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:

34

 

Report Date:

19 Feb 2002

 

 

 

 

 

 

 

 

 

 

 

 

Covering Period:

Jan 2002

 

 

 

 

 

 

 

 

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 January 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

£117,262

£308,705

Dec 2002

GSU

£703,785

£346,188

£357,597

Dec 2002

 

 

 

 

 

 

£1,129,752

£463,450

£666,302

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

£1,786,052

£1,786,052

£1,293,638

£-492,414

£492,414

Internet Server

£449,700

£  412,225

£  412,225

£  183,069

£-229,156

£229,156

Communication

£51,222

£    41,018

£  41,018

£    41,214

£        196

£     -196

Digitisation

£349,191

£217,500

£217,500

£  256,853

£   39,353

£ -39,353

Other

£543,500

£477,600

£477,600

£  346,711

£-130,889

£130,889

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contingency

£2,631,805

£135,506

£135,506

 

£-135,506

£135,506

VAT

N/A

 

 

 

 

 

 

 

 

 

 

 

 

Totals

£6,196,307

£3,069,901

£3,069,901

£2,121,485

£ -948,416

£ 948,416

 

 

                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

2nd Qtr

3rd Qtr

4th Qtr

5th Qtr

Later 

Total to

Completion

Expenditure of Approved Cost

Enter

Total of C above

 

 

 

 

 

 

Enter

Total of A above

Funded by:

 

 

 

 

 

 

 

 

NHMF

£2,121,485

 

 

 

 

 

 

£3,069,901

Other source (1)

 

 

 

 

 

 

 

 

Other source (2)

 

 

 

 

 

 

 

 

Other source (3)

 

 

 

 

 

 

 

 

Total Funding (to equal Expenditure of Approved Cost)

£2,121,485

 

 

 

 

 

 

 

 

£3,069,901

 

 

 

 

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

01/02/02

31/01/03

Computer Insurance

 

21/10/01

21/10/02

Office Insurance: Including Goods In Transit & Officers Liability Insurance.

 

01/02/02

31/01/03

 

 

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

 

 

25/01/02

 

Y

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:                                       19/02/02………………………….


 

Annex 1

 

Sub Project Reports

 

1.         Online Catalogues project

 

Progress

Work on collection description creation continued in the following archives:

 

South Lanarkshire Council Archives was a new start, migrating some good data supplied by the Archive; but no further work will occur here for some weeks, it is expected.

 

Editing work took place on

 

The internal editing of Stirling University’s data was completed, and the completed database will be despatched for local review as soon as possible.  The Aberdeen editing work was almost complete by the end of the month.  Some work was also done on the Royal College of Physicians & Surgeons, Glasgow, data, to ensure that it had been migrated well into MS Access from MS Word, and some refinements were made.  Similar work was also done on about half of the Falkirk Museums History Research Centre data.

 

Contact was continued with all the participating archives where work was scheduled for later this year to explain roughly when SCAN’s work would start.  Visits were made to St Andrews University Library Special Collections, and to the Royal College of Surgeons (Edinburgh), to exchange views on SCAN work: the former as it had recently received Archives Hub funding, and the latter because it was 18 months since we had last been in contact and we needed to be absolutely certain what work we would be undertaking.  An internal meeting to consider the schedule for 2002 was held at end January, at which we considered a draft programme.  The programme had previously been shown to the HLF monitors at a meeting on 14 January, and will be refined for their next visit on 26 February.

 

Training and Outreach

Alan Borthwick made preparations for the team’s participation in the joint User Group/Participating Archives Working Group meeting, arranged for 2 February.   He was in discussion with a contact in the Society of Archivists (Scotland) about the next descriptive standards training event, to be funded more or less by SCAN, and which will probably take place in April.

 

Caroline Brown and Helen Kemp attended a Scottish Executive seminar for new starts, 25 January.

 
 

2.         Internet Resources project

 

Progress

 

Joanna Baird completed work on the ‘Emigration’ entry for the ‘Virtual Vault’ on 31 January including the database of 5000 individuals and a variety of other original sources. Niall Taylor assisted in the refinement of the database prior to launch.

