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:	21		Report Date:			20 Dec 2000
			Covering Period:			Nov 2000

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 is within budget and is scheduled to be completed on time.

See annex 1 for detailed progress and throughput reports.

See annex 2 for Project Board Minutes (08-11-00)

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	£63,460	£362,507	Aug 2002
GSU	£703,785	£88,850	£614,935	Aug 2002
	1,129,752	152,310	977,442	Aug 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	£1,034,698	£1,034,698	£592,689	£-442,009	£442,009
Internet Server	£449,700	£374,750	£374,750		£-374,750	£374,750
Communication	£51,222	£27,928	£27,928	£2,460	£-25,468	£25,468
Digitisation	£349,191	£198,750	£198,750	£111,195	£-87,555	£87,555
Other	£543,500	£336,650	£336,650	£156,141	£-180,509	£180,509
Contingency	£2,631,805	£98,645	£98,645		£-98,645	£98,645
VAT	N/A
Totals	£6,196,307	£2,071,421	£2,071,421	£862,485	£-1,208,936	£1,208,936

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	£862,485							£2,071,421
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£862,485							£2,071,421

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
N/A

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)

b) Volunteer Staff

The total number of Volunteer staff employed at present is …………9…… (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	30/11/00 Limited Release	Yes
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 3

Name of Grantee: Scottish Archive Network

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

Signed for Grantee: …Ishbel Barnes……………………………………………………..

Date: 20/12/00………………………….

Annex 1 Sub Project Reports

Online Catalogues Project

The official title of this part of SCAN has changed to Online Catalogues, as the term “Top Level Finding Aids” was felt to be cumbersome and difficult to explain to a wide audience.

Initial visits were made to Ayrshire Archives and to Glasgow University Library Special Collections Dept. Both will do their best to assist with the collections description work needed, and are keen that we start as soon as we can, but realise that current staffing problems make that difficult. A meeting was also held with Aberdeen University Library Special Collections & Archives to discuss how the SCAN work, which has started there, would tie in with a possible bid by them for funds from HE Archives Hub for collections description, and we agreed how we could further this work jointly. It is important that we have contacts of this nature, as there are a number of collection description projects under way just now, and the work must be complementary.

Alan Borthwick attended with Joanna Baird the lunchtime display session of a Conference on 16 November in Edinburgh, “Information for Scotland”, to display the web site and talk about SCAN’s work. Alan gave a presentation about SCAN to a Conference in Aberdeen, 17 November, organised by Grampian Information. He also attended an important Conference in London, 24 November, with the main theme being interoperability amongst libraries, archives and museums, as well as current government initiatives.

Jo Peattie left the staff on 14 November to take up a post in Edinburgh City Archives. She had made a solid contribution to the work of the project during her year with us.

No new collection description entries were compiled during the month because of pressure of other commitments and lack of staff. The entries for the Scottish Theatre Archive were revised during a meeting with them, and are almost complete now. Some comments were received from Falkirk Museums History Research Centre about part of their work, but it proved impossible to respond before the end of the month. Work was undertaken on the project’s part of the SCAN web site to ensure that all was complete by the launch date.

The SCAN Guidelines for data entry were completed and formally issued on 15 November. A couple of comments were received by the end of the month, but the deadline for comment, to allow a revised version to be compiled if required, is 22 December. No written comments were received on Jo Peattie’s draft of some “common fonds” entries, which are Administrative Histories for collections of records commonly found in local authority archives (only those so far tackled), which had been circulated in September. A reminder about this was sent out, and apparently comments are being co-ordinated by one archive.

The Project staffing position continued to cause concern. All 3 curatorial B1/2 posts were vacant at the end of the month. Although interviews were held in mid-October for a recruitment round, the quality of the candidates was not sufficient to fill all the vacancies, but one new person will start on 8 January. We made good progress with filling one of the vacancies on a casual basis for the time being, and that person will begin on 14 December. There will continue to be a spell of some weeks while the project cannot proceed as swiftly as expected because of the staff shortage. The performance measures for the next month or two will be adjusted to take account of the shortfall.

Internet Resources Project

Internet Resources – report for December 2000

Progress Report

Much of November was spent working towards the launch of the website. Further progress from the web designers was received during the course of the month and suggestions for development/corrections were then returned by the Internet Resources team. Once the site had developed to an advanced level, it was transferred to the SCAN server. Once there, the team began working in earnest on correcting all obvious textual errors. The site was announced to participating archives on Monday27 November and suggestions for amendments to the Directory were requested and received. All amendments were duly made prior to the launch on 30 November.

