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:	25		Report Date:			17 May 2001
			Covering Period:			Apr 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 and throughput reports.

See annex 2 for update on special conditions

See annex 3 for performance data

The minutes of the Project Board held on 12 April are attached at Annex 4

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	£84,238	£341,729	Dec 2002
GSU	£703,785	£180,112	£523,673	Dec 2002
	£1,129,752	£264,350	£865,402	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	£1,217,955	£1,217,955	£835,209	£-382,746	£382,746
Internet Server	£449,700	£412,225	£412,225	£139,848	£-272,377	£272,377
Communication	£51,222	£31,268	£31,268	£24,571	£- 6,697	£ 6,697
Digitisation	£349,191	£198,750	£198,750	£155,293	£- 43,457	£43,457
Other	£543,500	£383,950	£383,950	£244,173	£-139,777	£139,777
Contingency	£2,631,805	£112,209	£112,209		£-112,209	£112,209
VAT	N/A
Totals	£6,196,307	£2,356,357	£2,356,357	£1,399,094	£-957,263	£957,263

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	£1,399,094							£2,356,357
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,399,094							£2,356,357

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)

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

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: 17/05/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

Work began at one new venue this month, Stirling Council Archives. Progress here will not be swift as the staff member undertaking the work will only spend one day a week there. Continued progress on collection description was reported at Aberdeen University Special Collections/Archives, Glasgow City Archives and Dundee City Archives. Much of the work here was revision of entries which had already been formally logged. Some Orkney Archives basic data was upgraded, with a view to a further visit there in the early summer.

An exchange of views about the collection description data for the Royal College of Physicians & Surgeons, Glasgow, culminated in agreement at the end of the month that its data was complete. Minor revisions to the Scottish Theatre Archive data were carried out, and we will be able to reach a conclusion there in June.

Some time was spent preparing for the expected arrival of 4 casual student employees who would be migrating data from our old Word-based documents to the Wee Arkis access database, from which we can readily load the data into ARKIS II. They will start work in mid-May.

An advert for further NAS/SCAN curatorial staff recruitment appeared and interviews will be held for about 20 candidates in early June..

The first probation review of Jenny Cutts as a member of staff within the project was completed.

Training and Outreach

• Jenny Cutts attended a training course on the new Scottish Executive Appraisal System.
• Alan Borthwick gave a lecture, “Recent Developments in Archive Networks and the Use of Standards in the UK”, at a conference ‘Access to Official Documents and Archives’, Lund (Sweden), 6 April.

2. Internet Resources project

Progress

Joanna Baird did preparatory work in advance of sending several volumes for data capture by Advanced Data Systems Limited. This involved creating databases and drafting guidelines for data capture. Test pages should be returned for inspection in May.

Joanna Baird and Robin Urquhart held a meeting with Ian Galbraith of Scots Origins to discuss the possible inclusion of place names data from the 1881 census on the SCAN site.

Joanna Baird and Robin Urquhart held a meeting with Rosemary Gibson and Alison Rosie of Publications and Education branch, National Archives of Scotland to discuss future co-ordination and development of SCAN/NAS material.

One end-year staff review was carried out in April.

The original stock of SCAN leaflets finished and it was therefore decided to print a new supply to last for the next year. Joanna drafted a new leaflet at the end of April and this draft was sent to the design company in early May.

Training and Outreach

• Joanna Baird spent the 3^rd – 8^th April with Hazel Anderson in Washington DC to participate in the Tartan Week events held there – particularly to take the SCAN exhibition stand to display on the National Mall on Saturday 7^th April. They distributed publicity for SCAN during their visit and attended several Tartan-Day related events.

• Joanna Baird continued to attend the final sessions of the Marketing Advance Program. The final stage of the program is the creation of a SCAN Marketing Plan. This must be presented to the rest of the MAP programme on the 15^th May 2001. The programme officially finishes on June 5^th 2001.

• Robin Urquhart was involved in the preparation of material and co-ordination of arrangements for the SCAN/Scottish Records Association palaeography day school held on Saturday 28^th April. 24 people attended the day school which looked specifically at the palaeography of testaments.

• Joanna Baird and Gary Clelland attended a morning of performance management training held in General Register House on Thursday 26^th April.

Digitisation

The new digital camera for the Internet Resources team arrived in the week commencing 16^th April – two weeks later than predicted. However, the set-up of this camera was not completed satisfactorily initially, so few original images could be created in April. The team did acquire a colour printer and this enabled Gary Clelland to print out some miscellaneous publicity material for Tartan Day. Much time was spent in preparatory work for the SRA/SCAN palaeography day school on Saturday 28^th April including preparing images and printing out handouts.