 

Addition of the early NAS Parliamentary Volumes (PA5/1 and PA5/2) to the Stair Society website was completed on 18th December. NAS staff were informed of the work. It is planned to publicise the new material when the required domain name has been transferred to the SCAN server in January 2002. Work continued on selection of emigration material for the website in preparation for addition to the live site.

 

Joanna drafted a questionnaire regarding potential sources for digitisation which was used in response to those who had expressed an interest in the project. The responses will be used to plan the workflow over February and March 2002.

 

John Malden continued work on the editing of burgh entries in preparation for loading them on the Knowledge Base in 2002.

 

Training and Outreach

 

Joanna Baird attended a meeting of the VisitScotland genealogy steering group on 10 January which was followed by a meeting with Ian Galbraith of Scots Origins. Joanna, Robin and Gary then attended the official launch of www.ancestralscotland.com on 24th January.


 

3.         Testaments Project

 

Digitisation

 

Digitising of the following series with the Atmel cameras was completed:

Digitising of the following series with the Atmel cameras was started:

Digitising of the following series with the Kodak cameras was completed:

Digitising of the following series with the Kodak cameras continues:

* Some of the larger volumes in this series were captured single page by an Atmel camera

The repaired controller box for one of the Atmel cameras was returned by IKM in Germany and installed on 10 January. Full production with this camera was resumed straight away. An estimate for an extra controller box for use in any future breakdown was received from IKM and an order placed. A replacement for a faulty compressor on one of the Atmel workstations was also received from Germany during the month and the faulty one returned.

 

The millionth page of the testaments was captured on Monday 14 January, the day of the Annual Review by the HLF. This milestone was marked by congratulations from the Keeper and special features on the SCAN website and the NAS intranet. An article also appeared in the Business Section of the national newspaper Scotland on Sunday on 27 January.

At 31 January there were 683,592 JPEGs on the server. Of these, 442,889 were double page, and 240,703 were single page, so the total number of pages captured was 1,126,481

 

 

Conservation

 

During January all members of staff in the NAS Conservation branch worked on preparation of the testaments, as a result of which 81 volumes and 23 bundles of  warrants were completed ready for capture. In order to maintain the workflow for the cameras as well as meet other conservation commitments for the NAS it is proposed that NAS conservators will work on the testaments during alternate months. SCAN conservation staff will continue to work full time on the testaments

 

Editorial

 

Index/image linking of the Edinburgh Inventories (SC70/1/1-176) by the GSU volunteers was completed during the month, and work began on the Edinburgh Wills (SC70/4/1-159). Hazel continued quality control of index/image linking of the Edinburgh Inventories.

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). They were joined by Dr Charles Kelham, who started as a casual member of staff on 7 January.

Hazel and Margaret attended meetings to discuss the specification of the new SCAN Testaments website – www.scottishdocuments.com -  and started to prepare content for it.

 

Staff, training and outreach

 

The following visits took place during the month:

 

Hazel attended a Scottish Executive training course on Microsoft Excel on 21 and 22 January.

5 enquiries about wills were received and answered during the month (four from Historical Search Room colleagues, one from the SCAN website). One enquiry about digital capture was received from the Photo Information Officer of Amnesty International.

 

 


 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

 

Project Board – Thomas Thomson House, 16/01/02 @ 16.00

Present: R Mildren (Chair), G Mackenzie, P Anderson, S Low (Minute Taker)

Action Point Summary [RM=8, GM=4, PA=2, SL=11]

Agenda Item

Outcome

Action Officer

Action

By

Action

Completed

Progress

Review

1.0 Minutes of Prev Meeting

The previous minutes were approved and accepted.

