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Form PM3 ( Interim
Report2:
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FORMAT OF PROGRESS REPORT |
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(To
be submitted by Grantee with each grant drawdown application, or at intervals
no greater than 3 months)
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Form PM3(Part 2-Capital)
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Project Title: |
Scottish Archive
Network |
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Project Ref No: |
DG-95-05231 |
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Name of Grantee: |
Scottish Archive
Network |
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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 |
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Report No: |
36 |
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Report Date: |
23 Apr 2002 |
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Covering Period: |
Mar 2002 |
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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.
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The
project remains within budget and is scheduled to be completed on time. |
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See
annex 1 for detailed progress. |
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See
annex 2 for update on special conditions. |
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The
Project Performance Information is now held on the accompanying spreadsheet. |
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2. Partnership Funding
Enter progress towards securing partnership funds
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Source of Funding |
Amount expected (A) |
Amount received to date (B) |
Balance to come A-B) |
Date balance expected |
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NAS |
£425,967 |
£124,550 |
£328,417 |
Dec
2002 |
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GSU |
£703,785 |
£376,050 |
£327,735 |
Dec
2002 |
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£1,129,752 |
£500,600 |
£656,152 |
Dec
2002 |
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Totals
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Explain any changes to sources
of Partnership Funding since the last Progress Report
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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.
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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 |
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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 ).
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Amount
of cost transfer (£’000) |
Cost
transfer from (cost element): |
Cost
transfer to (cost element): |
Effect
on delivery of Approved Purposes |
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N/A |
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4. Review of Design Drawings and
Documentation
Enter any design reviews or comments received from
NHMF or its Project Monitors since your last report
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Work
element for which Design/Document review has been carried out |
Date
reviewed |
NHMF/Project
Monitor’s comments (if any) |
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N/A |
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5. Timetable/Programme
Enter progress compared with the agreed
Timetable/Programme for key activities
Grant Expiry Date:
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Key Activity or milestone |
Planned completion date |
Actual (or currently forecast) completion date |
Variance |
Comment |
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See Annex 1 |
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Overall
Project Completion |
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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).
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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) |
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Staff
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£2,170,889 |
£1,978,472 |
£1,978,472 |
£1,410,210 |
£-568,262 |
£568,262 |
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Internet
Server |
£449,700 |
£ 449,700 |
£ 449,700 |
£ 183,069 |
£-266,631 |
£266,631 |
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Communication |
£51,222 |
£ 44,286 |
£ 44,286 |
£ 41,368 |
£
- 2,918 |
£ 2,918 |
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Digitisation |
£349,191 |
£217,500 |
£217,500 |
£ 265,632 |
£ 48,132 |
£
-48,132 |
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Other |
£543,500 |
£526,550 |
£526,550 |
£ 370,685 |
£-155,865 |
£155,865 |
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Contingency |
£2,631,805 |
£160,826 |
£160,826 |
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£-160,826 |
£160,826 |
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VAT |
N/A |
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Totals
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£6,196,307 |
£3,377,334 |
£3,377,334 |
£2,270,964 |
£
-1,106,370 |
£1,106,370 |
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.
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Cost
transfer from : |
Cost
transfer to: |
Amount
(£) |
Effect
of Transfer |
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N/A |
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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
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To
date |
Next Qtr |
2nd
Qtr |
3rd
Qtr |
4th
Qtr |
5th
Qtr |
Later |
Total
to Completion |
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Expenditure
of Approved Cost |
Enter Total
of C above |
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Enter Total of A above |
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Funded
by: |
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NHMF |
£2,270,964 |
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£3,377,334 |
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Other
source (1) |
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Other
source (2) |
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Other
source (3) |
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Total
Funding (to equal Expenditure of Approved Cost) |
£2,270,964 |
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£3,377,334 |
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.
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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 |
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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.
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Property Description and
evidence provided |
Date evidence provided to
NHMF |
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N/A |
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9. Insurance
Enter the insurances you have effected:
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Cover |
Effective From Date |
Expiry Date |
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Employer
Liability Insurance |
01/02/02 |
31/01/03 |
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Computer
Insurance |
21/10/01 |
21/10/02 |
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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.