The main stock job for the foreseeable future, the glass plate negatives, has not been started yet due to variable environmental conditions in the camera room. It is hoped to start work on this in May when the heating temperature is very low. It may be the case that these can only be imaged in the summer months. Conditions will continue to be monitored on a daily basis. Aside from this, the Internet Resources team plan further stock jobs to be started in the near future. This may include the imaging of certain Exchequer series held by the NAS (e.g. servants taxes) in order to have the volumes indexed, and potentially an album of photographs of prisoners from the 1860’s. These will be used to illustrate knowledge base entries on certain record types and also to provide further ‘Research Tools’ for the site.

3. Testaments Project

Digital capture

Digital capture of the post-1823 Aberdeen Inventories (SC36/1/1-77) and the St Andrews Inventories and Settlements, 1806-1823 (CC20/7/1-16) was completed. Currently, the post-1823 Aberdeen wills (SC1/37/1-76) and the St Andrews Testaments, 1549-1823, (CC20/4/1-31) are being captured.

Ralf Ihrig, of IKM Micrographic GmbH, arrived in the last week of the month to install three Atmel cameras and book cradles. Due to unannounced changes to the controllers made by the manufacturers, the work of installation was not completed by the end of the month However, it is hoped to have all three cameras in operation by the second week of May.

Conservation

Work continued on the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6), both of which are scheduled for digital capture on completion of the St Andrews registers. Peter Dickson completed conservation of the 1804 volume of Glasgow Inventories (SC36/48/1), which had been identified by the GSU team during pagination as being in an unfit state for digital capture.

Editorial

Bob and LouAnn Blakely completed preparation of the post-1823 Edinburgh inventories (SC70/1/176), their final task before returning to the USA at the end of their tour of duty. Currently, post-1823 Edinburgh Wills (SC70/4/1-159), Glasgow Inventories (SC36/48/1-78) and Settlements (SC36/51/1-69, and Ayr Inventories (SC6/44/1-38) are being paginated and indexed.

Jane Hill continued linking index entries and images for the post-1823 Aberdeen Inventories (SC1/36), and completed 7 more volumes. She completed a list of Edinburgh occupations and designations, and then went on to begin a check of 13 volumes of pre-1823 Aberdeen Inventories and Testaments (CC1/13/1-9 & CC1/14/1-4) against the warrants (CC1/6) for the same period. Margaret continued work on the selection and numbering of warrants of Stirling testaments (CC21/6), as well as indexing Ayr Registers of Testamentary Deeds (SC6/46). She completed the indexing of Duns (SC60/41). Hazel and Margaret worked on transcripts of a number of 17^th century Glasgow testaments for the joint SCAN/Scottish Records Association Testaments Day School (see below).

Training and outreach

• In the first week of April Hazel, with Joanna, attended Tartan Day events in Washington DC to promote the work of SCAN and assess potential American interest in the Testaments Project.

• Hazel, Jane and Margaret took part as instructors in the SCAN/Scottish Records Association Testaments Day School at Thomas Thomson House on Saturday 28 April. About 25 SRA members and others came to hear about the use of testaments in historical and family research and to receive instruction in 17^th century palaeography.

• Dagmar took part in the Society of Archivists Chemistry for Conservators training course, held in Brighton from 3-7 April.

• Margaret, Peter, Dagmar and Ann each attended training sessions on the Scottish Executive’s new Performance Management system at General Register House during the month.

Throughput Reports

1. Internet Resources

	April 2001 – predicted	April 2001 - achieved	May 2001 - predicted	Cumulative Totals
Knowledge Base entries – added to site (figures begin from December 2000)	226	248	215	336
Palaeography texts, tips and transcripts added	2	5	2	23
Bookshop entries added	0	0	0	10
Virtual Strongroom Research Tools entries added	0	0	2	4
‘Featured Documents’ added	3	3	3	70
Images created (inc JPEG copies made for web)	300	79	200	1887
What’s New entries added (figures to begin from December 2000)	0	3	3	N/A
Exhibition entries added (caption and image)	0	0	0	38
Directory entries added (figures begin from November 2000)	0	2	4	124
Press Box content added	0	0	0	2
Visits made/talks given	0	0	2	42
Microsites added/linked	0	0	0	3
Registered users	-	27	-	319
Enquiries received	-	9	-	34
Forum postings	-	26	-	86
Articles written	0	0	0	2
Web statistics
Requests	-	56852	-	386551
Pages	-	27028	-	189030

Milestones Achieved : No major milestones were achieved during April 2001.

