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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: |
38 |
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Report Date: |
27 Jun 2002 |
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Covering Period: |
May 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 |
£131,838 |
£294,129 |
Dec
2002 |
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GSU |
£703,785 |
£416,968 |
£286,817 |
Dec
2002 |
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£1,129,752 |
£548,806 |
£580,946 |
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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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 |
£1,491,894 |
£-486,578 |
£486,578 |
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Internet
Server |
£449,700 |
£ 449,700 |
£ 449,700 |
£ 183,357 |
£-266,343 |
£266,343 |
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Communication |
£51,222 |
£ 44,286 |
£ 44,286 |
£ 53,260 |
£ 8,974 |
£ - 8,974 |
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Digitisation |
£349,191 |
£217,500 |
£217,500 |
£ 265,642 |
£ 48,142 |
£
-48,142 |
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Other |
£543,500 |
£526,550 |
£526,550 |
£ 358,969 |
£-167,581 |
£167,581 |
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Contingency |
£ 335,498 |
£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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£3,900,000 |
£3,377,334 |
£3,377,334 |
£2,353,122 |
£
-1,024,212 |
£1,024,212 |
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 |
£2,353,122 |
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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) |
£2,353,122 |
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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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Casual
Curatorial (B1) |
07/05/02 |
No |
N/A |
No |
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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
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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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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: 27/05/02………………………….
Annex 1
Sub Project Reports
Progress:
Work on collection description creation continued in the following archives:
- Shetland Archives
- Scottish Borders Council Archive
- National Library of Scotland
- Orkney Archives
- Falkirk Museums History Research Centre
The Shetland work is very well-advanced, and will soon reach the stage of editing/checking for consistency. Scottish Borders is a new start this month.
Editing work took place on
- Lothian Health Board Archives
- North Lanarkshire Council Archives
- Perth & Kinross Council Archives
Some tidying up work was also done on older National Library of Scotland data.
Data was dispatched for review to North Lanarkshire Council Archives; progress with local review was checked in a couple of Archives where there had been no recent contact. A visit was paid to Dundee University Archives to consider the possibility of SCAN assistance with its commitment to dispatch a certain number of entries to the Archives Hub.
Confirmation was received of additional
student casual assistance with our work during the third quarter of 2002.
Training and
Outreach:
Work under this head focused on the migration needs for
SCAN’s data when it is transferred to CALM, and
discussions were held with NAS IT staff responsible for CALM on the
matter. It is hoped that in June some
data can be sent to DS Ltd for test conversion.
Arrangements were well in hand with the Society of
Archivists, Scotland, training committee representatives for there to be a
joint training event in Descriptive Standards in Edinburgh in July, which will
be sponsored by SCAN and is primarily aimed at SCAN’s
participating archives.
2. Internet Resources
project
Progress:
Work progressed on the development of www.scottishdocuments.com to ensure that the design team was able to fulfill the project brief. This involved the creation of more supplementary content as well as testing of the ‘development’ site and its e-commerce application. It is hoped to conclude this process in early June.
The first week of May was spent completing and testing the Local History Week digitisation project in time for the launch on 4th May. Several of the archives participating in the project achieved some local publicity for the work completed. Lack of storage on the web server meant however that it was not possible to physically add any more content to the website after this had been done. And this remained the case for the rest of the month – and will be the case until additional server storage can be purchased and installed.
27 Knowledge Base entries were added to the
site in May. Work on exhibitions and Virtual Vault entries were further delayed
awaiting NAS conservation assessments on requests for permission to use certain
documents.
The Webtrends statistical software showed that the new website – www.scottishdocuments.com - had received approximately 58,000 visits, around 2.4 million ‘hits’ to the new site since launch on 6th April.
One end year review was carried out during May
Training and Outreach:
Robin Urquhart attended a conference in Dumfries on Saturday 11th May on Covens and Covenanters and demonstrated the website to participants there. Robin also undertook some palaeography training of GSU volunteer staff.