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Position |
Date Appointed |
Job Description sent to NHMF
(Yes/No) |
Media in which advert placed |
Employment Contract to NHMF (Yes/No) |
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b) Volunteer Staff
The total number of Volunteer staff employed at present is …………8…… (Details are
provided with PM3 (Part1)
11. Statutory Consents
Enter the status of the principal statutory consents
required to complete the project
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Consent Required |
Granting Authority |
Actual or expected date of
consent |
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Planning |
N/A |
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Listed
Building |
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Scheduled
Monument |
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Others |
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12. Publicity and Grant Acknowledgement
Enter displayed acknowledgement, press releases, or
other publicity issued since the last report:
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Description |
Date Issued |
Approved by NHMF (Yes/No) |
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Displayed
acknowledgement |
N/A |
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Press
Releases issued |
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Publicity
issued |
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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:
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No |
Special Condition |
Target Date for compliance |
Current Status |
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See Annex 2 |
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Name
of Grantee: Scottish Archive Network
Address:
Thomas Thomson House, 99 Bankhead Crossway North, Edinburgh, EH11 4DX
Signed
for Grantee: …Rob Mildren……………………………………………………..
Date: 23/04/02………………………….
Annex 1
Sub Project Reports
Progress
Work on collection description creation continued in the following archives:
- Midlothian Council Archives
- Aberdeen City Archives
- Glasgow University Library Special Collections
- National Archives of Scotland
- National Library of Scotland
- North Lanarkshire Council Archives
Midlothian Council Archives and Glasgow University Library Special Collections were new starts, but only a little work was undertaken in the latter because of other commitments. More important was an agreement with the Archives Hub worker for the Glasgow Hub consortium on our respective areas of coverage for work there. The initial draft of Midlothian was completed.
Editing work took place on
- Aberdeen University Library Spec. Coll./Archives
- Scottish Theatre Archive
- Perth & Kinross Council Archives
- Lothian Health Services Archive
Some tidying up work was also done on older National Library of Scotland data. The Aberdeen editing work was completed by the end of the month, and contact was made with them to establish the best means of starting the local review of the data.
The Scottish Theatre Archive data was despatched for local review, and subsequently signed off by both sides as complete, during the month.
Contact was continued with the participating archives where work was scheduled for later this year to explain roughly when SCAN’s work would start.
Training and
Outreach:
Basic training in CALM was provided for Alan Borthwick, Helen Kemp, Caroline Brown and Jenny Cutts at the end of March, and we took the opportunity to discuss internally how we might operate the system ourselves, but more work and familiarity with the system will be required yet, which can only be accomplished when the system is properly installed.
Caroline Brown attended a Scottish Executive performance appraisal meeting, 4 March. Alan Borthwick attended a meeting of the Historical Association Local History Committee, 9 March, which specifically touched on matters concerning Local History Week. Alan, Caroline and Helen Kemp attended a UKOLN Collection Description Focus event, 21 March.
Alan spoke to 2 visiting archivists from the National Archives of Canada (Accessible Archives project) about the Online Catalogues work.
2. Internet
Resources project
Progress:
Much of the team’s effort in March was concentrated on the completion of the local history week digitisation project and the launch of www.scottishdocuments.com.
Overall, some 254 html pages were created by Joanna Baird and Robin Urquhart in March for the prototype of www.scottishdocuments.com. This enabled the designers to ‘lift’ the content directly from the prototype and add it to the new site.
Also, some considerable time was spent liaising with the design team to answer queries and ensure that the launch date for the new site was met.
In preparation for the local history week launch, items from Aberdeen City Archives, Aberdeenshire Archives, South Lanarkshire Council Archives and Stirling Council Archives were mounted on web pages in March 2002 – creating a total of 500 html pages in March. The remaining material will be added in April – namely that for Orkney Library and Archives, Borders Archive, Perth & Kinross Council Archives and North Highland Council Archives.
41 entries were added to the SCAN Knowledge Base in March.
Training and Outreach:
Robin Urquhart carried out research visits to 3 participating archives
(Highland Council Archives, North Highland Archive, NAS – GRH) He also met with
Am Baile project team, Inverness and John Burnett of National Museums of
Scotland.
Joanna attended a meeting with the National Museums of Scotland and
VisitScotland representatives to discuss preparations for Tartan Day 2002.
Joanna spoke to 2 visiting archivists from the National Archives of Canada (Accessible Archives project) about the Internet Resources project.
Digitisation:
Gary Clelland concentrated on the digitisation of sources for local history week in May 2002.
As part of this project, the following local authority archives had material digitised by SCAN: Perth & Kinross Council Archive, Aberdeen City and Aberdeenshire Archives, North Highland Archive
NAS conservation department have been unable to inspect any of the Internet Resources NAS document list so the team where unable to use any of these sources for exhibitions etc this month.
A total of 2903 images were produced this month.
3. Testaments Project
Digitising of the following series with the Atmel cameras was completed:
- Jedburgh Consistorial Record (SC62/44/1-59)
- Kirkcudbright Inventories and Wills (SC16/41/4-32)
- Peebles Commissary Registers (SC42/20/1-9)
Digitising of the following series with the Atmel cameras was started:
- Linlithgow Inventories and Wills (SC42/20/1-9).