2. Online Catalogues

Archive name	Initial visit	TLFA work started	Work to be done by SCAN staff?	Drafting work completed?	Entries drafted	Entries checked internally	Entries despatched for check	Entries received back	Entries agreed	Entries migrated into Wee Arkis
Aberdeen City Archives	Yes	No	No
Aberdeenshire Archives	Yes	No	?Yes
Aberdeen University Special Collections and Archives	Yes	Yes	Shared	No	1665	0	0	0	0
Angus Archives	Yes	Yes	Yes	Yes	700	530	500	500	500	417
Edinburgh University Library Archives & Special Collections Dept.	Yes	No	No
Ayrshire Archives Centre	Yes	No	Yes
Clan Donald Centre	Yes	Yes	Yes	No	40	0	0	0	0
Dumfries and Galloway Archives	Yes	No	Mostly
Dundee City Archive and Record Centre	Yes	Yes	Yes	No	650	0	0	0	0
Dundee University Archives	No	No	No
Falkirk Council Archives	Yes	Yes	Yes	Yes	520	360	360	360	100
Glasgow Caledonian University	Yes	No	Shared
Glasgow City Archives	Yes	Yes	Mostly	No	63	0	0	0	0
Glasgow School of Art Archives	Yes	No	Shared
Glasgow University Archives and Business Records Centre	No	No	No
Glasgow University Library	Yes	No	Mostly
Greater Glasgow Health Board Archives	Yes	No	No
Heriot Watt University Archives	Yes	No	No
Highland Council Archive	Yes	Yes	Yes	No	261	0	0	0	0
Jordanhill Archives	Yes	Yes	Yes	No	80	0	0	0	0
Lothian Health Services Archive	Yes	Yes	Shared	Yes	155	0	0	0	0
Midlothian Council Archives	Yes	No	Shared
Mount Stuart Trust	No	No	???
National Archives of Scotland	Yes	Yes	Shared	No	507	0	0	0	0	145
National Library of Scotland	Yes	Yes	Yes	No	192	0	0	0	0
National Register of Archives (Scotland)	Yes	No	Yes
National Trust for Scotland Archives	Yes	No	Uncertain
North Highland Council Archive	No	Yes	Yes	No	30	0	0	0	0
North Lanarkshire Archives	Yes	No	Yes
Northern Health Services Archives	Yes	Yes	Yes		88	0	0	0	0
Orkney Archives	Yes	Yes	Yes	No	525	0	0	0	0
Perth and Kinross Council Archive	Yes	Yes	Yes	Yes	350	160	200	0	0
Royal Bank of Scotland	No	No	No
Royal College of Nursing Archives	Yes	No	No
Royal College of Physicians and Surgeons of Glasgow	Yes	Yes	Yes	Yes	75	75	75	75	75
Royal College of Surgeons of Edinburgh	Yes	No	???
Scottish Borders Archive and Local History Centre	Yes	No	Yes
Scottish Film & Television Archive	No	No	No
Scottish Jewish Archive Centre	Yes	Yes	Yes	Yes	95	95	95	95	95
Scottish Theatre Archive	Yes	Yes	Yes	Yes	51	51	0	0	0
Shetland Archives	No	No	???
South Lanarkshire Council	No	No	???
St Andrews University Library	Yes	No	Probably
Stirling Council Archive Services	Yes	Yes	Yes
Stirling University Library	Yes	No	Shared
Strathclyde University Archives	Yes	No	Probably
West Lothian Council Archives	Yes	Yes	Yes	No	56	0	0	0	0
Waterways Trust	Yes	No	No
					6103	1271	1230	1030	770	562
Errors and omissions excepted
"Entries drafted" - does not always mean that entries are ready for checking
Numbers in italics implies that some work will still need to be done to finish it off for certain
Column D statements are best guesses in some cases
North Highland Council Archive formerly within Highland Council Archive, but probably best to treat separately

3. Testaments: March 2001

Editorial	April 2001 predicted	April 2001 achieved	May 2001 predicted	Cumulative total
Index entries created	20000	19991	15000	180124
Vols/pages numbered	155/130000	114/112005	115/112500	1292/1159436
Index/image linking ß
Vols	5	7	7	12
Images	2600	4428	4500	6988
Index entries	500	991	1000	1508

Conservation	April 2001 predicted	April 2001 achieved	May 2001 predicted	Cumulative total assessed
Volumes Assessed/ Paginated	35	0	35	222
Volume pages Cleaned & repaired	2700	3584	3700	67623
Volumes completed	15	11	11	138
Loose documents assessed	0	0	0	0
Loose documents cleaned/ repaired	1130 pp (= 565 ff)	770 pp (= 385 ff)	240 pp (= 120 ff)	4984pp (= 2492 ff)

At 30 April there were 1430 volumes of the total of 2033 volumes ready for digital capture =70% of the total.