Joanna Baird gave a talk on SCAN and www.scottishdocuments.com to a sub-group of Renfrewshire Family History Society on the 28th May. Joanna attended a meeting of the ancestralscotland steering Group on 17th May. Joanna met with the editor of the Scottish Executive’s SCOOP publication on 9th May in preparation for a feature on the project. Joanna and Rob also met with a representative of Scotland Magazine on 15th May to discuss potential promotional initiatives.
Digitisation:
Gary Clelland completed work on the Local History Week digitisation project of material from the National Library of Scotland. Gary also produced and laminated colour images for use in www.scottishdocuments.com displays.
3. Testaments Project
Digitising of the following series with the Atmel cameras was completed:
- Perth Inventories and Wills (SC49/31/1-100)
- Stonehaven Inventories and Wills (SC5/41/1-25)
- Wigtown Commissary Record (SC19/41/1-15)
- Stornoway Commissary Record (SC33/34/1,3)
Digitising of the following series with the Atmel cameras was completed up to the penultimate volume
- Stirling Wills and Inventories (SC67/36/1-66)
This is the final series of Sherriff Court registers pre-1875 to be captured.
Following the signing of a new agreement with the GSU to capture the testaments registers up to 1900 digitising of the first series of 1876-1885 registers was started:
- Aberdeen Inventories (SC1/36/78-97)
Digitising of the following series with the Kodak cameras was completed:
- Dunkeld Testaments (CC7/6/1-8)
Digitising of the following series with the Kodak cameras continues:
- Aberdeen warrants (CC1/6/bundles 1-86). Complete up to bundle 62.
- Brechin warrants (CC3/4/bundles 1-38). 1 bundle completed
There remain only 10 volumes of Commissary Court registers to be captured
Conservation:
Conservation was carried out by SCAN and NAS staff this month. A total of 24 volumes and 40 bundles of warrants were conserved prior to digitisation.
Ann Gibson sleeved and repacked over 5,000 Aberdeen and Brechin warrants before and after digitisation. She also continued to sort and number St Andrews warrants in consultation with Charles Kelham.
Editorial:
The Testaments team formulated revised guidelines for index/image linking, with particular reference to the Notes field in the index database, and Rob added a drop-down box for additions to this field on the linking screen. Margaret and Hazel then conducted a training session for the GSU volunteers.
Index/image linking of Alloa Inventories and Wills (SC64/42/1-15) was completed and work begun on Ayr Testamentary Deeds (SC6/46/1-11) and Ayr Inventories (SC6/44/38).
Six volumes of Dunblane Sheriff Court Inventories and Wills volumes were re-indexed.
Jane Hill continued linking Aberdeen Warrants (CC1/6/1-86) and Charles Kelham continued linking St Andrews Inventories and Settlements (CC20/7/1-16). Nicola Mills and Paul Hopkins started linking Edinburgh Testaments (CC8/8/1-152).
Margaret continued to work on editing the reference field of the composite wills index and prepared two display board panels for the ‘Covenants and Covenanters’ conference of the Dumfries and Galloway Local History Society
Hazel worked on general editing of the composite wills index, content for the new SCAN Testaments website – www.scottishdocuments.com . She and Margaret answered 70 enquiries from the site during the month.
Staff, training
and outreach:
Paul Hopkins joined the Testaments Team as a Casual Curatorial on 7 May.
Jay and Lucy Daines completed their 18 month tour of duty with the GSU team on 17 May and were replaced by Leland and Sharon Maylin. The whole team visited General Register House for induction training on Wednesday 15 May and also attended two sessions of a palaeography workshop headed by Robin Urquhart during that week.
Hazel met with the editor of the Scottish Executive’s SCOOP publication on 9 May in preparation for a feature on the project.
Margaret attended the ‘Covenants and Covenanters’ conference of the Dumfries and Galloway Local History Society on Saturday 11 May and demonstrated the wills website.
Appraisal reports for all permanent Testaments staff were completed and objectives set for the coming year.
Hazel was on leave for one week and Dagmar for two weeks 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 |
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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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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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