 

 

 

 

2.0 HLF Annual Review

It was noted that the HLF Annual Review had taken place on 14/01/02. It was further noted that the request to amend the Grant Expiry Date was contingent upon the project submitting a robust plan for the completion of the TFLA work to the HLF. It was agreed to construct a plan, detailing specified project inputs and required outputs. It was also agreed to draw up a profile analysis for each archive detailing the quality and extent of their collections. It was agreed to present the revised work-plan at the HLF Quarterly Meeting on 18/04/01.Rob to liaise with Alan to construct.

 

It was noted that Ann Laird could provide contacts, who might be willing to contribute towards the development of educational resources based on web site content. Rob to discuss with Robin and Joanna.

 

It was emphasized that the offer of CALM training should be extended to those archives that had already procured this system. It was agreed that this would happen be default as all participating archives would be invited to any organized training event.

 

It was noted that the budget recommendations had been approved and accepted.

 

It was noted that the HLF had approved the project’s proposal to extend the date range for digitizing Testaments for the period 1876-1885.

 

It was agreed that, in light of the HLF’s request to have 6 weekly monitoring meetings, the project board should convene on the same day for the foreseeable future

 

 

 

 

 

 

 

 

 

 

RM

 

 

 

RM

 

 

 

 

 

 

 

 

 

 

11/04/02

 

 

 

11/04/02

 

 

3.0 Review of Work Plans

2.1 On-Line Catalogues

2.1.1 Review of AP’s

        AP 2.5

 

 

 

It was confirmed that the licensing agreement had been discussed at the HLF Annual Review. It was agreed that this would be explored in more detail and should form part of the project’s overall marketing strategy. It was also agreed that this item would be discussed at the next SCAN marketing meeting to be held on 18-01-02. Stuart to add to agenda.

 

 

 

 

 

 

 

 

SL

 

 

 

 

 

 

 

 

17/01/02

 

 

      AP 2.7

It was confirmed that specific team members had now been allocated to individual archives in a relationship manager role.

 

 

 

 

     AP 2.8

It was noted that the HLF had expressed concern over the project’s proposal that local archivists be employed directly by participating archives. The concerns were mainly based around the consistency of cataloguing standards and the element of control, which SCAN, would retain in this context. It was noted that the HLF would, however, consider individual cases on merit. It was agreed that this matter would be raised at the joint meeting of the participating archives and user group on 02/02/02.

 

 

 

 

 

 

RM

 

 

 

 

 

 

02/02/02

 

 

    AP 2.10

It was noted that Peter had, as yet, to arrange a joint meeting between Alan Borthwick and John Shaw to draw up a plan for completing the NAS TFLA’s.

PA

31/01/02

 

 

2.1.2 New P/Archive

It was confirmed that the Archdiocese of Glasgow’s Catholic Archives had formally joined the project, bringing the total number of participating archives to 51.

 

 

 

 

 

 

 

 

 

 

2.2 Testaments

 

2.2.1 Review of AP’s

         AP 2.2.3

 

 

 

It was confirmed that Morse had now reconfigured the server to minimize the risk of a repeat failure.

 

 

 

 

2.2.2 Milestones

It was confirmed that the 1 millionth page had been captured on Monday 14th January.

 

 

 

 

2.2.3 Controller Box

It was noted that a controller box on one of the cameras had failed, although this had now been repaired. It was also noted that IKM had been asked to quote to supply an additional controller box, which could be used in the event of a repeat failure.

 

 

 

 

2.2.4 Digitisation Programme

It was confirmed that the HLF had agreed to extending the range of the Testaments digitizing programme to include Testaments for the period 1876 – 1885.

 

 

 

 

 

 

 

 

 

 

2.3 Internet Resources

 

2.3.1 Review of AP’s

         AP 2.14

 

 

 

It was confirmed that the educational aspects of the website had been discussed with the HLF at the Annual Review. (See Minutes of HLF Annual Review 14/01/02, Point 2.7, for full discussion).

 

It was also confirmed that Stuart had asked Margaret McBryde to contact Joanna regarding the quarterly meeting of Institutional Education Officers.

 

 

 

 

        AP 2.3.2 (Stair Society)

It was confirmed that the domain name for the Stair Society had now been registered. Once confirmation of registration was received an invoice will be raised for the full cost of the work undertaken.