Joanna demonstrated the SCAN website at the ‘Information for Scotland’ conference at Edinburgh on 16 November.

Robin visited the following participating archives during the course of December:-National Archives of Scotland (West Register House), National Register of Archives (Scotland) regarding Knowledge Base entries on Emigration and Education, Northern Health Board Archives, Aberdeen University Archives, Aberdeen City Archives, Ayrshire Archives

Digitisation

The major technical issues with the camera have been resolved. However, there is still the issue of file storage to be resolved. Work was begun on imaging of glass plate negatives however the quality is not as good as it could be and it was decided that we should wait until the new camera arrives before imaging more gpn’s and concentrate on documents for the foreseeable future.

The new camera table and lights, predicted to arrive in November, has been delayed again – and is now scheduled to arrive in the week commencing 11 December.

Throughput Report (For detailed breakdown of stats, please see appendix 1 below)

Internet Resources

	November 2000 - predicted	November 2000- achieved	December 2000 – Predicted	Cumulative Totals
Knowledge Base entries - drafted	14	35	0	207
Knowledge Base entries - quality-controlled	0	0	0	56
Knowledge Base entries – added to site (figures begin from November 2000)	0	5	44	5
Paleography texts, tips and transcripts added	3	2	0	23
Bookshop entries added	0	0	0	10
Virtual Strongroom Research Tools entries added	1	0	1	3
‘Featured Documents’ added	5	5	2	60
Images created (inc JPEG copies made for web)	300	460	500	818
What’s New entries added (figures to begin from December 2000)	N/A	N/A	N/A
Exhibition entries added (caption and image)	2	2	0	38
Directory entries added (figures begin from November 2000)	0	0	0
Visits made/talks given	6	6	3	33
Articles written		1	1	1

Milestones Achieved

Website launched on 30 November 2000.

Appendix 1 – Breakdown of website additions

Knowledge Base			November – predicted	November – achieved	December - predicted	Cumulative Total (inc. Nov.)	Target
People	Topic Pages	Drafted	0	0	0	4	50
		(Added to website)	(0)	(0)	(4)	(0)	(50)
People	FAQs	Drafted	0	0	0	8	100
		(Added to website)	(0)	(0)	(8)	(0)	(100)
Places	Places	Drafted	10	24	0	74	400
		(Added to website)	(0)	(0)	(4)	(0)	(400)
Subjects	Topic Pages	Drafted	0	1	0	12	100
		(Added to website)	(0)	(0)	(4)	(0)	(100)
Subjects	FAQs	Drafted	4	10	0	31	250
		(Added to website)	(0)	(0)	(12)	(0)	(250)
Types of Record	Topic Pages	Drafted	0	0	0	5	20
		(Added to website)	(0)	(0)	(4)	(0)	(20)
Types of Record	FAQs	Drafted	0	0	0	8	75
		(Added to website)	(0)	(0)	(8)	(0)	(75)
Family History	Family History	Drafted	0	0	0	5	5
		(Added to website)	(0)	(5)	0	(5)	(5)
Knowledge Base Total			14 (0)	35 (5)	0 (44)	147 (5)	1000 (1000)
Palaeography	Tips	Added to website	2	2	2	2	52
	Posers/transcriptions	Added to website	1	2	2	2	52
	Other pages	Added to website	0	0	0	2	2
Research Tools	Virtual Strongroom entries	Added to website	1	0	0	3	20
	Other Research Tools	Added to website	0	0	0	0	5

KNOWLEDGE BASE: DRAFTS

	People	Places	Subjects	Types of Record	Family History
Pre-March	Mary Q (+ 5)		Women’s Suffrage (+3) Witchcraft (3)	Passports (1) Passenger Lists (4)	Family History x 5
March	Brahan Seer (1)		Emigration (4) Days and Dates (3)
April	Mad Smith (1)		Cinema (2) (Emigration +3)
May			(Emigration 1) B. of Dunbar (1) (Days and Dates 1)	Vehicle Reg (1)
June		Renfrewsh. 4 x burghs
July		29 x burghs
Aug		3 x counties	Agriculture
Sep	Robt Fergusson (1)		Education Courts of Law Central Govt Crime & Policing	Photographs Exam Results (2)
Oct		4 x cities Falkirk Carnoustie Stirlingsh. W Lothian Perthsh. Angus Clacks. Fife Kinross
Nov		24 counties	(Education +6) Scotland at War (4)
Dec
Cumulative total	4 (8)	74 (0)	12 (31)	5 (8)	5 (0)

