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:	19		Report Date:			19 Oct 2000
			Covering Period:			Sept 2000

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 is within budget and is scheduled to be completed on time.

See annex 1 for detailed progress and throughput reports.

See annex 2 for Project Board Minutes (11/10/00)

Detailed Response to HLF Correspondence of 08/09/00 To Follow

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	£55,930	£370,037	Aug 2002
GSU	£703,785	£54,711	£649,074	Aug 2002
	1,129,752	110,641	1,019,111	Aug 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	£851,441	£851,441	£492,400	£-359,041	£359,041
Internet Server	£449,700	£374,750	£374,750		£374,750	£374,750
Communication	£51,222	£24,768	£24,768	£2,460	£-22,308	£22,308
Digitisation	£349,191	£198,750	£198,750	£104,511	£-94,239	£94,239
Other	£543,500	£298,925	£298,925	£127,878	£-171,047	£171,047
Contingency	£2,631,805	£87,433	£87,433		£73,984	£73,984
VAT	N/A
Totals	£6,196,307	£1,836,067	£1,836,067	£727,249	£-197,901	£1,095,369

Note any significant changes to the apportionment of costs between the principal cost elements prior to their commitment. Note the effect of any such changes and confirm that they will not affect the Approved Purposes including expected quality.

Cost transfer from :	Cost transfer to:	Amount (£)	Effect of Transfer
N/A

b) Cash Flow

Enter the expected timing of expenditure of the total Balance (A-C) calculated above and the funding sources to cover the expenditure

	To date	Next Qtr	2^nd Qtr	3^rd Qtr	4^th Qtr	5^th Qtr	Later	Total to Completion
Expenditure of Approved Cost	Enter Total of C above							Enter Total of A above
Funded by:
NHMF	£727,249							£1,836,067
Other source (1)
Other source (2)
Other source (3)
Total Funding (to equal Expenditure of Approved Cost)	£727,249							£1,836,067

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
N/A

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

8. Property Ownership and Possession

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

Property Description and evidence provided	Date evidence provided to NHMF
N/A

9. Insurance

Enter the insurances you have effected:

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

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

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

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

Position

Date Appointed

Job Description sent to NHMF (Yes/No)

Media in which advert placed

Employment Contract to NHMF (Yes/No)

b) Volunteer Staff

The total number of Volunteer staff employed at present is …………6…… (Details are provided with PM3 (Part1)

11. Statutory Consents

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

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

12. Publicity and Grant Acknowledgement

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

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

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 pages 10-16 inclusive of HLF/ SCAN contract 6 July 1999

Name of Grantee: Scottish Archive Network

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

Signed for Grantee: …Ishbel Barnes……………………………………………………..

Date: …………19/10/00……………….

Annex 1 Sub Project Reports

Top Level Finding Aids Project

Preliminary assessment visits were undertaken at the National Trust for Scotland Archives, Midlothian Council Archives, Edinburgh University Library Special Collections & Archives, and North Lanarkshire Council Archives. In the last two cases, all being well the participating archive will be providing SCAN with the data it requires, subject to (we hope) only minor amendments. In the case of the first two mentioned, no TLFA creation work is expected to take place in even 2001, as in neither case is the archive in a strong enough position at present to be able to cope with the additional duties required.

TLFA creation work continued for Orkney Archives, both by Alan Borthwick (who paid a further week’s visit mid-month), and Jo Peattie, who began to fill in some of the gaps in basic shell entries for the small, deposited collections held there. Some work was also done on NAS collections, covering British Railways, County Council and District Council records. Some revision of entries was undertaken for Perth and Kinross Council Archives.

Jo Peattie completed a draft of some “common fonds” entries, which are Administrative Histories for collections of records commonly found in local authority archives (only those so far tackled). We hope that these standard entries will be used wherever such collections are found within the participating archives, with the addition of local variants as required. The entries were sent off to appropriate participating archives for comment. Few comments have been received so far, but those which have arrived have complimentary.

Comments on TLFAs circulated for consideration were received back from Angus Council Archives, and Falkirk Museums History Research Centre. Changes suggested by the first of those were incorporated, but it was no possible to consider the comments submitted by the second before the end of the month.

All of the team assisted with preparations for the 5 September exhibition launch reported on fully by the SAS project, and Alan had prepared some TLFA entries for some of the pre-nationalisation independent railway operating companies for handouts.

