Form PM3 ( Interim Report2:

FORMAT OF PROGRESS REPORT

(To be submitted by Grantee with each grant drawdown application, or at intervals no greater than 3 months)

Form PM3(Part 2-Capital)

Project Title:

Scottish Archive Network

Project Ref No:

DG-95-05231

Name of Grantee:

Scottish Archive Network

As stated in the Monitoring Documents referred to in your Grant Contract, you are required to submit to NHMF a Progress Report with each grant drawdown application, or at maximum intervals of 3 months in the absence of an application, reporting on how the project is progressing towards meeting the Approved Purposes.

The headings and format of the Report, addressing the principal monitoring criteria, are shown below. These headings and format must be followed, but you may prepare your Report using computer software incorporating spreadsheets as appropriate. All sections (expanded in size as necessary) are to be completed fully on each monthly report. (Use supplementary sheets if necessary).

PM forms should be returned in hardcopy and must be completed fully. Failure to do so will delay processing your Grant

Report No:

Report Date:

25 Oct 2001

Covering Period:

Sept 2001

1. General Progress/ Programme and Project Objectives

Enter summary report on general progress towards achievement of the Approved Purposes identifying any problems or issues to which NHMF’s attention should be drawn. Note any actions proposed in response to problems or particular areas of risk.

The project remains within budget and is scheduled to be completed on time.

See annex 1 for detailed progress.

See annex 2 for update on special conditions.

The minutes of the Project Board held in September are attached at Annex 3.

The Project Performance Information is now held on the accompanying spreadsheet.

2. Partnership Funding

Enter progress towards securing partnership funds

Source of Funding	Amount expected (A)	Amount received to date (B)	Balance to come A-B)	Date balance expected
NAS	£425,967	£102,686	£323,281	Dec 2002
GSU	£703,785	£268,507	£435,278	Dec 2002

	£1,129,752	£371,193	£758,559	Dec 2002
Totals

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

3. Change Control

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

Description of Change Item	Date of request to NHMF	Date of NHMF response	Effect on achievement of Approved Purposes	Effect on Programme	Effect on Costs

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

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

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

4. Review of Design Drawings and Documentation

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

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

5. Timetable/Programme

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

Grant Expiry Date:

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







Overall Project Completion

6. Expenditure on Approved Costs

a) Cost Control

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

Items of Approved Cost (Principal cost elements)	Approved Costs to completion as agreed at award	Out-turn Costs as currently forecast (A)	Planned costs to date - as submitted with Form PM1 (B)	Actual costs to Date (C)	Variance (C-B)	Balance of costs (A- C)
Staff	£2,170,889	£1,593,632	£1,593,632	£1,087,487	£-506,145	£506,145
Internet Server	£449,700	£ 412,225	£ 412,225	£ 139,848	£-272,377	£272,377
Communication	£51,222	£ 37,768	£ 37,768	£ 31,388	£ - 6,380	£ 6,380
Digitisation	£349,191	£217,500	£217,500	£ 160,495	£- 57,005	£ 57,005
Other	£543,500	£453,425	£453,425	£ 329,799	£-123,626	£123,626





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

Totals	£6,196,307	£2,839,064	£2,839,064	£1,749,017	£-1,090,047	£1,090,047

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	£1,749,017							£2,839,064
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,749,017							£2,839,064

7. Procurement

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

Goods/Works/ Services : brief description	Approx Value	EU procurement Applies? Yes./No	No of tenderers	Date of tender return	Date of award	Selected Contractor/supplier/ consultant

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

8. Property Ownership and Possession

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

Property Description and evidence provided

Date evidence provided to NHMF

N/A

9. Insurance

Enter the insurances you have effected:

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

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

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

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

Position	Date Appointed	Job Description sent to NHMF (Yes/No)	Media in which advert placed	Employment Contract to NHMF (Yes/No)
Curatorial (Online Catalogues)	03/09/01	See original PID	SoA Newsletter	No

b) Volunteer Staff

The total number of Volunteer staff employed at present is …………11…… (Details are provided with PM3 (Part1)

