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:	29		Report Date:			27 Sept 2001
			Covering Period:			August 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 August 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	£ 99,042	£326,925	Dec 2002
GSU	£703,785	£248,554	£455,231	Dec 2002
	£1,129,752	£347,596	£782,156	Dec 2002
Totals

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

3. Change Control

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

Description of Change Item

Date of request to NHMF

Date of NHMF response

Effect on achievement of Approved Purposes

Effect on Programme

Effect on Costs

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

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

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

4. Review of Design Drawings and Documentation

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

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

5. Timetable/Programme

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

Grant Expiry Date:

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

6. Expenditure on Approved Costs

a) Cost Control

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

Items of Approved Cost (Principal cost elements)	Approved Costs to completion as agreed at award	Out-turn Costs as currently forecast (A)	Planned costs to date - as submitted with Form PM1 (B)	Actual costs to Date (C)	Variance (C-B)	Balance of costs (A- C)
Staff	£2,170,889	£1,401,212	£1,401,212	£1,035,357	£-365,855	£365,855
Internet Server	£449,700	£ 412,225	£ 412,225	£ 139,848	£-272,377	£272,377
Communication	£51,222	£ 34,518	£ 34,518	£ 31,238	£ - 3,280	£ 3,280
Digitisation	£349,191	£198,750	£198,750	£ 152,924	£- 45,826	£ 45,826
Other	£543,500	£421,750	£421,750	£ 310,011	£-111,739	£111,739
Contingency	£2,631,805	£112,209	£112,209		£-112,209	£112,209
VAT	N/A
Totals	£6,196,307	£2,580,664	£2,580,664	£1,669,378	£-911,286	£911,286

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	£1,669,378							£2,580,664
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,669,378							£2,580,664

7. Procurement

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

Goods/Works/ Services : brief description

Approx Value

EU procurement Applies? Yes./No

No of tenderers

Date of tender return

Date of award

Selected Contractor/supplier/ consultant

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

8. Property Ownership and Possession

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

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

9. Insurance

Enter the insurances you have effected:

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

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

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

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

Position

Date Appointed

Job Description sent to NHMF (Yes/No)

Media in which advert placed

Employment Contract to NHMF (Yes/No)

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: 27/09/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

Work on collection description creation continued in the following archives: Glasgow City, Dundee City, Aberdeen University Library Special Collections and West Lothian Archives/Local History Library (some of which in each case was revision of existing entries).

The revision of the internal work on West Lothian Archives/Local History Library was completed by the end of the month, and the entries were despatched for local checking.

The converted older data now migrated into the WeeArkis access databases continued to arrive from our casual student employees, and mostly it was possible to review what was received to ensure that the conversion had been properly managed. The work finished at end August, and has been successful in achieving what we had set out to do.

As a result of the NAS/SCAN recruitment board in June, two suitable candidates for SCAN were identified. One was due to start on 3 September; the other one was unfortunately moved away from SCAN before he had started with us to fill a vacant post in NAS, and another candidate who would then come to SCAN instead was going through clearance procedures as the month ended. We are making arrangements to extend the contract of one of our casual curatorial home-based staff, Andrew Jackson, who would otherwise finish on 30 September.

All the staff had at least a few days’ annual leave during the month.

Training and Outreach

Alan Borthwick attended a Scottish Executive seminar on Development Appraisal under the new Scottish Executive reporting system, 10 August; Jenny Cutts attended the same seminar on 16 August; he and Jenny Cutts attended an NAS seminar on Freedom of Information, 16 August; and Jenny Cutts attended the Scottish Archive Training School week-long course, Glasgow University Archives, from 20 August.

2. Internet Resources project

Progress

Joanna Baird and Victoria Miller worked closely together on the market research project for Scottish Wills. A questionnaire was drafted, and then put online and tested and eventually released to interested parties. Nearly 400 responses were received during the course of August and a database was created in order to store and facilitate analysis of the results. The final report incorporating these results was presented to SCAN on 24^th August – Victoria’s final day on the project. Joanna and Victoria held a meeting with the business manager, Cathy Black together with Rob Mildren and Hazel Anderson in the middle of August to discuss progress. The findings of the report will be discussed in September.

There were some problems with the website during the course of August and for some time the Forum was not functional nor was it possible to add new material to the website. This was to some extent rectified by the end of the month but it has still not been possible to activate the email side of the Forum – thus greatly inhibiting the amount of postings received. Lack of a digital camera and problems with Joanna’s PC, the server and a lack of external email all delayed progress on Exhibitions, Research Tools and the Knowledge Base.

