Form PM3 (                           Interim Report2:










(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:











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:



Report Date:

17 Aug 2000













Covering Period:

July 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.










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





Aug 2002





Aug 2002










Aug 2002








                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

Change 2nd digital imaging post at present allotted to Special Archive Services sub project (Grade B1) to extra curatorial post  within TLFA sub project ( Grade B1) i.e no change in finance just change of staff within sub  projects. See appendix 2

18 July 2000



























 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























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)

























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



These are all to be reviewed  8 and 9 August and will be included in next month’s report. See Annex 1






The project remains on time.



































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



Planned  costs to date - as submitted with Form PM1


Actual costs to Date










Balance of costs 




 (A- C)








Internet Server





























































































                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













                b) Cash Flow

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







To date

Next  Qtr

2nd Qtr

3rd Qtr

4th Qtr

5th Qtr


Total to


Expenditure of Approved Cost


Total of C above








Total of A above

Funded by:


















Other source (1)









Other source (2)









Other source (3)









Total Funding (to equal Expenditure of Approved Cost)













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. 



Services : brief description

Approx Value

EU procurement



No of tenderers

Date of tender return

Date of award

Selected Contractor/supplier/














































              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








9.             Insurance


Enter the insurances you have effected:



Effective From Date

Expiry Date


Employer Liability Insurance



Computer Insurance




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





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.






Date Appointed

Job Description sent to NHMF (Yes/No)

Media in which advert placed


Contract to NHMF (Yes/No)

Project Assistant




To Follow

















b)       Volunteer Staff 

The total number of Volunteer staff  employed at present is …………4…… (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





Listed Building




Scheduled Monument









12.          Publicity and Grant Acknowledgement


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



Date Issued

Approved by NHMF (Yes/No)

Displayed acknowledgement




Press Releases issued




Publicity issued









13.          Photographic Records



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:



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:                                       …………18/08/00……………….















Annex 1 Sub Project Reports


Please note that in this report we have followed the project milestones etc agreed for our initial year. We have now finished our annual internal review and our report on it will be submitted to you within the next two weeks. Next month’s report will use the recast figures. Please note that the project as a whole remains within budget and on time.



Top Level Finding Aids Project

First visits to the following archives were undertaken: Scottish Borders Council Archive, Strathclyde University Archives, and Aberdeen City Archives (including Aberdeenshire Archives).  Of these four, no TLFA creation work will occur at Aberdeen until Year 3 (and some of the work will be undertaken by its staff), but work will (all being well) begin at the other two either late this calendar year or early next.


TLFA creation work continued for West Lothian Council Archives and Aberdeen University Library Special Collections Dept.  Some “shell” entries (ie lacking most of the data in the Scope & Content and Administrative/Biographical History elements) have been made up for Orkney Archives and Highland Council Archive.


Alan Borthwick spoke to staff from two of NAS’s records cataloguing branches about the division of responsibility for NAS TLFA creation between NAS and SCAN staff.  One other meeting was to be held in early August, and a general review of the progress of such work is scheduled for late September.


Further internal quality checking of initial draft TLFA entries for Angus Archives and the Royal College of Physicians and Surgeons of Glasgow took place.  Comments, mostly positive, were received back from the Falkirk Museums History Research Centre Archivist about the first 100 or so TLFA entries which she had checked.  No comments were received from Angus Archives about the drafts sent to them for approval.  Clearly we shall need to ensure that we continue to badger (gently) participating archives who have received draft entries for review if they do not respond swiftly.


Preparations for an expected visit in early August by TLFA and IT staff to Sweden to discuss the ARKIS II database were made, ARKIS being the expected database to be used by SCAN.


The advert for John MacKenzie’s post is expected to appear in mid-August.  Because the post will not be filled for perhaps a couple of months yet, there will be a spell of some weeks while the project cannot proceed as swiftly as expected.  The performance measures for the next month or two will be adjusted to take account of the shortfall.


Special Archive Services Project

Joanna Baird took annual leave for 2 weeks in July and Robin Urquhart took 1 week in July.


Robin Urquhart concentrated most of his efforts in July on compiling place-related entries including – compiling a list of Scottish burghs, and where to find their town council records, for the Knowledge Base.  Robin also made a trip to Kyle of Lochalsh on 4 July, to carry out research for the forthcoming exhibition on the Highland Railway, courtesy of Scotrail, one of the exhibition’s sponsors.  During the course of this trip he visited the Highland Archives on 5 July in Inverness to photograph documents for the exhibition and the Knowledge Base, using the hand-held digital camera.  Photographs from the collection of the Scottish Film and Television Archive have been digitised and used to illustrate the topic page and FAQs on Scottish cinemas. Iain McKenzie from the Glasgow  & West of Scotland Family History Society and the SCAN Users Group asked for suggestions of practical assistance with the SCAN project and Robin sent him a list of suggested tasks on Monday 31 July.