John MacKenzie’s vacant post will not be filled for some weeks yet, although interviews will be held in mid-October. Rachael Third left SCAN at the end of September to take up a post in another archive network project, and if practicable her post will also be filled by the October interviews. There will be a spell of some weeks while the project cannot proceed as swiftly as expected because of the staff shortage. The performance measures for the next month or two will be adjusted to take account of the shortfall.

Special Archive Services Project

The Special Archive Services team of Joanna Baird, Robin Urquhart and Gary Clelland were all involved in the preparation and organisation of the ‘North by Northwest’ exhibition sponsors’ day which was held on 5 September. This event was arranged to thank the sponsors for their contributions and to give them an insight into SCAN. Despite a low turnout, the feedback was very positive.

Joanna and Robin held a meeting with Multimedia Incorporated on Friday to discuss progress on the website design. Much of September was spent in compiling and revising copy to appear on the site for the 30 November launch.

Robin made several visits during the course of September, including a visit to Dumfries Archive Centre and members of the Users Group in Dumfries, and a visit to the National Library of Scotland.

Due to a series of camera malfunctions, only 132 out of the predicted 350 images were created by Gary Clelland in September. Gary’s new PC arrived at the beginning of September but initially the digital camera would not work in conjunction with Windows NT. It was initially thought this was due to a problem with an outdated plug-in, but extensive testing suggested this was not the case. Also, the digital camera itself was producing very mixed results and Gary borrowed an identical camera from the National Library of Scotland. Tests with this camera proved that the fault was not in fact with the camera but with either the cable or the PC. Gary tested his camera on a set-up at the British Geological Survey and this conclusively proved that the problem lay with the cable – which showed signs of damage. The failure of the cable may also explain the inability of the camera to function alongside the plug-in. This testing process took up the whole of September.

Testaments Project

This month four more GSU volunteers joined the Testaments team. They are George and Alice Kayser from California and Wayne and Alice Brossard from Oregon. After two days of induction training they were assigned paginating and indexing tasks for the commissariots of Stirling and Forfar. All six volunteers took turns at operating the GSU digital camera and captured images to be used in quality assessment trials by SCAN users.

It was discovered that the wrong model of the Kodak Megaplus 6.3i camera ordered by SCAN had been delivered by the suppliers. After the correct model was delivered it was found to be configured wrongly for the frame grabber board. Finally, the camera became operational at the beginning of October. Meanwhile, preparations for procuring the next two cameras for the project were underway. Olaf Zander, imaging systems technician for GSU Europe, demonstrated the Atmel 8M camera on a visit to SCAN. The camera operates with an RGB colour filter in exactly the same way as the Kodak Megaplus, but at a higher resolution. It is also about one third of the price of the Kodak camera.

Margaret Fox was busy all month producing material for the Information about Testaments pages of the SCAN website. Jane Hill continued to assist Dagmar Hinz in preparing the Aberdeen warrants (CC1/6) for conservation, and Dagmar submitted a report containing her proposals for conserving the warrants prior to digital capture. Peter Dickson continued conservation of the pre-1800 Edinburgh testaments (CC8/8).

Hazel Anderson was on leave for the first two weeks of the month.

Throughput Reports

Special Archive Services

	September 2000 - predicted	September 2000- achieved	October 2000 - Predicted	Cumulative Totals
Knowledge Base entries - drafted	11	12	14	159
Knowledge Base entries - quality-controlled	0	0	0	56
Knowledge Base entries – added to site (figures begin from November 2000)	0	0	0	0
Palaeography texts, tips and transcripts added	4	6	3	23
Bookshop entries added	0	0	0	10
Virtual Strongroom and Research Tools entries added	0	3	1	3
‘Featured Documents’ added	4	4	5	60
Images created	300	132	350	382
What’s New entries added (figures to begin from December 2000)	N/A	N/A	N/A
Exhibition entries added (caption and image)	8	2	2	36
Directory entries added (figures begin from November 2000)	0	0	0
Visits made/talks given	4	4	6	20

The amount of completed work on the Knowledge Base was about what was expected. In addition, two new parts of the Scottish Handwriting pages were created (one hour basic tutorial and a palaeography coach), and a new part of the website: the Virtual Strongroom was created, with images to back up entries in the Knowledge Base.