The 600^th Knowledge Base entry was added to the website. All the Knowledge Base entries so far on the website underwent some redesign to give them a more consistent look, make navigation much easier/more logical and reduce download times.

The exhibition for the Royal College of Physicians and Surgeons in Glasgow was completed at the end of August and sent to RCPSG staff for approval. They were happy with it and it is scheduled to go online in September.

A new Virtual Tour was added to the website (for the National Library of Scotland).

Material sent for data capture was received back from ADS on 29 August and will be quality controlled in September.

Most of the team had some annual leave during August.

Training and Outreach

Robin Urquhart ran a Palaeography training morning at Angus Archives on 28 August and also carried out some research whilst there. Joanna Baird gave a talk at the Scottish Archive Training School on 22 August and also attended a seminar on e-commerce on 21 August.

An archivist from Cyprus visited the project on 7 August and was given an introduction to the testaments and website by the Internet Resources team.

Joanna Baird attended a meeting of VisitScotland’s Genealogy Steering Group on Wednesday 8^th August.

Digitisation

The continuing problems with the digital camera meant that it was sent back to Atmel at the beginning of August. A replacement camera was not received until 30 August and therefore few images were made during August. Gary Clelland produced a number of A3 printouts for the Testaments team and also took photographs of TTH staff with the handheld digital camera for use on the NAS intranet.

3. Testaments Project

Digital capture

Digital capture of the Aberdeen Testaments (SC1/37/1-76) was completed. The post-1823 registers currently being captured are: Ayr Inventories (SC6/44/1-38), which are nearing completion. Digital capture of the Edinburgh Testaments, 1514-1829 (CC8/8/1-152) continues, and capture of the Argyll Testaments (CC2/3/1-12) and Brechin Testaments (CC3/3/1-12) has been started.

By the second half of the month all problems with the two Atmel cameras had been eliminated and they were operating at full capacity.

The problem of disproportionate use of capacity by the copies of greyscale images on the server continued, despite faster procedures for checking and approval in Salt Lake City.

Conservation

Work continued on the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6). The GSU team continued to paginate the 19^th century Commissary Court registers.

Peter Dickson was on sick leave for the whole of August – the third month in succession. The situation is being monitored by Rob and Hazel in close cooperation with SE personnel and welfare staff. Hazel and Linda Ramsay, head of NAS conservation, continue to seek to maintain a satisfactory workflow.

Editorial

Work on index/image linking of the Aberdeen Inventories registers, was started in the third week of August by the GSU volunteers, after training by Maragaret.

Niall Taylor continued to work on the union index of the 19^th century registers, and began to put together the index for the pre-1800 index.

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

Margaret continued work on the selection and numbering of warrants of Stirling testaments (CC21/6), and passed the first bundles to Conservation for assessment

Training and outreach

Arlene and Grant Miller joined the GSU volunteer team on 27August, when they started their training programme, including document handling conducted by Dagmar.

The following visitors came to see the project during the month:

Robin Blair, Lord Lyon of Scotland; Margaret McCollum, Beth Rainy and Richard Higgins, Durham Diocesan Archives.

Images of six Aberdeen warrants (CC1/6/4325-35, 11689-93, 14545-50, 19947-49, 20103-05, 21104-07), a total of 32 images, were captured and printed out for readers by special request. A request relating to Aberdeen wills (SC1/36 & 37) was passed on from the SCAN website and answered by Hazel.

Ann attended a 1 day SE training course on ‘Introduction to Government in Scotland’ on 24 August, and Hazel and Margaret attended a NAS seminar on Freedom of Information legislation on 16 August.

The following staff were on holiday during the month:

Hazel – 1 week, Jane – 2 weeks, Margaret - 1 week.

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

22 August 2001 14.30

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

Stuart Low (Minute Secretary)

