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:	32		Report Date:			27 Dec 2001
			Covering Period:			Nov 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 November 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	£109,974	£315,993	Dec 2002
GSU	£703,785	£308,413	£395,372	Dec 2002
	£1,129,752	£418,387	£711,365	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	£1,165,622	£-428,010	£428,010
Internet Server	£449,700	£ 412,225	£ 412,225	£ 139,848	£-272,377	£272,377
Communication	£51,222	£ 37,768	£ 37,768	£ 36,400	£ - 1,368	£ 1,368
Digitisation	£349,191	£217,500	£217,500	£ 251,639	£ 34,139	£ -34,139
Other	£543,500	£453,425	£453,425	£ 339,609	£-113,816	£113,816
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	£1,933,118	£-905,946	£905,946

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	£1,933,118							£2,839,064
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£1,933,118							£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	21/10/01	20/10/02
Computer Insurance	21/10/01	21/10/02
Office Insurance: Including Goods In Transit & Officers Liability Insurance.	21/10/01	21/10/02

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: 23/11/01………………………….

Annex 1

Sub Project Reports

1. Online Catalogues project

Progress

Work on collection description creation continued in the following archives:

• Glasgow City Archives
• Aberdeenshire Archives
• Stirling Council Archives
• Highland Council Archives
• Stirling University Library Special Collections

North Lanarkshire Council Archives data was made available to us in MS Access, and we were able to migrate it readily into our own Wee Arkis system, although some amendments will be needed to have the data meet our standards. Work on Dundee City was completed in initial draft form.

Editing work took place on

• Aberdeen University Library Spec. Coll./Archives
• Lothian Health Services Archive

Visits were paid to the following for the first time:

• South Lanarkshire Council Archives
• Scottish Screen Archives

In both cases we expect to be able to receive almost all the data we require in complete form.

Some simple revision was done to the Online Catalogues part of the SCAN web-site, mostly to show that the database of collection descriptions will be available next year.

In response to a request from HLF for information about the state of play with work within Online Catalogues, a work schedule for the forthcoming year was drawn up.

A meeting was held with National Archives of Scotland and National Library of Scotland colleagues to consider how it might be possible to begin to compile persons’ name authority data in a unified manner, with a view to a National Name Authority File for Scotland (as part of similar endeavours within the UK as a whole). The meeting focussed on preliminary issues, and further discussions will be required before the matter can be taken much further forward.

Arrangements were in hand to continue the current casual contract of Nicola Mills; and Andrew Jackson rejoined the staff on a casual (part-time) contract after a month’s absence for other business.

Training and Outreach

Alan Borthwick presented a brief paper at the EAD/Data Exchange Group of the Society of Archivists, Edinburgh, 27 November, focussing on SCAN’s use of name authority records. Alan also made preparations for his participation in the first NANURG review session, due to be held in London on 5 December.

Caroline Brown and Helen Kemp attended an in-house seminar on the new Scottish Executive performance management system, 16 November.

Helen Kemp was given a number of days of local induction training, now complete except for any other matters which may arise as and when required.

2. Internet Resources project

Progress

Work on the inclusion of early parliamentary manuscript material from the National Archives of Scotland in the Stair Society web site pages was completed in time for their AGM in November. An announcement of the availability of this material and complimentary linking will take place once a domain name has been purchased

Editing of Highlands and Islands emigration data was completed in November and it was handed over to IT staff for the creation of a web interface. Work began on the selection of complementary sources to add to the ‘Research Tools’ part of the web-site.

Joanna Baird and Robin Urquhart assisted with the development of the National Archive User Research Group (NANURG) questionnaire in November.

12 publications – from both Friends of Dundee City Archives and the Abertay Historical Society – were added to the Bookshop in November.

The online ‘search’ facility was significantly improved in November. Use of the new ‘IndexServer’ on the site meant alterations had to be made to each page and this took some considerable time.

Joanna and Gary both took some annual leave in November

Training and Outreach

Gary visited the Reprographic section of the NAS on 20^th November following visits by NAS staff to see Gary’s camera set-up.

Joanna Baird attended a meeting of the VisitScotland Steering Group on 30^th November. Joanna and Rob Mildren also attended a meeting with the Lord Lyon on 29^th November.

Digitisation

The digital camera functioned normally throughout November.

3. Testaments Project

Digital capture

Digitising of the following series with the Atmel cameras has now been completed:

• Cupar (SC20/50/1-48)
• Edinburgh Inventories (SC70/1/1-176).

Currently, the Edinburgh Wills (SC70/4/1-159) are being captured.

Digitising of the following series with the Kodak cameras continues:

• Aberdeen warrants (CC1/6/bundles 1-86)
• Edinburgh Testaments (CC8/8/1-152)

Registers in the following commissariots have also been captured this month:

• Dumfries (CC5/6)
• Dunblane (CC6/5)
• Dunkeld (CC7/6 & 9)
• Glasgow (CC9/7)
• Hamilton (CC10/5)
• Inverness (CC11/1 & 2))
• The Isles (CC12/3)
• Kirkcudbright (CC13/3)
• Lanark (CC14/5)
• Lauder (CC15/5)
• Orkney and Shetland (CC17/4)
• Peebles (CC18/4).