SL

21/01/02

 

 

2.3.2 Conservation Assess

It was noted that there appeared to be inconsistency in the conservation assessment process, as material for digital imaging required assessment while material for photocopying did not. It was felt that this might lead to delays within the imaging element of the project. It was agreed to monitor the situation and raise the subject with Linda Ramsay if necessary.

GM/RM

Ongoing

 

 

 

 

 

 

 

 

3.0 Procurement

 

3.1 Review of AP’s

       AP 4.1 (Data Storage)

 

 

 

It was confirmed that the extra data storage had been procured and installed.

 

 

 

 

        AP2.11 (Cat Software)

It was noted that the NAS had not yet signed the contract for CALM, although this should be completed by the end of the month. GM to confirm when this has been done. (See Minutes of HLF Annual Review 14/01/02, Point 2.5, for full discussion).

GM

31/01/02

 

 

 

 

 

 

 

 

4.0 Staffing

 

4.1 Review of AP’s

      AP 5.1 (Conservation)

 

   

 

 

 

It was noted that Linda Ramsay had, as yet, to provide an estimate of the costs of providing conservation services to the project. Rob to follow up.

 

It was confirmed that the remaining budget for additional

conservation resource had been assessed at £13,260.

 

 

 

RM

 

 

 

31/01/01

 

 

        AP 5.2 (Twilight Shift)

It was noted that given the assurances of data transfer compatibility for CALM 2000 and the high levels of accuracy in the index-linking, it was no longer necessary to consider the introduction of a casual twilight shift at this time. It was noted that this avenue could be re-opened, if required, to address the issue of running commercial digitizing projects.

 

 

 

 

4.2 Casual Staffing

It was confirmed that Charles Kelham had joined the Testaments team on a temporary curatorial contract from January 7th 2002.

 

 

 

 

 

 

 

 

 

 

5.0 Admin & Finance

 

5.1 Review of AP’s

      AP 2.6

 

 

 

It was confirmed that the Grant Expiry Date had been discussed at the HLF Annual Review. (See Point 2 above).

 

 

 

 

      AP 2.15

It was confirmed that a prototype admin website had been developed and presented at the HLF Annual Review. It was noted that they were pleased with the site as demonstrated and it was agreed that a few additions would be made as per the Minutes of HLF Annual Review 14/01/02, Point 2.10. It was agreed that Stuart would liaise with Bill to implement.

 

 

 

 

 

SL

 

 

 

 

 

20/02/01

 

 

     AP 2.17

It was noted that asset depreciation would only need to be considered if the HLF were to request the return of any project equipment.

 

 

 

 

     AP 2.18

It was noted that a preliminary paper regarding SCAN/NAS post-project had been tabled at the HLF Annual Review. It was noted that more investigative work required to be undertaken. It was agreed that the preliminary paper would be reconditioned as appropriate and presented to the HLF at a future meeting around July 2002.

RM/GM

30/06/02

 

 

AP 6.1 (D/Down)

It was noted that Drawdown 31 had been submitted w/c 07/01/02 and that Drawdown 32 would be submitted by 25/01/02.

SL

25/01/02

 

 

AP 6.2 (Rev of D/D %)

It was confirmed that the Advance Drawdown calculations had been reviewed. It was noted that the HLF were eligible to recover a further £14,089.98

and that correspondence had been sent to them to that effect. It was further noted that this figure had been agreed at the HLF Annual Review and the necessary adjustment would be made to Drawdown No 31. Stuart to confirm that the adjustment is made.

 

 

 

 

 

 

SL

 

 

 

 

 

 

31/01/02

 

 

AP 6.3 (Accounts)

It was noted that Stuart had contacted Jim Grady regarding a letter of confirmation for McCabe’s, although it did, as yet, appear to have been sent. Stuart to follow up with Jim Grady.

 

SL

18/01/02

 

 

AP 6.4 Budget Review

It was confirmed that an amended budget had been tabled at the HLF Annual Review to reflect the developing project requirements and that the budget recommendations had been accepted.