(Only one more volume to capture, which is currently in Conservation.)
- Perth Inventories and Wills (SC49/31/1-100)
- Paisley Inventories and Settlements (SC58/42/1-43)
Digitising of the following series with the Kodak cameras continues:
- Aberdeen warrants (CC1/6/bundles 1-86). Complete up to bundle 44
- Glasgow Testaments (CC9/7/1-84). Only two more volumes to capture.
Conservation:
This month conservation was due to be carried out by both NAS and SCAN staff. Output by NAS staff was limited due to commitments to the preparation of material for the exhibition ‘The Thistle and the Rose’ in Stirling Castle. To compensate, the NAS staff will spend some time on SCAN work in April.
Editorial:
Index/image linking of the Edinburgh Wills (SC70/4/1-159) by the GSU volunteers was completed. Work then started on revising the notes field of volumes 1-66. By the end of the month volumes 1-28 had been completed.
Jane Hill and Charles Kelham continued the linking of images and index entries (and recording variants of surname and forename spellings) for the St Andrews Testaments registers (CC20/4). Jane began the work of linking the Aberdeen Warrants (CC1/6).
Charles continued to sort and number Brechin Warrants (CC3/4) and identified 1500 St Andrews Warrants (CC20/6) for capture.
Hazel and Margaret continued to prepare content for the new SCAN Testaments website – www.scottishdocuments.com . Margaret also prepared a display board for exhibiting at the website launch on Ellis Island, New York on Tartan Day, 2-5 April.
Staff, training
and outreach:
During the first quarter of the year there was a major turnover of GSU staff, as 3 volunteer couples came to the end of their service. The first replacement couple started in February, and will be followed by two more couples in April. The digitising supervisor left at the end of February and will also be replaced in April.
The following visit took place during the month:
- Michael Eamon and John Grace, Accessible Archives Project, National Archives of Canada
Hazel gave a presentation at the LocScot (the Local Studies group of the Library Association Scottish Branch) Annual Day School on 20 March.
Ann went on a 1 day Scottish Executive course in Edinburgh on ‘Understanding Brussels – an introduction to the European Union’ and Dagmar went on a 1 day conservation course in London on ‘Introduction to the History of Stationery Bindings’.
1 enquiry relating to a digitising project
was received and answered during the month.
Annex 2
HLF Special Conditions
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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. |
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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. |
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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. |
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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. |
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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 |
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3. |
Prior to commencing the Works the Grantee
shall secure to NHMF’s satisfaction all necessary planning permissions
building consents and statutory approvals. |
Fulfilled |
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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 |
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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 |
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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 |
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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 |
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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 |
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8.1 |
a feasibility report |
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8.2 |
the specification for the Digital
Deliverables |
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8.3 |
the design of the system which shall in
particular include details of all interactives |
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8.4 |
the proposals for the purchase of network
infrastructure. |
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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. |
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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 |
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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 |
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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: |
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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 |
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Information and Communications Technology
Requirements |
March 1999 |
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Information and Communications Technology
Tender Document |
February 2000 |
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Test plan submitted for installation of
ICT equipment |
October 2000 |
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Data Capture Specification for Indexes |
November 1999 |
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Website design specification |
November 1999 |
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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 |
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Book Cradle
Evaluation |
July 2000 |
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Web Site Tender
Evaluation |
January 2000 |
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Camera
Evaluation for HLF |
May 2000 |
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Resolution
Requirements for Testaments |
May 2000 |
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Data Capture
Tender Evaluation |
December 2000 |
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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 |
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Uncompressed TIFF images are written to
DLT and stored locally |
November 2000 (and ongoing) |
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Compressed JPEG images are written to the
Internet Server where a backup is taken weekly |
November 2000 (and ongoing) |
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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 |
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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; |
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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 |
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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 |
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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 |
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11.2 |
On receipt of Approval of such proposals
or monthly reports the Grantee shall implement such proposals in carrying out
the Approved Purposes. |
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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 |
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Information and
Communications Technology Tender Document |
February 2000 |
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Test plan
submitted for installation of ICT equipment |
October 2000 |
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Data Capture
Specification for Indexes |
November 1999 |
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12.2 |
On receipt of Approval of such proposals
or monthly reports the Grantee shall implement such proposals in carrying out
the Approved Purposes. |
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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 |
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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 |
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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. |
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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 |
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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 |
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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 |
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19. [Clause
to go in here annexing contracts between a Scottish Archive Network Ltd and
others] |
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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 |
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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 |
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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 |
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