KNOWLEDGE BASE: ADDED TO WEBSITE:

	People	Places	Subjects	Types of Record	Family History
November					Family History x 5
December
Cumulative total	0	0	0	0	5

REASEARCH TOOLS: PALAEOGRAPHY & VIRTUAL STRONGROOM

	Pal posers	Pal poser transcripts	Pal tips	Other pal pages	Virtual Strongroom
October			Sec Hand e Interference		War Passports
November	Muster roll Military establishment	Muster roll Military establishment	Sec hand h U/v/w Lookaboutye Sic braw sec hand		Madeleine Smith
December	Ardgartan Jedburgh	Ardgartan Jedburgh
Cumulative total	0	0	0	0	3

Images Created (nos include JPEG copies of images made in TIF format)

SCAN	14
Glass Plate Negatives	228
SCRAN	160
Adhoc requests	18
Other archives	12
Virtual strongroom	4
Monthly Total	436
Cumulative totals	818

Testaments Project

Digitisation:

For most of the month both Kodak cameras were fully operational, with all eight volunteers taking turns at digital capture of post-1824 Aberdeen inventories (SC1/36). The quality control programme was also initiated, with training given to all the volunteers. The quality control highlighted a problem with the colour balance of some the images, which were scheduled for re-capture. Improved results were achieved by removing the diffuser scrim from the lights, but adjustments are also being made to the camera software to ensure perfect synchronisation of the shutter and colour filters.

Trials of the Atmel 8M camera took place early in the month during which a wide variety of Testaments material was captured, including the material used in the October image assessment 444survey. A selection of these images will be used in the next user survey, which will be posted on the SCAN website in January.

Margaret Fox and Hazel Anderson carried out an audit of all the pre-1800 re-keyed indexes, before handing most of them over to Rob Mildren for converting into a database – the next step in the creation of a union index for all the testaments up to 1875.Dagmar Hinz continued the work of dry cleaning and re-packing the Aberdeen warrants, while Margaret began sorting through bundles of Stirling warrants to identify those to be captured to make good gaps in the registers.

Anne Hunter, from Historic Scotland, was appointed to the new Preservation Assistant post, which she is to take up at the beginning of January. On 27 November, Lucy Jefferis, the Wiltshire Wills project, and Ann Gow, HATII, visited SCAN to look at the Testaments project, and particularly at the digital camera set-up. Jane Hill and Peter Dickson each had two weeks’ sick leave and Hazel took one week’s annual leave during the month.

Throughput Reports

Internet Resources

	October 2000 - predicted	October 2000- achieved	November 2000 – Predicted	Cumulative Totals
Knowledge Base entries - drafted	14	13	4	172
Knowledge Base entries - quality-controlled	0	0	0	56
Knowledge Base entries – added to site (figures begin from November 2000)	0	0	0	0
Palaeography texts, tips and transcripts added	3	2	0	23
Bookshop entries added	0	0	0	10
Virtual Strongroom and Research Tools entries added	1	0	1	3
‘Featured Documents’ added	4	4	5	60
Images created	350	0	300	382
What’s New entries added (figures to begin from December 2000)	N/A	N/A	N/A
Exhibition entries added (caption and image)	8	2	2	36
Directory entries added (figures begin from November 2000)	0	0	0
Visits made/talks given	6	7	6	27
Articles written		1	1	1

Milestones Achieved

100 Knowledge Base entries (FAQ’s and topic pages) created by predicted date of 31 October 2000.

TLFAs

	November 2000- Predicted	November 2000 - Achieved	December 2000 – Predicted	Totals achieved
TLFA initial draft entries –drafted	50	0	30	4000
TLFA initial draft entries - quality controlled	50	0	50	1360
TLFA entries - revised within SCAN	50	50	50	1100
TLFA entries – agreed by SCAN and part. Archive	100	0	50	269

Further shell TLFA entries exist, but they have mostly not been entered in the stats as yet as further work on them is required

The stats for November/December reflect the shortage of staff, and the requirement to undertake TLFA Guidelines, which makes quality checking and review of data returned by participating archives hard to fit in.