During the month production and subsequent processing of the images was interrupted for approximately 1½ days, due to failure of the disc storage on the server. The images were restored from copies on DLT. The procurement process for acquiring extra server capacity was well advanced by the end of the month.

Conservation

Dagmar and Ann continued with preparation of the registers of

• Edinburgh testaments (CC8/8)
• Aberdeen warrants (CC1/6)

NAS conservators also started working on the Edinburgh registers, in accordance with the plan agreed in October.

Editorial

Work on index/image linking by the GSU volunteers of the Aberdeen Wills (SC1/37/1-76) was completed during the month. Linking of the Edinburgh Inventories (SC70/1/1-176) was complete up to volume 53 by the end of the month

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).

Hazel completed quality control of the 19^th century Edinburgh index.

Staff, training and outreach

Hazel interviewed a Dr Charles Kelham for a casual curatorial post linking images to index entries; Dr Kelham will start work at TTH in January. Arrangements were also put in place for Nicola Mills to do similar work from home once she has finished her work for Online Catalogues.

Staff from the NAS Historical Search Room visited the project for a ½ day on 7^th November.

Dagmar took part in running a 1 day Society of Archivists training session for curatorial staff on conservation in Perth on 22^nd November.

Hazel, Margaret, Dagmar and Ann attended a ½ day meeting of the Secondment Support Network on 28^th November.

Rob conducted a Development Appraisal interview with Hazel on 27^th November, and Testaments staff completed and submitted their Personal Learning Plans (in accordance with their Development Appraisals) by the end of the month.

Hazel took one week’s leave during the month.

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

23 November 2001 14.00

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 agreed that the Action Points would be reviewed under their appropriate headings.

2.0 HLF Correspondence

2.1 It was noted that correspondence had been received from the HLF on 22 November. The following points 2.2 to 2.18 address the main points raised in this correspondence.

2.2 It was noted that the suggested Annual Review date of 15^th January was not suitable and that the following dates should be offered – 14^th; 16^th; 18^th; 25^th January should be offered as alternatives. Action: RM

2.3 It was noted that the issue of image availability now appeared to be resolved in so far as that it had been agreed that testament images would not be freely available over the Internet. It was further noted that, as yet, an appropriate charging structure required to be developed.

Action: RM

2.4 It was noted that the SCAN Marketing Plan drawn up by Victoria Miller in August 2001, addressed a number of concerns raised by the HLF. It was agreed that the HLF should be asked to specifically identify any additional areas of concern relating to marketing of hard copies, which were not addressed directly by the information contained in the Marketing Plan. In addition SCAN would extend the report to cover sales of electronic copies Action: RM/SL

2.5 It was suggested that SCAN should seek to develop its licensing service for participating archives by the end of 2001. It was further suggested that this should on the lines of a flat fixed rate which would entitle participating archives to use purchased images in any way they wished. It was also suggested that a subscription service for individuals be developed along a similar format. Action: RM/SL

2.6 It was agreed that the criteria for extending the Grant Expiry Date of the project should be queried with the HLF. Action: SL

2.7 It was suggested that the project should assign Relationship Managers to specific groupings of participating archives in order to facilitate the smooth running of the project and to engender good relations between project stakeholders. It was agreed that this idea should be discussed at the next team meeting – Stuart to add to Agenda. Action: SL

2.8 It was noted that there was a limited pool of curatorial expertise within the peripheral labour market. It was suggested that participating archives should be encouraged to identify suitable short-term resources through their own intelligence networks, such as retired staff for example. It was further suggested that SCAN could fund casual contracts for deployment within participating archives, if suitable candidates could be identified. It was agreed that some attempt should be made to calculate a staff unit cost for assisting in the TFLA completion process for each outstanding participating archive. Rob to discuss with Alan. Action: RM

2.9 It was suggested that a work-traffic manager be assigned to progress chase the workflow through participating archives from initiation to sign off. It was further suggested that this might help the project to meet its deadlines and expedite the sign-off process. Rob to discuss with Alan. Action: RM

2.10 It was agreed that Peter would follow up with John Shaw the current position with TFLA progress within the NAS. Action: PA

2.11 It was noted that Arkis continued to present a high risk to the project due to the unpredictability of its development and delivery schedule. It was suggested that Arkis be dropped in favour of wholly adopting a proprietary software package, such as CALM 2000 for example. It was noted that any relationship between SCAN and the NAS would need to be explicit in any agreement made regarding the purchase of CALM 2000 from its suppliers. Rob to discuss further with George, Alan and Niall. Action: RM/GM

2.12 It was agreed to assess the extent of transferability of data between Arkis and CALM 2000 before the next HLF Monitoring Meeting.