1	Minutes of Last Meeting and Review of Action Points	Action
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12	The minutes of the last meeting were approved. Progress on the following action points was reported: Noted that Conservation already operate a time sheet system. In order to prevent duplication RM will discuss SCAN’s requirements with LR. Noted that RM had spoken to GK and agreed that Arkis payments would be structured within the following framework. Consultancy · Database · Application · Search Screens Intellectual Property Rights · Database · Applications · Search Screens It was noted that the overall cost would lie between £10,000 - £15,000. Further noted that NT was drawing up a contract of conditions of service for the Swedish Archives to sign. It was noted that the Swedish National Archives were the only organisation able to supply this system. Noted that the B2 curatorial would join the project in September, although the B1 curatorial was still to be selected. Noted that over 300 replies had been received in response to VM’s market research questionnaire. Noted that 85% of respondents would be prepared to pay £7.00 for a digital image of a will. RM to discuss a charging structure with JG that would equate to the current charging structure in place in the search room. Noted that JB was in agreement with seeking wider distribution channels for the proposed SCAN poster. Also noted that this would be discussed further at the next PAWG meeting. Noted that RM would follow up on quality control checks for the index linking of images. Noted that RM had met with Ann Laird (New User Group Chair) on 13^th August. Noted that AL would attend next HLF meeting on 19^th September. Further noted that AL intended to establish topic groups to improve communications both within the User Group and between the User Group and SCAN. Also in her capacity as a teacher, AL suggested that her more mature pupils could evaluate certain aspects of the website. Noted that the next joint meeting of the User Group and the PAWG would take place in mid November in Glasgow. Agreed that the second phase of IT provision for the Participating Archives should be conducted on a first come, first served basis. Proposed that those archives that had signed off completion of their cataloguing work should be given priority. SL to discuss final drafting of bid invitation with AB. Noted that SCAN should be clearly associated with the provision of any SoA delivered training, funded through the SCAN project and that all training should be SoA certified. Noted that HA should discuss the issues surrounding the use of NAS repro staff on SCAN projects with Hugh Hagan. Proposed that a series of familiarisation visits be set up. Agreed that RM would discuss the Stairs project with JB in more detail.	RM NT RM/JG RM RM SL/AB HA/HH RM/JB
2	Review of Workplans
2.1	Internet Resources sub-Project
2.1.1 2.1.2 2.1.3	Agreed that the findings of VM’s market research report would be discussed at the next HLF monitoring meeting on 19th September. Stuart to add to Agenda. Noted that the new forum software had been installed and initiated. Noted that work had begun on 5 new on-line exhibitions.	SL
2.2	Testaments
2.2.1 2.2.2 2.2.3 2.2.4 2.2.5	Confirmed that the problem with the Atmel cameras had been resolved by inserting faster disk controllers in the PC’s. Noted that RM had proposed a new system to expedite the clearance of the digital tapes sent to the GSU in SLC in order to optimise the storage capacity of the server. Noted that all indexing and pagination was now complete and that resources could now be concentrated on image linking. Noted that NT had completed the union index for the sheriff court records and was now working on a similar index for the commissariats. It was agreed that due to PD’s continuing absence SL would review the budget to assess the viability of employing another conservator (B1) on a short-term basis.	NT SL
2.3	On-Line Catalogues
2.3.1 2.3.2 2.3.3	Noted that AB had completed the Local Authority fonds project. Noted that Arkis now had the facility to draw groups of records together. Agreed that RM would discuss with AB and IO the options for completing the On-Line catalogues commitment of the project within budget. The options as proposed were: (a). Use agreed budget to fund existing staff, but protracted over a longer time frame than initially envisaged. (b). Employ additional staff, from within agreed budget, and complete the project on time.	RM
3.0	Procurement
3.1 3.2	Noted that the next 2 digital cameras should arrive in early September. Noted that a quote for additional data storage servers had been requested from Morse.
4.0	Staffing
4.1	Nothing further to add over and above review of action points.
5.0	Finance
5.1	Written Report Attached
6.0	User Group/PAWG
6.1	Nothing further to add over and above review of action points.
7.0	National Council of Archives
7.1	Noted that the first meeting of the National Archives Network User Research Group will be held in London on 20^th September. SL to attend and also to copy Sarah Flynn e-mail to PA.	SL
8.0	Marketing & Publicity
8.1	Nothing further to add over and above review of action points.
9.0	AOCB
9.1	Agreed that GM would ask Alison Lindsay to contact JB with regard to the Millenium Canal Link.	GM
10.0	Date of Next Meeting
	The next Project Board meeting will be held on Thursday 27th September at 14.30 in Thomas Thomson House, Bankhead Crossway North, Edinburgh.

SL

30/08/01

Scottish Archive Network

Finance Report – 30th August 2001

1. HLF Drawdowns

1.1 The July drawdown (26) of £47,283.56 is currently being assessed.

1.2 The August drawdown (27) was submitted on 24th August.

1.3 The drawdown percentage requires to be reviewed with the HLF in terms of advance reconciliation’s where an amount of advanced grant money is returned to them.