11. Statutory Consents

Enter the status of the principal statutory consents required to complete the project

Consent Required	Granting Authority	Actual or expected date of consent
Planning	N/A
Listed Building
Scheduled Monument
Others

12. Publicity and Grant Acknowledgement

Enter displayed acknowledgement, press releases, or other publicity issued since the last report:

Description	Date Issued	Approved by NHMF (Yes/No)
Displayed acknowledgement	N/A
Press Releases issued
Publicity issued

13. Photographic Records

Confirm that you are making photographic records of the project Y

14. Special Conditions

Indicate progress towards satisfying the Special Conditions (if any) noted in the Contract:

No	Special Condition	Target Date for compliance	Current Status
	See Annex 2

Name of Grantee: Scottish Archive Network

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

Signed for Grantee: …Rob Mildren……………………………………………………..

Date: 25/10/01………………………….

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, Edinburgh University Library Special Collections/Archives and Aberdeenshire Archives (the last two being new starts this month). By the end of the month work on Dundee City was nearing completion in initial draft form, and Aberdeen University Library Special Collections initial draft was finished.

Caroline Brown (B2) joined the staff on 3 September as a result of the summer recruitment campaign. Caroline’s principal role will be as data editor, a role which would have been taken on increasingly by one of the staff appointed originally had she not left a year ago. In this guise Caroline worked on the initial draft of Northern Health Services Archive collection descriptions, the editorial work on which was completed; and also on Jordanhill College (Strathclyde University), which was nearing completion.

There is still one more recruit from the summer campaign due to start, on 29 October. The casual contract of Andrew Jackson was concluded by mutual agreement at the end of September to allow him to work unimpeded on another task, and he will rejoin the staff, again as a casual member of staff, in early November.

A team meeting for all the staff (casual and permanent) was held in Edinburgh on 26 September. The meeting considered current progress, and discussed issues which might arise at the Participating Archives meeting due to be held on 5 October; and was a useful chance for us all to meet, especially as we had one new member of staff.

Training and Outreach

Caroline Brown was given a number of days of local induction training, and she attended a course about the new Scottish Executive appraisal system on 10 September.

Alan Borthwick gave an introduction to the work of SCAN to Bob Anger, a Canadian archivist on a secondment exercise to Scottish archives, and he then did about 6 days’ work on creation of collection descriptions for some kirk sessions in Borders’ presbyteries for us.

Jenny Cutts and Alan Borthwick attended the “Doors Open Day” event at GRH, 29 September, both representing SCAN. The event was well attended, and many people were given an introduction to the SCAN web-site.

Jenny Cutts and Niall Taylor attended a meeting in Glasgow, 11 September, at which a library-based collection description system was launched and discussions were held as to the continuation of work on this with a view to future co-operation with Scottish Archives, including SCAN.

2. Internet Resources project

Progress

Approximately 20 new pages/images were added to the Scottish Wills part of the website in September and many existing pages were edited to take into consideration these new additions. This was partly in preparation for ‘Doors Open Day’ to be held on Saturday 29^th September.

The exhibition for the Royal College of Physicians and Surgeons in Glasgow was put online at the end of September. A list of suggested docs for imaging for the ‘Scots in…’ highlights exhibitions from the National Archives of Scotland was submitted to Rosemary Gibson, head of Outreach and Education branch for discussion. The list was summarily agreed and Gary will image the suggested items in October.

Research Tools on Lighthouse and Tax Records were added to the Virtual Strongroom in September. Continued problems with Joanna’s PC meant that new additions to the website proved much more time-consuming than normal.

Work was begun on editing the list of emigrants from which the data had been captured by ADS. Work will continue on this in October with a view to adding it to the website in November. Other data captured by ADS began to be received back in late September. This will also require quality controlling prior to putting it online.

In-year reviews were held in September. Most of the team had some annual leave during September.

Training and Outreach

Robin Urquhart gave a talk to the Highland Railway Heritage Society in Glasgow on Saturday 15^th September. He also visited Perth & Kinross Council Archive on 21 September.