These figures break down as follows:

Pre-1823 volumes: 138 completed (including conservation) out of 567 = 24 %

Post-1823 volumes: 1292 completed out of 1466 = 88 %

Digital capture	April predicted	April achieved	May predicted	Cumulative total
Vols captured	35	33	25	162
Double pages	22000	16428	15000	75728
Single pages	9000	5893	5000	21033
Vols quality checked	30	27	25	127

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 Performance Data

Internet Resources performance spreadsheet		March	April	CUMULATIVE TOTAL
2000-2001
Images Created
Documents
	TIFF's	41	23
	JPEG's	55	56
DOCUMENTS TOTAL		96	79	844
Glass Plate Negatives
	TIFF's	0	0
	JPEG's	0	0
GLASS PLATE NEG TOTAL		0	0	18
Other
	TIFF's	20
	JPEG's	109
OTHER TOTAL		129	0
TOTAL		225	79	1887
Knowledge Base Entries added to website
People		0	0
Places		1	248
Subjects		11	0
Types of Record		21	0
Family History		0	0
TOTAL		33	248	336
Palaeography pages added to website
Tips		2	2
Posers		2	3
Other Pages		0	0
TOTAL		4	5	23
Research Tools added to website
Virtual Strongroom entries		0	0
Other Research tools			0
TOTAL		0	0	4
Featured Documents added to website
Featured Docs added		3	3	13
What's New entries added to website		4	3	13
Directory entries added to website		0	2	124
Microsites created/linked to		2	0	3
Exhibition added to website				0
Entries added		0	0
PR
Press Releases added to site		0	0	2
Visits made/talks given		5	0	44
Talks given			0	0
TOTAL		5	0	11
Bookshop
Entries added		0	0	1
Enquiries received		3	9	34
Users registered		49	27	319
Forum postings		6	26	86
Web statistics
Requests		77645	56852	386551
Pages		37496	27028	189030

Annex 4

Notes of Project Board Meeting

12 April 2001 16.00

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

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. HLF Correspondence

2.1 It was noted that a reply had been received from the HLF on 15 March in response to SCAN’s letter of 19 February, which outlined a number of proposals regarding the use of double and single paged digital imaging. It was also noted that further correspondence had been received on 30 April requesting SCAN’s agreement to the proposals as outlined. In summary the proposals suggested the following:

Post 1830 - Double Page Imaging Acceptable

1800-1830 - Double Page Imaging Acceptable (Where Justified)

Pre 1800 - Single Page Imaging Only

It was noted that a response was currently being prepared.

Action: RM

2.2 It was noted that a paper supporting the proposed budget heading changes had been prepared and would be shortly submitted to the HLF for approval. It was noted that this included headings for:

§ Casual Staff

§ Publications & Subscriptions

§ Arkis

It was agreed that an approach be made to the HLF, at a later date, suggesting a further heading for investigating ‘Interoperability & Remote Access to Archives’. It was noted that funding for this activity may come from other sources and would allow SCAN to be brought into line with other areas of similar work.

2.3 It was noted that the HLF special conditions would be reformatted as a table for inclusion in next months HLF report. Action:SL/RM

3. Review of Workplans

3.1 It was agreed to revisit the idea of producing a composite, drilldown, spreadsheet to handle all the performance data across the project, as this would help to identify trends, highlight associated costs and monitor progress towards project goals. Action: SL/RM

3.1 Internet Resources

3.1.1 It was noted that SCAN and the NAS should explore the options for co-ordinating their digitising services and activities. It was agreed that this should be discussed further at the management away day. It was also agreed to ask Joanna to set up familiarisation visits between SCAN and the NAS for reprographic staff. Action: RM/JB

3.1.2 It was agreed that SCAN should consider how much of an input it could make to the NAS (NOF) project proposal.

3.1.3 It was suggested that SCAN should approach the RLG to request assistance with the promotion of the technical merits of the project infrastructure. It was agreed that this idea should be discussed further with the GSU. It was also agreed that Rob should attend the Sixth European Conference on Archives to be held in Florence between 30^th May and 2^nd June. Action: RM

The sub-project work plans for both April and May were agreed and approved.

