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:	26		Report Date:			20 June 2001
			Covering Period:			May 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 May 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	£87,571	£338,396	Dec 2002
GSU	£703,785	£195,712	£508,073	Dec 2002
	£1,129,752	£283,283	£846,469	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	£881,630	£-336,325	£336,325
Internet Server	£449,700	£412,225	£412,225	£139,848	£-272,377	£272,377
Communication	£51,222	£31,268	£31,268	£24,771	£- 6,497	£ 6,497
Digitisation	£349,191	£198,750	£198,750	£155,756	£- 42,994	£42,994
Other	£543,500	£383,950	£383,950	£255,658	£-128,292	£128,292
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	£1,457,663	£-898,694	£898,694

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	£1,457,663							£2,356,357
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,457,663							£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
Two Atmel Digital Cams	£22,100	No
Bookcradles & Copystands	£22,200	No
Supporting Computers	£11,000	No

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	May 01

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
Publicity issued	Shetland Times – Visit to Shetland Archive. Inverness Press & Journal – North by North West Exhibition.	No No

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: 20/06/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

One initial visit occurred, again combined with the start of formal collection description work, to Shetland Archives. Two of our staff made the journey in the hope that we would make good inroads in the course of effectively 3 weeks’ work, which we did. At least one further week’s work will be required, however, in situ as well as a fair bit of other work back home.

Continued progress on collection description was reported at Aberdeen University Special Collections/Archives, Stirling Council Archives, Glasgow City Archives and Dundee City Archives. Some of the work here was revision of entries which had already been formally logged, but there was also produced some good quality entries for the record series of Glasgow Corporation.

There was further preparation for the of 4 casual student employees who will 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 started work week commencing 14 May, and are contracted to do 100 hours work each in an 8-week period.

Our IT staff produced guidance as to the best means of capturing data within Access databases for the 48 archives we shall be covering. There are some technically difficult, but interesting, problems, particularly how best to give us all access to the index of name authorities which we have created to avoid the creation of duplicate entries, but ensuring that there is only one master version, when we are not necessarily based in a central office.

The interviews in the NAS/SCAN curatorial staff recruitment will be held for about 20 candidates in late June, and should produce some extra staff for this part of SCAN to bring us back closer to the correct staffing level for the team.

Training and Outreach

Jenny Cutts attended a 2-day course, “Seminars for recently-qualified archive professionals (part 1)”, arranged by the Society of Archivists.

Alan Borthwick gave a lecture on 15 May about SCAN’s work to a gathering in Shetland Museum, Lerwick, arranged by the local Archives and Museum staff.

2. Internet Resources project

Progress

Robin Urquart spent most of May preparing for the launch of the next exhibition in the series ‘North by Northwest’ on June 5^th in Inverness. Bill Paton assisted with the creation and amendment of the relevant databases in preparation for this event. Joanna Baird assisted with new design for the exhibition.

Several additional pages were added to the Family History part of the website and this involved the creation of 4 additional submenus for this part of the site. 2 publications were added to the bookshop and ‘Northern Health Services Archive’ was added to the bookshop submenu.

A large format camera produced by ‘Betterlight’ was demonstrated to the team in May.

Joanna Baird held a meeting with Maureen Sprott and Cameron Taylor from the Scottish Tourist Board to discuss their ‘Genealogy Tourism Strategy’. Robin and Joanna demonstrated the SCAN website. As a result, it was agreed that SCAN should be represented on the Steering Group for the project due to the relevance of the SCAN project to prospective genealogy tourists.

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

Joanna Baird drafted the SCAN Marketing Plan for submission to Scottish Enterprise on 15^th May.

The newly-designed SCAN leaflets were received back from Evolution Design at the beginning of May. A note of this was posted on the online ‘News Roundup’ and consequently a few requests for leaflets were received from participating archives.

Training and Outreach

• Joanna Baird gave a talk on ‘Scottish Archive Network – Past, Present and Future’ to the Scottish Association of Family History Societies Annual Conference on Saturday 26^th May in Largs

• Joanna Baird presented a summary of the SCAN Marketing Plan to the rest of the Scottish Enterprise Marketing Advance Program attendees on the 15^th May 2001.