Joanna Baird attended a seminar on ‘Increasing the Web Experience’ on Tuesday 4 July and also held a meeting with the web design company, Multimedia Incorporated, on Friday 7 July where the next design stage was discussed and the navigation refined. It was agreed that the Discussion Forum and the Knowledge Base were obvious priorities and should both appear in the near future so that users and interested parties would have a focus to give feedback on. Joanna received a revised timetable and payment schedule from Multimedia and it was agreed that stage 1 could be effectively signed-off once the navigation and site map were refined to the satisfaction of SCAN staff. Stage 2 would include the in-putting of information and SCAN staff would need to resolve several issues regarding proposed database formats etc.  Joanna held discussions with Ishbel Barnes and Stuart Low on ways of promotion the SCAN site and disseminating information about the project. It was agreed that further inter-team discussions should be held, suggestions collated and a draft report prepared by Stuart Low. Joanna Baird continued to update the newly-created ‘News Roundup’ micro-site on the Internet.


Clive Birnie, the student research assistant has been helping both Joanna Baird and Robin Urquhart with a variety of tasks since he began working for SCAN on Tuesday 4 August.



Testaments Project

Hazel Anderson was on annual leave for the first week of July, Margaret Fox was on leave for three weeks from 17th July and Peter Dickson for two weeks from the same date.


During the month an order was placed with Edit Ltd. for a Kodak Megaplus 6.3i camera with associated hardware (lenses, RGB colour filter and driver, frame grabber board and foot switch). A further order was placed with IKM Micrographic GmbH for copy stands (with lights) and book cradles. Delivery and installation of the equipment is expected to take place at the end of August or in early September.


Hazel, Jane and Margaret continued their check of re-keyed indexes, some of which had been returned for re-output. The re-output indexes showed a marked improvement in accuracy. Hazel created a database of place-names in Moray Commissary Court registers (CC16/4) as a basis for discussing place-name identification for the project. The four GSU volunteers continued their work of paginating and re-keying post-1823 testaments registers. At 31st July a cumulative total of 353 volumes (or 24% of the final total) were ready for digital capture.


Conservation of the Edinburgh Commissary Court Registers continued , though progress was slowed by Peter’s absence on annual leave. Dagmar attended a 4-day course on photographic conservation and also wrote a report on the annual Society of Archivists conservators’ meeting, which she and Peter attended in Manchester at the end of June. This report was circulated to all SCAN staff and forwarded on request to some NAS staff. Dagmar also began the preparatory stage, in consultation with Jane, of the conservation of the Aberdeen warrants (CC1/6), which are scheduled to be withdrawn from public consultation on 1st September.


The latest attempt to recruit a conservator was unsuccessful, as no suitable applications were received. Other staffing options are now under consideration.


Finally, Hazel and Jane put together a discussion paper on dissemination of the Testaments project, in the light of the SCAN website launch on 30th November







Throughput Reports


Special Archive Services



June 2000


June 2000


July 2000


Cumulative totals

Topic Pages – drafted





Frequently Asked Questions  - drafted





Topic Pages  - quality-controlled





Frequently Asked Questions - quality-controlled






The topic pages compiled were ‘places’ entries (one on Renfrewshire county and five entries on burghs). In addition, five new contents pages for the Knowledge Base were created.





July 2000- Predicted

July 2000 - Achieved

August 2000 - Predicted

Totals achieved

TLFA initial draft entries –drafted





TLFA initial draft entries  - quality controlled





TLFA entries  - revised within SCAN





TLFA entries –

agreed by SCAN and part. archive






The total for initial draft entries includes about 320 shell entries, where further data still requires to be input.  These entries will not be included again under this heading when they are completed.







July 2000


July 2000


August 2000


Testaments registers SC1/37/44-70,






Index entries created




Vols/Pages numbered









July 2000


July 2000


August 2000


Vols. assessed

30 (CC8/8/81-110)



Folios cleaned




Vols. paginated




Folios conserved








Vols. completed








Appendix 2


Extra curatorial B1 post in Top Level Finding Aid sub project. (SCAN cost heading 2.5)


We have now looked at this cost heading and believe that we can pay for an extra member of the sub project out of the already agreed costs. Unless we hear from you to the contrary we will therefore now go ahead on this basis.


Second digital imaging post in Special Archive Services.

The lack of need for this post remains. This change in circumstances has arisen because the NAS has now itself acquired a digital imaging camera and this was not anticipated in our original submission to the HLF. The work we expected the second digital imager to carry out will therefore now be carried out within the NAS and the results be made available to SCAN.


New Budget Heading

We would therefore suggest that the money made available in the existing SCAN costs 2.9 be moved to a new budget heading, Casual Staff. Having finished our internal first year review we believe there are various tasks which can be carried out more economically than at B1 level. These are pagination, checking of names in the name authority file and linking digital images to the electronic catalogue. We would therefore suggest that these tasks be carried out by casual staff paid for out of this new budget heading. This would in turn allow the time of the B1 staff to be used more productively. These tasks relate to all the sub projects, not just one. We therefore believe that for the success of the project we now need this new budget heading which will allow us this added flexibility.