Due to the malfunction of the digital camera, only 132 images out of the predicted 300 were created by Gary Clelland in the course of September.

TLFAs

	September 2000- Predicted	September 2000 - Achieved	October 2000 – Predicted	Totals achieved
TLFA initial draft entries –drafted	300	200	150	3940
TLFA initial draft entries - quality controlled	150	0	50	1360
TLFA entries - revised within SCAN	150	40	100	990
TLFA entries – agreed by SCAN and part. archive	200	100	100	269

Further shell TLFA entries exist, but they have mostly not been entered in the stats as yet as further work on them is required

The stats for September/October reflect the shortage of staff, and the requirement to undertake TLFA Compilation Guidelines, which makes quality checking hard to fit in.

August 2000

Testaments Editorial	August 2000 Predicted	August 2000 Achieved	September 2000 Predicted
Testaments registers SC1/37/44-70 SC20/50/10-27 SC45/31/1-26 SC49/31/27-69
Index entries created	9000	11771	5000
Vols/Pages numbered	10/11000	26/28358	35/37500

Testaments Conservation	August 2000 Predicted	August 2000 Achieved	September 2000 Predicted
Vols. assessed	0	0	0
Folios cleaned	2500	10441	10000
Vols. paginated	10	30	30
Folios conserved	500	650	500
Vols.rebound	0	0	0
Vols. completed	10	15	15

Annex 2: Project Board Minutes

Minutes

SCAN Project Board Meeting

11 October 2000

Present: Mr Mildren, Mr MacKenzie, Dr Barnes.

1. The minutes of the previous project board were agreed.

2. Review of Work Plans

The monthly work plans and throughput figures for the three sub projects were agreed.

3. Procurement.

3.1 Digital cameras

It was noted that there had been very considerable problems with the installation of the new camera. The problems had not been solved by Edit but by the staff of SCAN and the GSU. Edit’s performance had been fairly dismal. The next task was the assessment of the Atmel Camelia camera. The board asked Mr Mildren to carry this assessment forward as expeditiously as possible.

3.2 ICT equipment

Mr Mildren reported that if Edit’s performance was fairly dismal that of Morse was deeply dismal. They were now in the seventh week of a four week contract. He had now written to them stating his dissatisfaction with their work and warning them about the consequences. The board agreed to keep the matter under constant revue.

3.3 Cataloguing software

Dr Barnes reported on the series of meetings Mr Cadell and herself had had with Mr Norberg, the head of the Swedish National Archive and his colleagues. It had been agreed in principal that Scotland and Sweden will form a consortium to develop ARKIS and that profits of future sales will be returned to the consortium. The consortium will hold the copyright of the system. Scotland will pay Sweden a sum to be agreed to help pay for past development costs. Dr Barnes said that she was now working with the Swedes to draft this agreement.

4. Staffing

4.1 Conservator post. Dr Barnes reported that the board for this post would be held within the next two weeks.

4.2 Curatorial posts. Dr Barnes reported that by the end of November the TLFA project would have three vacancies. There would be a joint NAS/SCAN board on 12 October but there seemed little doubt that not all the vacant posts would be filled. This would have the obvious result of delaying the TLFA sub project. She would continue to try and find suitable candidates to fill the vacant posts

5. Finance

In Mr Low’s absence no detailed financial statement was produced for the board but Dr Barnes confirmed that the finances were in order.

6. User Group

Dr Barnes reported that the meeting of the Users Group held on 7 October had been most successful. The trials of the digital images of the testaments had been most instructive and the users had been most surprised at the high quality of the images. They had also been most complementary about the web site design.

7. Participating Archives Working Group

Dr Barnes reported that she was waiting for further written proposals from Dr O’Brien.

8. SCAN launch strategy.

It was agreed that this would be looked at again following the sad news of Mr Dewar’s death. It had been hoped that Mr Dewar would officially launch the network on 30 November. It was agreed however that 30 November would remain the launch date.

9. A.O.C.B.

9.1 It was agreed that the English version of the ICA Dictionary of Archival Terminology would be incorporated in the SCAN site and that further IT work would be carried out on it as soon as practicable.

9.2 It was agreed that Dr Barnes would write to Tods Murray WS about the copyright statement needed for the SCAN web pages.

10. Date of next meeting.

This was agreed for Wednesday 8 November at 4 p.m.