• Gary Clelland visited Dundee University Archives to see their camera set-up for the ‘Drawn Evidence’ project on Thursday 31^st May

Digitisation

Little digitisation work was carried out in the course of May despite the arrival of the new camera towards the end of April. There were continued problems with the set-up of the new camera and much of Gary Clelland’s time was taken up assisting IKM with the installation, modification and testing of the new Atmel camera. 1 week of May constituted annual leave.

These problems were almost all resolved by the end of May and we hope that we will achieve a much higher rate of production in the course of June. Additionally, the environmental conditions in the small camera room have improved and this should allow work on imaging the glass plate negatives to begin in June.

3. Testaments Project

Digital capture

Digital capture of the St Andrews Testaments, 1549-1823, (CC20/4/1-31) was completed. The post-1823 registers currently being captured are: Aberdeen wills (SC1/37/1-76), Orkney inventories and confirmations (SC11/38/1-8 & 41/1) and Alloa inventories and wills (SC64/42/1-15). Digital capture of the Edinburgh Testaments, 1514-1829, CC8/8/1-152 was started.

Ralf Ihrig, of IKM Micrographic GmbH, returned on 10 May to complete installation of the three Atmel cameras and book cradles. All three cameras are now operating, although there are still some software problems to be ironed out. The final two Atmel cameras, copy stands and book cradles were ordered during the month.

Two of our GSU volunteers, Bob and LouAnn Blakely, left us at the beginning of the month, having completed their tour of duty with SCAN. They were the first of the volunteers to join the project (in November 1999) and they will be much missed. A replacement couple is expected when the next two cameras are delivered at the beginning of August.

Conservation

Work continued on the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6). Peter Dickson expressed concern that the rate of digital capture was fast catching up with the output of the conservation programme, despite simplifying and streamlining the workflow. He suggested that the recruitment of a second preservation assistant would be a material help in speeding up the programme and thereby avoiding any holdup in digital capture.

Editorial

Paginating and indexing of the following testaments classes was completed:Ayr Inventories (SC6/44/1-38), Glasgow Settlements (SC36/51/1-69) and Paisley Inventories and Settlements (SC58/42/1-43). Currently, post-1823 Edinburgh Wills (SC70/4/1-159), Glasgow Inventories (SC36/48/1-78) and Wigtown Commissary Record (SC14/40/1-9) are being worked on.

Jane Hill continued linking index entries and images for the post-1823 Aberdeen Inventories (SC1/36), and completed 12 more volumes. She also continued checking 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), and completed the indexing of Ayr Registers of Testamentary Deeds (SC6/46). She also began to link images and index entries for St Andrews testaments (CC20/4)

Training and outreach

• Dagmar attended a two day training course at the Centre for Photographic Conservation, London, on the preservation of photographic negatives, 21-22 May. This will be particularly valuable for her conservation work on the glass plate negatives being captured by Internet Resources.
  
  
• The head of NAS Reader Services visited the Testaments project with two of his search room colleagues on 15 May to look at the camera room and to discuss a timetable for making digital images available to the public in the search rooms as well as giving staff access to the post-1823 union catalogue.
  
  
• On 16 May the project was visited by Karl-Magnus Drake, head of digital imaging in the National Archives of Sweden, and by Marianne Smith, librarian of the Royal College of Surgeons of Edinburgh. Both visitors were anxious to see the Atmel cameras in operation and brought material from their archives to capture test images.
  
  
• Hazel answered five enquiries from the public during the month, three of which came via the SCAN website.
  
  
• Annual appraisals for Peter and Dagmar were carried out during the month; Hazel was on annual leave for one week, and Peter was on sick leave for one week.

Throughput Reports

For detailed figure breakdown please see Project Performance Monitor Spreadsheet.

Internet Resources

• Milestones Achieved : The 500^th Knowledge Base entry was completed during May 2001

Testaments

At 30 April there were 1551 volumes of the total of 2033 volumes ready for digital capture =76% of the total.