 

 

 

 

AP6.5 (Insurance)

It was noted that the computer insurance proposal form had been completed and returned to Norwich Union.

 

 

 

 

 

 

 

 

 

 

6.0 Part Archives Meeting

 

6.1 Review of AP’s

     AP 7.2 (IT Equip)

 

 

It was noted that 11 applications had now been approved to place IT equipment into participating archives under phase 2 of this exercise. Stuart to liaise with participating archives regarding procurement.

 

A draft of the copy intended for dissemination through both UK List Serve and ScotArc List Serve was tabled for comment and review. It was agreed that the CALM paragraph be moved to the top of the text and that it should be disseminated once the CALM deal had been officially concluded.

 

 

SL

 

 

 

 

SL

 

 

Ongoing

 

 

 

 

31/01/02

 

 

     AP 7.3 (Narrative Report)

It was confirmed that the HLF Narrative report would be available on the Admin & Finance website from 26/02/02.

SL

25/02/02

 

 

     AP6.2 (SCAN Training)

It was noted that Alan had spoken to Rachael Third (SoA) regarding a standards training course, including the use of CALM 2000. It was proposed that such a course would not take place until after Easter. It was agreed to review the position at the end of March.

RM/AB

31/03/02

 

 

6.2 Next Meeting

It was confirmed that the next joint meeting of the Participating Archives Working Group & the SCAN User Group would take place on 02/02/02 at TTH between 10.30 and 13.00.

 

 

 

 

 

 

 

 

 

 

7.0 User Group Meeting

 

7.1 Review of AP’s

 

 

No AP’s for review.

 

 

 

 

7.2 Date of Next Meeting

As Point 6.2 above.

 

 

 

 

 

 

 

 

 

 

8.0 NANURG Meeting

 

8.1 Review of AP’s

8.1.1 AP 2.13

 

 

 

It was confirmed that a composite evaluation report had been compiled and tabled at the HLF Annual Review. It was noted that SCAN had emerged favorably from the evaluation process. It was also agreed that the composite report be disseminated to the participating archives and the user group for information, in advance of the final report which should be available by the end of February 2002.

 

 

 

 

 

 

SL

 

 

 

 

 

 

31/01/02

 

 

8.2 Scottish Evaluation Report

It was confirmed that an invoice for £909.75 had now been sent to Re:source for recovery of the expenses associated with the Scottish Evaluation Event.

 

 

 

 

 

 

 

 

 

 

9.0 Marketing & Publicity

 

9.1 Review of AP’s

       AP 2.3

 

 

 

 

It was noted that Peter was still to arrange a meeting with Rob to discuss the revised charging structure for copies of NAS documents.

 

 

 

PA

 

 

 

31/01/02

 

 

       AP 2.4

It was confirmed that the SCAN marketing plan had been tabled at the HLF Annual Review. (See Minutes of HLF Annual Review 14/01/02, Point 2.1, for full discussion).

 

 

 

 

      AP 9.2 (Marketing Plan)

      AP 9.3 (Launch Events)

It was confirmed that both of these topics would be discussed in more detail at the next marketing meeting to be held on 18/01/02.

 

 

 

 

9.2 Testaments Launch Event

9.2.1 E-enabling

9.3 OnLine Cats Launch

It was noted that all points relating to the marketing of SCAN products and services would be the subject of detailed review to be held at the next marketing meeting on 18/01/02. It was confirmed that Joanna was currently inputting a list of marketing tasks into MS Project, which would be used as a catalyst for directing discussion and allocating responsibilities at this meeting.  It was noted that a full report on the marketing strategy adopted would be tabled for discussion at the next project board.

 

 

 

 

 

 

SL/RM

 

 

 

 

 

 

25/02/02

 

 

 

 

 

 

 

 

10.0 AOCB

No other business.

 

 

 

 

 

 

 

 

 

 

11.0 Date of Next Proj Board

Tuesday 26th February 2002 @ 10.00 – TTH