Testaments Project

November/December 2000 throughput

Digital capture	November predicted	November achieved	December predicted	Cumulative total
Vols captured	32	28	9	28
Double pages	25000	19422	5000	19422
Single pages	-	-	2000	-
Vols quality checked	20/12000	3/1080	34/26000	3/1080

Olaf Zander was at TTH from 7-9 November, during which time tests were carried out on the Atmel Camelia 8M camera.

The reduced figures predicted for December are due to a problem with colour balance in the images already captured and disruption caused by installation of the new book cradles on 14-15 December.

Editorial	November predicted	November achieved	December predicted	Cumulative total
Index entries created	12000	9656	10000	88568
Vols/pages numbered	140/125000	81/51908	85/55000	683/113361

The slowdown in this work is attributable to the build-up of digitising and quality control.

Conservation	November predicted	November achieved	December predicted	Cumulative total
Volumes Assessed/ Paginated	35/3	?	-	97
Volume pages cleaned repaired	2400 + 0 = 2400	?	-	48549 + 4726 = 53275
Volumes completed	3	?	-	95
Loose documents assessed	0	0	0	26075
Loose documents cleaned repaired	850pp (= 425ff)	920pp (= 460 ff)	800pp (=400ff)	920pp (= 460ff)

Figures for Peter Dickson’s throughput in November are not available due to his sick leave.

Trials with the Atmel camera showed that no satisfactory result could be obtained when capturing loose material in melinex sleeves. Therefore, Dagmar will have to carry out a more comprehensive programme of conservation on the warrants to prepare them for digital capture.

At 30 November there were 778 volumes of the total of 2033 volumes ready for digital capture = 38% of the total.

These figures break down as follows:

(Pre-1823 volumes: 95 completed (including conservation) out of 567 = 16.75%)

Post-1823 volumes: 683 completed out of 1466 = 46.6%

Annex 2

Notes of Project Board Meeting

8 November 2000 16.00

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

Apologies: Ishbel Barnes

1. Minutes of Last Meeting and Matters Arising

1.1 The minutes of the last meeting were approved and there were no matters arising.

2. Review of Work Plans

2.1 Internet Resources

2.1.1 It was agreed that the overall targets for this strand of the project should be included in the performance table of throughput figures. It was also agreed that from December 2000 statistics on web site usage should also be recorded on the performance table. It was noted that the information recorded would be refined as the web site develops and could be used as useful market intelligence to drive future marketing programmes. Action: JB

2.1.2 It was agreed that future SCAN presentations should be recorded by number of people attending and audience type. Action: SL

2.1.3 It was agreed that the throughput figures and the narrative should be continually cross-referenced and that it should be the performance table, which drives the report while the narrative should comment/explain the figures, tabled.

The sub-project work plans for both October and November were agreed and approved.

2.2 Testaments

2.2.1 It was noted that the digital imaging process had now commenced. It was agreed that the cumulative totals for digital capture should be recorded on the throughput performance table. Action: HA

2.2.2 It was agreed that the cumulative totals for conservation should be recorded on the throughput performance table. It was also agreed that conservation information be split down to show both the number of pages cleaned and the number of pages repaired. .Action: HA

The sub-project work plans for both October and November were agreed and approved.

2.3 Catalogues

2.3.1 Concern was expressed over the realism of the forecast predictions for TLFA progress due to the resource deficiencies experienced over the last few weeks. It was agreed that predictions needed to be recast in alignment with actual resources now available.

2.3.2 It was agreed that more flexibility might be required within the staffing structure of the cataloguing project strand in order to bring it back on track to achieve its proposed targets. It was noted that this might be achieved by employing staff at a lower grade to do routine work thus freeing up professional staff to progress the more curatorial aspects of the work. It was agreed to follow up on the:

· proposed recasting of the digital imaging post to curatorial post.

· recruitment of casual staff.

· recruitment of university placements. Action: IB/AB

2.3.3 It was noted that computer equipment had been procured for the Jewish Archive and would shortly be installed. Action:RM

The sub-project works plan for both October and November were agreed and approved.

2.4 Format for Throughput Performance Table

2.4.1 It was proposed that a comprehensive performance management spreadsheet be constructed to present a drilled down account of team performance over all project strands for both internal and HLF monitoring purposes. It was agreed to raise this issue at the next team meeting.

3 Procurement

3.1 It was noted that the Atmel digital camera was currently under evaluation. It was agreed that an advance drawdown request for the procurement of a further 3 cameras plus software, 2 copystands and 2 bookcradles be submitted to the HLF in December 2000. It was also noted that the initial bookcradles ordered from IKM had yet to be delivered. Action: SL

3.2 It was noted that the ICT equipment had now been installed and appeared to be working satisfactorily. It was also noted that the invoice from Morse had yet to be settled due to difficulties in resolving the invoice with the initial purchase order.