These figures break down as follows:

• Pre-1823 volumes: 145 completed (including conservation) out of 567 = 25 %
• Post-1823 volumes: 1406 completed out of 1466 = 96%

At 31 May 162 volumes of the total of 2033 volumes had been captured = 8% of the total

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

18 May 2001 16.00

Attendees: Rob Mildren (Chair/Secretary), George Mackenzie, Peter Anderson

Apologies: Stuart Low (Minute Secretary)

1	Minutes of Last Meeting and Matters Arising	Action
1.1	The minutes of the last meeting were approved and there were no matters arising.
2	HLF Correspondence
2.1	No correspondence had been received from the Heritage Lottery Fund. Due to a misunderstanding over dates, the scheduled Quarterly Monitoring Meeting had been postponed until 4 June 2001
2.2	The response to the previous communication from HLF on digital imaging and new budget headings had been prepared but was awaiting the finalising of the agreement between SCAN and Riksarkivet over the use of Arkis for the finding aids project	RM
2.3	The post of Project Manager was discussed. It was agreed to raise this with the HLF monitors at the next meeting for their views on progressing the recruitment of a permanent project manager and the issue of costs involved in advertising the post.	RM
3	Review of Workplans
	Stuart will be working on the composite spreadsheet with the aim of completing it for the next drawdown.	SL/RM
3.1	Internet Resources
3.1.1	RM reported that the team now had their Atmel camera installed and working along with the book cradle. The camera was operating satisfactorily but there was a question mark over the number of defective pixels. RM will devise a means of highlighting the number and location of defective pixels. It may then prove possible to derive more accurate settings from surrounding pixel values.	RM
3.1.2	RM advised the project board that Internet Resources team had identified a number of “stock” jobs that would be carried out. These were aimed to produce material that could be incorporated into knowledge base and other web resources for the SCAN website. GM asked for a list of these so he could bring it to the attention of NAS colleagues and suggest further area for consideration.	RM/GM
3.1.3	RM reported that a workshop teaching palaeographic skills had been held at TTH in conjunction with the Scottish Records Association. It had been a very successful day with more than 20 participants. GM asked if this could be made available for NAS staff. SCAN will highlight the avaialablitity of training materials to NAS staff.	JB/HA
3.1.4	The sub-project work plans for both May and June were agreed and approved.
3.2	Testaments
3.2.1	Hazel Anderson and RM had met with staff from the Search room. The meeting was very positive and it was agreed to make a version of the current composite index to the Sherrif Court resords available for staff use and evaluation by the end of June. In addition digital images of completed volumes would be released as early as possible to relieve pressure on search room staff to provide access for the public.	HA/RM
3.2.2	The index linking operation was proceeding satisfactorily. Testaments staff will evaluate the need and usefulness of the requirement to examine each image for index entries, particularly for the post 1800 material. Once this is well underway an accurate assessment of any additional resources that may be required for this step can be made.	HA
3.2.3	The sub-project work plans for both May and June were agreed and approved.
3.3	Catalogues
3.3.1	RM reported that the casual staff had started work on transferring existing entries to the database structure
3.3.2	The sub-project work plans for both May and June were agreed and approved.
4	Procurement
4.1	Digital Cameras
4.1.1	The 3 Atmels had now been installed and are working successfully. We will now request advance from HLF to place an order for the final 2 camera needed for the Testaments project	SL
4.2	Cataloguing Software
	RM will meet with Goran Krisitanson during the forthcoming European ICA meeting to finalise the arrangements for SCAN to use Arkis database. NAS has drawn up a document detailing its requirements for its own cataloguing system. The need to interface with SCAN finding aid entries has been included.
5.	Staffing
	GM reported that the joint board for NAS/SCAN curatorial recruitment will take place June 18-21 20 candidates will be interviewed
6.	Finance
	SL will cover any relevant issues in the next project board meeting
7.	User Group
	No report was received
8.	Participating Archives Working Group
	No report was received
9.	Marketing Events & Publicity Dissemination
	RM reported that the course programme had now been completed but there will be continuing contact with Cathy Black, SCAN’s marketing advisor, particularly with a view to furthering the business plan
10	AOCB
	There were no additional items
11	Date of Next Meeting
	The next Project Board meeting will be held on Wednesday 27^th June at 15.30 in Thomas Thomson House, Bankhead Crossway North, Edinburgh.

RM

18/06/01