Action: RM

2.13 It was noted that the HLF’s attention should be drawn to the NANURG evaluation sessions in response to their call for an independently conducted usability review. It was further noted that the initial draft of the NANURG evaluation report should be prepared by the end of January 2002. Action: RM

2.14 It was suggested that the educational content of the website could be enhanced by developing a reciprocal relationship between SCAN and the NAS Publications and Education Branch. It was agreed to explore this issue further. Action: GM

2.15 It was agreed to review the style of project documentation and to develop part of the web site for posting relevant documents to facilitate ease of access to information by both the project team and the HLF Monitors. Agreed that Stuart would review document layout and liase with Bill regarding hosting this information on the website. Action: SL

2.16 It was agreed that Stuart would check with McCabe’s to confirm the normal accepted write off period for capital expenditure etc.

Action: SL

2.17 It was suggested that a 2-year service level agreement could be introduced to provide participating archives with a digital imaging service at a discounted rate once the Grant Expiry Date of the project had been reached.

2.18 It was proposed that a paper be produced outlining the strategy for integrating SCAN’s current financial and administrative processes into the administrative systems of the NAS. Action: GM/RM

3.0 Review of Workplans

3.1 Online Catalogues

3.1.1 It was confirmed that Ian Hill had been informed about proposed SCAN visits to participating archives.

3.1.2 It was confirmed that Helen Kemp had joined the curatorial team on 29^th October.

3.1.3 It was confirmed that Clackmannanshire Archives had now joined the project as a participating archive.

3.2 Internet Resources

3.2.1 It was noted that the Stair Society project had been completed and that they were happy with the result. It was further noted that Stuart would raise an invoice for this work. Action: SL

3.2.2 It was noted that their had been some difficulties associated with paying for the registration of domain names through Network Solutions. It was noted that other alternatives would be explored.

Action: RM

3.3 Testaments

3.3.1 It was confirmed that a response had been sent to ASGRA regarding their concerns over SCAN charges and that they had been invited to visit the project in January 2002.

3.3.2 It was noted that Hazel was assessing the implications of extending the date range beyond 1875 for the digitisation of Testaments.

3.3.3 It was noted that the project was averaging 150,000 digitised pages per month.

4.0 Procurement

4.1 It was noted that the procurement of additional storage space for the server was currently being progressed. Rob to follow up.

Action: RM

5.0 Staffing

5.1 It was noted that George would speak to Linda Ramsay regarding provision of conservation services to the SCAN project on 23^rd November. Action: GM

5.2 It was suggested that students could be employed next summer on a casual basis to carry out whatever work may be necessary to assist the project in adhering to its production timetable. It was further suggested that this could be in the form of a twilight shift. It was agreed that George would discuss the implications of this with Bob Philips.

Action: GM

6.0 Finance

6.1 It was noted that Drawdown 30 was currently being processed and that Drawdown 31 would be submitted on 26^th November. Action: SL

6.2 It was noted that Stuart had completed the review of drawdown percentage against advance drawdowns received. It was further noted that this information had been sent to the HLF to assist them with the recalculation of the drawdown percentage currently in force.

6.3 It was noted that Stuart would follow up on the position of the SCAN Accounts with Jim Grady. Action: SL

6.4 It was noted that a budget review would be tabled at the HLF annual review meeting early next year. It was also agreed that a budget should be secured for the development of a specific Testaments website. Stuart to initially review figures as necessary. Action: SL

6.5 It was confirmed that SCAN’s office and computer engineering insurance had now been renewed from 21^st October 2001. It was further noted that the proposal form was with Rob for completion of the IT specifications. Action: RM

7.0 Participating Archives

7.1 It was noted that SCAN had funded 37 participants on the SoA ‘Tangled Web’ seminar.

7.2 It was noted that eight applications had been received from participating archives for IT equipment funded by the project. Stuart to follow up on procurement. Action: SL

7.3 It was confirmed that an amended version of the HLF narrative report was now being sent to the participating archives on a monthly basis and this would eventually be made available on the NAS Intranet. Action: SL/RM

8.0 NANURG Meeting

8.1 It was noted that the final arrangements for running all three evaluation events were in their closing stages and that the active recruitment of participants was currently underway.

8.2 It was noted that Stuart had passed SCAN’s collective comments regarding the first draft of the questionnaire to Sarah Flynn and that they would be worked into the final draft, which would be distributed week commencing 26^th November.

8.3 It was noted that Alan would be attending the London event on 5^th December and that Joanna would be attending the Manchester event on the 11^th December. Attendance at the Edinburgh event on 13^th December was to be confirmed and would depend on the final number of participants.

8.4 It was noted that the information packs were due to be sent out to the London and Manchester locations next week. Action: SL

8.5 It was noted that the Re:source funding might be able to accommodate the total cost of all three events and that a SCAN contribution may not be needed.

9.0 Marketing/Publicity

9.1 It was reported that George and Rob had met with Eddie Friel of Clydeside Tourist Board.

9.2 It was agreed that the marketing plan should be revived and that this should be discussed fully at the Marketing meeting on 7^th December – Stuart to add to agenda. Action: SL

9.3 It was noted that the Launch events for both the online catalogues and the Testaments would now be considered in detail and worked into the revised marketing plan. Action: SL

10.0 Date of Next Project Board

The next project board will be held on Thursday 20th December at 14.00 in TTH.

SL 11/12/01