Joanna Baird attended a meeting of VisitScotland’s Genealogy Steering Group on Wednesday 5^th September. Rob Mildren and Joanna Baird held a meeting with Ian Galbraith from Scots Origins on Wednesday 5^th September.

Gary Clelland attended a 2-day course in Project Support organised by the Scottish Executive. This course formed part of Gary’s mentoring scheme. Gary also attended a lunchtime seminar on Technology and Innovation – Risk Management. All of the team attended an introduction to the new Development appraisal system in General Register House

Robin demonstrated the SCAN website to Bob Anger, a Canadian archivist, on 5^th September.

Digitisation

The replacement digital camera arrived and functioned well during September and it was therefore possible to achieve the predicted amount of digital images. Gary produced images for the Scottish Wills microsite. He also produced some test images of seals and some images from UCS albums for Ian Johnston. Gary completed the imaging of the glass plate negatives of ‘City of New York’.

3. Testaments Project

Digital capture:

Digitising of the following series has now been completed: Aberdeen (SC1/36/1-77, SC1/37/1-76); Alloa (SC64/42/1-15); Ayr (SC6/1-38, SC6/46/1-11); Banff (SC2/40/1-28); Dingwall (SC25/44/1-11); Kinross (SC22/44/3-7); St Andrews (CC20/4/1-31, CC20/7/1-16); Edinburgh (CC8/11/1-6/2), Kirkwall (SC11/38/1-8, SC11/41/1); Lerwick (SC12/36/1-6).

Most 19th century CC volumes have also been completed.

Digitising of the following series is ongoing: Cupar (SC20/50/1-48); Kirkcudbright (SC16/41/4-32); Peebles (SC42/20/1-9);

Aberdeen warrants (CC1/6/bundles 1-86); Edinburgh (CC8/8/1-152); Argyll (CC2/3/1-12); Brechin (CC3/3/1-12); Caithness (CC4/3/1-3); Dumfries (CC5/6/1-21). Speed of capture of the foregoing CC series is governed by Conservation production rates.

The pressure on server capacity caused by storage of copies of the GSU greyscale images has eased, but has not been eliminated. The tendering process for purchasing increased capacity is in hand.

In the last week of the month the two new cameras and book cradles were delivered and installed. One camera could not be operated due to a problem with fitting the shutter and lens. It is hoped to have this problem sorted out early next month. The latest update of the dCam software, designed to cope with A B C etc suffixes to page numbers, is operating well.

Although a higher number of volumes were captured than in August the actual number of images appeared to be fewer. This statistic is attributable to a number of factors:

- the August figures included a number of retakes, which had not been recorded

as such;

- 40% of the images captured were single page from relatively small volumes, which involved a higher ratio of handling to digitising time;

- 9% of the images captured were from loose documents, requiring individual positioning and cropping on screen;

- holiday leave by the volunteers.

Dagmar was closely involved in advising on the capture of the loose documents and making supports to facilitate the work.

During the month quality control levels were increased to 100% for one week in order to find out if significant numbers of sub-standard images were being missed at the 30% QC level. However, no significant increase was observed, and operators have reverted to the previous level. One of the more difficult judgements for the operators to make is the detection of minute degrees of colour shift. Rob Mildren has devised a programme to automate this detection, and the operators are currently experimenting with it.

Conservation

Work continued on the registers of Edinburgh testaments (CC8/8) and the Aberdeen warrants (CC1/6), as well as the registers of Argyll (CC2/3), Brechin (CC3/3), Caithness (CC4/3) and Dumfries (CC5/6). The GSU team completed pagination of the 19^th century Commissary Court registers.

Peter Dickson, who had been on continuous sick leave for three months, finally decided to resign from SCAN/NAS, with effect from 30 September. Though his departure is much regretted it enables SCAN and NAS to formulate more settled procedures for maintaining a satisfactory workflow.

Editorial

Work on index/image linking of the Aberdeen Inventories registers (SC1/36) by the GSU volunteers continued satisfactorily, and was almost complete by the end of the month. Their next task will be the Aberdeen Wills (SC1/37)

Niall Taylor added the Glasgow entries to the union index of the 19^th century registers, and continued work on putting together the index for the pre-1800 registers.