3.3 It was noted that progress had been made with the development of the Arkis 2 specification. It was noted that further refinements to this specification would be driven by discussions with the NAS. Pending the completion of the Arkis 2 development it was agreed that an interim display mechanism for the top level finding aids be constructed. It was agreed to ask AB when the availability of TLFA’s would hit a critical mass and that this should be co-ordinated with the development of the cataloguing software.

3.4 It was agreed to contact Helen at HLF regarding SCAN’s position in relation to the procurement of project furniture. Action: SL

4 Staffing

4.1 It was noted that the post of conservation assistant had been offered and was awaiting the candidate’s acceptance.

4.2 It was noted that the next recruitment process for curatorial’s would take place in the Spring 2001. It was agreed that contact should be made with the Scottish Executive Personnel now to let them know of SCAN’s requirements for 3 curatorial’s. It was agreed that SL would identify any papers, which related to the last curatorial recruitment process. It was also noted that there would be a Head of Branch meeting to discuss the total number of curatorial’s required throughout the NAS. Action: GM/SL

4. Finance

4.1.1 A written report was tabled. [Extract Attached]

5. Participating Archives Working Group Meeting

5.1 It was noted that the meeting of the participating archives working group scheduled for Monday 23 October had not taken place due to Ishbel’s absence. In view of Ishbel’s continuing absence it was agreed that GM would contact Irene O’Brien to discuss. Action: GM

6. SCAN Launch & Dissemination Campaign

6.1 It was confirmed that the SCAN web site would be launched

as planned on 30^th November 2000. It was also agreed that the SCAN launch would distance itself from the NAS launch also planned for the 30 November 2000 in order to avoid any confusion in the minds of the media and to avoid the risk of SCAN’s impact being diluted.

6.2 It was agreed that SCAN would reschedule it’s proposed launch event for Friday April 6^th 20001.

6.3 It was agreed to add the HLF logo to the SCAN press release before dissemination. It was also agreed to prepare a contextual press release template for use by participating archives in order to generate local publicity. Action: SL

The next Project Board meeting will be held on Wednesday 13th December at 16.00 in Thomas Thomson House, Bankhead Crossway North, Edinburgh.

SL

27 Nov 2000

Scottish Archive Network

Finance Report as at 3 November 2000

[EXTRACT]

1. HLF Drawdowns

1.1 The October drawdown (15) of £37,102.29 was assessed as £37,102.29 and should be credited to SCAN’s account around 2 November. Only £8.23 of the £11.76 shortfall from the August Drawdown (13) appears to have been included with payment (15). To follow up with Helen at HLF.

1.3 The November drawdown (16) is currently under preparation and will be submitted on 14 November.

Annex 3

HLF Contract Special Conditions

1. Fulfilled. The Scottish Archive Network follows all Scottish Executive procurement rules. This has been verified by Mr J Grady, Chief Procurement Officer NAS.

2. 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. Fulfilled.

4. Detailed cost plan submitted and agreed with the HLF. No changes in expenditure have been made without prior written approval.

5. Signed monthly project reports and monthly cash flows are submitted to the HLF.

6. The Project Initiation Document was submitted to the HLF as requested.

7. Insurance has been obtained and full details given to the HLF.

8. An ICT report was prepared and the tendering process undertaken as agreed.

9. SCAN believes it has fulfilled and is fulfilling this condition.

10. SCAN has submitted to the HLF its draft cataloguing standards

11.1	a	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)	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)	Weekly backups and daily incremental backups take place for all SCAN information (excluding images) Uncompressed TIFF images are written to DLT and stored locally Compressed JPEG images are written to the Internet Server where a backup is taken weekly
	d)
	e)
	f)
	g)	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
12.1		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
13		Escrow discussed for deposit of digital images. SCAN has a contract clause with GSU to provide mutual restore and backup of digital images
14		Not done but there are all such applications to date have been developed, and belong to, Scottish Archive Network

11. SCAN has fulfilled this condition: VAT is fully recovered.

12. SCAN supports the extensibility of membership of the Scottish Archive Network with no financial implications

13. SCAN has fulfilled this condition.

14. This is accepted by SCAN.

15. This is accepted by SCAN.

16. This is accepted by SCAN

17. The additional funding required by the HLF was secured.