3.2 Testaments

3.2.1 It was noted that work was continuing satisfactorily and that the index process was proceeding smoothly

The sub-project work plans for both April and May were agreed and approved.

3.3 Catalogues

3.3.1 It was noted that Goran Kristianson had visited the project between 26^th and 28^th March to discuss the development of the Arkis software. It was noted that a successful transfer of data had taken place between wee Arkis and the main Arkis programme. It was agreed that the EUAN developed front page should be added to Arkis before the HLF Monitoring meeting on 3^rd May. Action:RM/NT

3.3.2 It was noted that the NAS cataloguing branches were actively seeking out information, which would test Arkis’s ability to handle complex data.

The sub-project works plan for both April and May were agreed and approved.

4 Procurement

4.1 It was noted that the next 3 digital cameras were due to arrive on April 17^th. It was also agreed that a procurement order for a further 2 cameras should be raised by the end of April if the new cameras prove successful. Action: SL

4.2 It was noted that the third phase of PC equipment for the participating archives would be ordered in April. This included Lanarkshire North, Lanarkshire South, Ayrshire and Shetland. Action: SL

5 Staffing

5.1 It was noted that the recruitment advertisement for curatorial staff had been published in the SoA Newsletter and the Scotsman newspaper. It was further noted that a closing date of 20^th April had been set.

5.2 It was noted that through temporary casual appointments, the on-line cataloguing team had been brought up to its full cadre.

5.3 It was noted that John Malden had been offered a temporary part-time curatorial position.

5.4 It was noted that the finalisation of the appointment of students on a casual basis, for Arkis input, was to be followed up with Personnel.

5.5 It was noted that the possibility of further casual placements was also to explored with the NAS. It was agreed that George would discuss this issue with David Brown. Action: GM

6. Finance

6.1 A written report was tabled. [Extract Attached]

6.2 It was confirmed that Alan Borthwick had now been appointed as an authorised signatory for SCAN cheques.

7. AGM

7.1 It was noted that SCAN would be holding its second AGM on Mon 23^rd April.

8. User Group/Participating Archives Working Group Meeting

8.1 It was confirmed that report from the joint meeting of the Users Group and the PAWG had held on 10^th March had now been circulated.

8.2 It was suggested that the User Group could in future be asked to beta test various materials before having them posted on the website.

8.3 It was agreed that Irene O’Brien should be approached regarding the continuation of the PAWG meetings. Action: RM

9. Publicity Event & Dissemination Campaign

9.1 Tartan Day

9.1.1 It was confirmed that Hazel and Joanna had represented SCAN at the St Andrews Day Society Tartan Day Festival in Washington D.C during the period 3 – 8 April. It was noted that Hazel and Joanna had produced a comprehensive report on this event. It was agreed to copy this report to Peter Anderson and to include him in the relevant mailing lists. It was also agreed that an Executive Summary of this report be prepared and sent to Peter Lugton in the Scottish Executive, highlighting the ineffectiveness of Scottish Executive Tartan Day contacts. Action: JB/HA

9.1.2 It was suggested that Joanna contact Peter Anderson regarding useful contacts in the North American genealogical domain. It was also noted that Kathleen Dayell might have some useful contacts in the National Trust for Scotland. Action: JB

9.2 Marketing Advance Programme

9.2.1 It was noted that Rob and Stuart had met with Cathy Black on 5^th April and that this meeting had proved useful in outlining SCAN’s current position in marketing terms.

9.2.2 It was noted that the interim marketing report prepared by Joanna and Stuart had helped to highlight the nature of SCAN’s potential commercial activities and the implications, which this had for the post-project organisational structure of, SCAN the Company. It was further noted that SCAN intended to investigate the possibility of providing core services to NAS in return for funding from the NAS to allow SCAN to continue beyond the end of the HLF funding period in Dec 2001. This would give SCAN time to strategically assess and develop a comprehensive and focused marketing plan to optimise commercial potential. Action:RM/GM

The next Project Board meeting will be held on Friday 18^th May at 16.00 in Thomas Thomson House, Bankhead Crossway North, Edinburgh.

SL

27/04/01

Scottish Archive Network

Finance Report – 30 March 2001

1. HLF Drawdowns

1.1 The March drawdown (21) of £38,898.16 has been assessed as £38,898.16 and should have been credited to SCAN’s account by 1 April.

1.3 The April drawdown (21) is currently under preparation and will be submitted on 17 April.

1.4 The advance drawdowns (9) (ICT Equipment) and (12) (Camera Procurement) have now been reconciled and an adjustment figure of £3,979.97 has been calculated for repayment to the HLF.