Jane continued the linking of images and index entries (and recording variants of surname and forename spellings) for the St Andrews Testaments registers (CC20/4). She also began work on the selection of warrants of Brechin testaments (CC3/4) for capture.

Margaret began entering volume and page numbers of the Dunblane registers (CC6/5) into the index database. Due to technical problems she was unable to access the index/image linking software on her computer, but she checked 1½ volumes of the St Andrews Testaments registers (CC20/4/27 & 28), inputting data on surname variants and page numbers to the index database. After consultation with Joanna, she also re-commenced work on the Wills microsite and prepared SCAN display boards for ‘Doors Open Day’.on 29^th September.

Hazel quality controlled the 19^th century Glasgow index, making a number of amendments, before passing it on to Niall for inclusion in the union index. She then started work on the Edinburgh index.

Training and outreach

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

Deborah Hunter and Joni McArthur, National Gallery of Scotland;

Bob Anger, archivist of the Presbyterian Church of Canada;

David Chinn, Production Manager for Record Copying, Public Record Office.

Ann Gibson attended a ½ day Scottish Executive training course on ‘Filing and Records Management’.

Margaret and Hazel took part in Edinburgh Doors Open Day on Saturday 29^th September in the Historical Search Room at General Register House, demonstrating the SCAN website and answering general enquiries.

All testaments staff attended performance management appraisal training sessions during the month, and Hazel conducted in-year reviews with them.

The following staff member was on holiday during the month:

Dagmar – 2 weeks.

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

27 September 2001 16.00

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

1. Minutes of Last Meeting Review of Action Points

1.1 It was noted that Rob was still to discuss the issue of conservation time sheets with Linda Ramsay. Action: RM

1.2 It was agreed that the implications of the Arkis software solution would be discussed at the participating archives meeting on 5^th October.

1.3 It was noted that Rob was intending to discuss the issue of user charges in detail with Jim Grady. It was agreed that access to grey scale images of the testaments should be made available in the search rooms at a different charge on a self serve basis Action: RM

1.4 Following on from the HLF Monitoring meeting it was clarified that SCAN had never intended to provide access to images as an entirely free service. It was also suggested that material for educational use could be contextually packaged and made widely available at minimal cost.

1.5 It was noted that consideration needed to be given to the way in which any income generated by SCAN could be used within the wider NAS after post-project integration. It was suggested that it might be able to fund further digitisation projects of various classes of records.

1.6 It was confirmed that Hazel was carrying out selective quality assurance on the index linking.

1.7 It was noted that the next user group meeting would take place on Saturday 1^st December at TTH.

1.8 It was agreed that Stuart would contact David Brown and Ian Hill to confirm their attendance at the participating archives meeting on 5^th October. Action: SL

1.9 It was confirmed that the bid form for the second phase of IT equipment provision had been distributed to the participating archives. It was agreed to discuss this with the participating archives at the meeting on 5^th October.

1.10 It was confirmed that Hazel and Rob had met with Hugh Hagan to discuss the use of NAS reprographic staff on (after-hours) commercial digitisation projects. It was also confirmed that this arrangement was acceptable.

1.11 It was noted that a price had been agreed for the STAIR Society digitisation project. It was agreed that Rob would inform the NAS that the STAIR Society information would be available on the SCAN web-site. Action: RM

1.12 It was noted that Niall was continuing with work on the Union Index.

1.13 It was confirmed that Stuart had assessed the financial implications of employing a further conservator.

1.14 It was noted that Alan would produce a timetable detailing the completion schedule for the online catalogues for the October HLF report.

Action: AB

1.15 It was noted that discussions with Personnel were underway regarding the extension/re-employment of staff on casual contracts.

1.16 It was agreed to check with Joanna, whether Alison Lindsay had been in contact with her regarding the British Waterways, Millennium Canal Link. Action: SL

2.0 Review of Workplans

2.1 Online Catalogues

2.1.1 It was confirmed that wee Arkis had now been completed.

2.1.2 It was noted that the further curatorial staff member for the online catalogues team would be unlikely to start until late October.

