover had been arranged. Action: SL

6.0 Participating Archives

6.1 It was noted that the meeting held on 5^th October had been a well attended and successful event and that 17 of those archives represented had expressed an interest in procuring proprietary cataloguing software, through SCAN funding.

6.2 It was agreed that a licensing arrangement, which would allow participating archives to have images available in their search rooms, should be discussed and developed. Action: RM

6.3 It was noted that a further full meeting of the participating archives would be arranged for sometime next year.

6.4 It was agreed to send out an amended version of the HLF narrative report to participating archives on a monthly basis and to also make this available on the NAS Intranet. Action: SL/RM

6.5 It was noted that SCAN had agreed to fund staff members from participating archives who wished to attend the SoA’s EAD Edinburgh workshop in November. It was further noted that the HLF were very supportive of this initiative.

7.0 NANURG Meeting

7.1 It was noted that Stuart had attended the last meeting of the NANURG group on 22^nd October in Manchester.

7.2 It was noted that it had been decided to approach the existing user group/participating archives working group with the intention of using them as a focus group for the Scottish evaluation session. It was also noted that Joanna would speak to the post-graduate student’s visit to repositories group regarding their potential participation.

7.3 It was noted that arrangements were now in place to run all three evaluation sessions and that steady progress was being made with recruiting participants for each venue.

7.4 It was noted that a draft questionnaire would be distributed w/c 5^th November.

7.5 It was noted that a total of £4,000 would be requested from Re:source to fund the evaluation sessions and the completion of the report. It was noted that SCAN had confirmed that it might be able to contribute towards some of the costs associated with the Scottish evaluation session.

7.6 It was noted that the final report would be completed by mid-February and that Re:source would retain the copyright to this. It was also noted that the final report would be circulated to Re:source members and other interested parties as well as being posted on the NCA website.

8.0 Indexing

8.1 It was noted that work on the Stair Society project was progressing satisfactorily.

9.0 Marketing/Publicity

9.1 It was noted that the participating archives were supportive of a launch event and were happy to go along with whatever SCAN decided to arrange.

9.2 It was proposed that Argyll’s Lodging, in Stirling, be used as a venue for the launch event for the online catalogues. It was noted that a timeframe within which to host this event would need to be identified reasonably quickly in order to confirm the availability of this venue.

9.3 It was noted that no real feedback had been obtained from the participating archives regarding the design or size of a SCAN poster. It was agreed to follow this up at the next PAWG meeting. Stuart to put on Agenda. Action: SL

9.4 It was noted that Hazel and Joanna would be attending the “From Saltmarket to Salt Lake” SAFHS annual conference organised by Glasgow & West of Scotland FHS to be held on Saturday 27^th April, 2002 in Glasgow.

10.0 Date of Next Project Board

The next project board will be held on Friday 23^rd November at 14.00 in TTH.