2.2 Internet Resources

2.2.1 It was noted that the Marketing Report compiled by Victoria Miller had been passed to the HLF for comment and review.

2.2.2 It was confirmed that a bid was being prepared for submission to the Lord Lyon for the proposed Heraldic Crests digitisation project.

2.3 Testaments

2.3.1 It was confirmed that Ralf Ihrig from IKM was currently setting up the final 2 digital cameras.

2.3.2 It was noted that it was now unlikely that there would be any overlap between GSU volunteers who had finished their contracts and the arrival of their replacements.

2.3.3 It was confirmed that financial analysis had shown that the project would remain within viable limits, given current and projected levels of GSU partnership funding.

2.3.4 It was noted that the delays in clearing the data tapes in SLC now seemed to have been resolved.

2.3.5 It was noted that Morse had supplied a quote for an additional 200GB of storage capacity. As the figure was over the £10,000 tender threshold it was agreed that Rob would discuss the tendering process with Jim Grady. Action: RM

3.0 Procurement

3.1 It was confirmed that Rob was following up on the procurement of cataloguing software, which would interface with the wee Arkis system. Action: RM

4.0 Staffing

4.1 It was agreed that, given the current situation, conservation should be run as an integrated SCAN/NAS function.

5.0 Finance

5.1 It was noted that the HLF drawdown request No. 26 had been delayed, due to the request being misplaced. It was further noted that the HLF had apologised for this and that steps had been taken to ensure that this would not happen again. Drawdown No 27 had been processed as normal.

5.2 It was confirmed that an audit of the company’s financial affairs had been undertaken by McCabe’s between 4^th-7^th September. It was noted that the nature of the SCAN/NAS financial relationship still required to be fully resolved. It was agreed that George would speak to Jim Grady to clarify this. Action: GM

6.0 Participating Archives

6.1 It was noted that a training bid form had been distributed to all participating archives. It was noted that SCAN had agreed to fund all or part of the training needs as identified by participating archives. It was also agreed to discuss this issue at the meeting on 5^th October.

7.0 NANURG Meeting

7.1 It was noted that the NCA had set up a committee (National Archives Network User Research Group) to gather and evaluate feedback data from users of online digital archive services. It was noted that the projects to be evaluated included SCAN, A2A, AIM 25, Re:source and the Archives Hub.

7.2 It was confirmed that 3 evaluation sessions would take place between the 3-14 December 2001 and would be held in 3 locations; London, Manchester and Edinburgh. It was also noted that each session would aim for a different user group, including academics, educationalists, professional users and family historians.

7.3 It was noted that SCAN had been asked to identify specific issues it may want the evaluation sessions to address, for inclusion in the design of the evaluation study.

7.4 It was noted that the next meeting of this group would take place on 22 October in Manchester. Stuart to attend. Action: SL

8.0 Indexing

8.1 Stair Society as per Action Points

8.2 It was noted that there had been for further contact with the Royal College of Nursing regarding their proposed digitisation project since they had been sent an initial quote.

9.0 Marketing/Publicity

9.1 It was noted that after the events of the 11^th September, no further contact had been made with the American Scottish Foundation. It was also suggested that New York/Tartan Day 2002 might no longer be an appropriate location for the launch of the Testaments project. It was agreed that a rethink of the launch strategy was required. It was agreed that the launch of the online catalogues should proceed as planned and that a Scottish venue should be identified as soon as possible.

9.2 It was noted that Eddie Friel (Glasgow & Clyde Tourist Board) had contacted George with regard to promoting SCAN through his organisation. Agreed that George would follow this up.

Action: GM

10.0 A.O.C.B

10.1 It was agreed that arrangements should now be made for the Orkney and Shetland volumes, brought back by Alan for digitisation, to be returned.

11.0 Date of Next Meeting

The next project board will be held on Tuesday 23^rd October at 10.00am in TTH.