Re: Motion re. guidelines for submission of digital images with iris registrations

[Capeiris <capeiris@aol.com>]

Dear Cheryl:

    Yes, I think the guidelines are fine. I have nothing to add. I thonk you
all have covered everything . As you may know I belong to other plant
societies that request images of registrations; such as, the Am Daffodil
Society and the Am Hemerocallis Society. I think its a good idea to store
images for future generations. In many instances, after ten years many
cultivars are no longer known---they are growing somewhere but they are not
marked and therefore lost. For example, we ion the Spuria Iris Society have
been trying to find Spuria introductions from Eric Nies. We cannot find any at
all. Now, I'm sure they are growing somewhere but are4 lost.

    Another observation is that the more rules we make, the more we lose
members and even cultivars. Clarence made quite an effort to get Japanese
cultivars registered and thus saved the information which was about to be
lost. The Japanese weren't particuliarly concerned abot getting them
registered. This is also true in many parts of the world. So, if we want to
preserve our 501-C status we must fulfill are mission of preserving and
promoting irises throughout the world. A few years back, I was asked by AIS to
look into the feasability of organizing a World iris Society. I wwrote over
forty letters to iriisarians thoughoiut the world to see what the interest
might be. One of the letters recieved from Europe said--"What are you talking
about, AIS is ther World Iris Society"

    So, I've noticed that the more rules we make for shows, the less
participasnts we have. We do need rules. Its just a matter of proper balance
and whether the gain is worth what you might lose. This same principle applies
in other fields. And yes, I think getting images of  new introductions is
worth what losses we might incur from someone thinking he has to get a digital
image in order to register an iris.I hope this is a satisfactiry response to
your question. Dave Niswonger






-----Original Message-----
From: cheryl deaton <region15kids@hotmail.com>
To: aisdiscuss <aisdiscuss@aisboard.org>
Sent: Fri, Sep 2, 2011 2:17 pm
Subject: RE: [AISdiscuss] Motion re. guidelines for submission of digital
images with iris registrations


Yes Dave,
t this time, since we haven't changed the definition, "requested" means
xactly that.  What do you think of the guidelines?  We hope that we have
overed most contingencies for present and future applications, but I would
ppreciate your comments.
heryl Deaton

 To: aisdiscuss@aisboard.org
 Subject: Re: [AISdiscuss] Motion re. guidelines for submission of digital
mages with iris registrations
 From: capeiris@aol.com
 Date: Fri, 2 Sep 2011 15:00:03 -0400

 I presume the word "requested' does not mean "mandatory" in which case I
hink
 the motion is OK. Dave Niswonger





 -----Original Message-----
 From: Michelle Snyder <AISSecretary@irises.org>
 To: aisdiscuss <aisdiscuss@aisboard.org>
 Sent: Thu, Sep 1, 2011 4:40 pm
 Subject: [AISdiscuss] Motion re. guidelines for submission of digital
mages
 with iris registrations


 Hello everyone.

 Per Cheryl Deaton, at the 2011 National Convention, President Keisling
 assigned a committee to come up with "guidelines for the submission of
igital
 images accompanying iris registrations". After weeks of suggestions,
 discussions and numerous drafts, the committee has produced the following
 recommendations. Cheryl Deaton has presented the following motion.

 "I move that we adopt the Committee's recommendations listed below
egarding
 the guidelines for the submission of digital images accompanying iris
 registrations and the creation of a Registration Image Coordinator."

 GUIDELINES FOR THE SUBMISSION OF DIGITAL IMAGES ACCOMPANYING IRIS
 REGISTRATIONS

 Mission Statement:
 To create a reference library of images associated with fully completed
 registrations received from the AIS Regisrar-Recorder.

 The images should function primarily as augmentation of cultivar
escriptions
 and secondarily as a resource for AIS promotion.

 Guidelines for Image Submission:
 *Registrants are requested to submit images with registration. Highest
 quality digital images in jpeg format (4x6-300 dpi or medium setting on the
 camera-Higher Resolution is preferred and not to exceed 600 or 1200 dpi).

 *Once the registrant receives approval for their name requested, images
hould
 be labeled as follows:
 YYreg.number, iris name_hybridizer_registration year_type_photographer.
 (i.e. 11-6789_Golden Panther_Tasco05_TB_JSmith)

 *If possible, images of the flower (close up), stalk and clump are desired.
t
 is to the advantage of the hybridizer to submit the best photos possible so
 they may promote the cultivar in AIS projects. The photographer retains
 copyright ownership for their own uses but agrees with submission to any
IS
 uses.

 *The photograph of the flower should be taken in the garden with no digital
 manipulation permitted. Color and form should be true to cultivar in all
 respects and in sharp focus.

 *It is preferred that the images are stored for reference in the AIS
ibrary.

 Detailed Copyright Disclaimer:

 The undersigned hereby acknowledges that by submitting a photograph of an
ris
 cultivar being registered with the Registrar-Recorder of the American Iris
 Society the undersigned hereby grants the AIS and its agencies (Affiliates,
 Regions, Sections) the right to reprint or republish such photograph in the
 Iris Encyclopedia maintained by the AIS; in any of the newsletters or
ournals
 published by the AIS or its agencies; to publish such photograph on any
 website maintained by or on behalf of the AIS or any of its agencies; and
o
 publish such photograph in any other publication published by the AIS or
ts
 agencies in the ordinary course of its educational and scientific
ctivities.

 The undersigned represents and warrants that he is the owner of all
opyright
 rights with respect to the photograph submitted to the AIS other than those
 rights otherwise granted to the AIS herein or by law. The undersigned shall
 retain ownership of all individual copyright rights in the photograph
overed
 by this agreement except for those rights granted to the AIS herein or by
 law.

 Flow Chart:

 *Image(s) are accompanied with the Registration Form; received by the AI
 Registrar-Recorder, assigned a registration number related to its
egistration
 folder and then transferred to Registration Image Coordinator once the
 registrant receives approval for their name requested.

 *Registration Image Coordinator enters a cross-reference list of
egistration
 (image) numbers and names to be maintained on a spreadsheet.

 *Discs are prepared and copies are sent to the AIS slide chair, AIS
ibrary,
 and Iris Encyclopedia Manager and Web Master.

 *Iris Encyclopedia enters reduced images into wiki with accession number
nd
 file name so as to be able to act as a card catalog for higher definition
 images stored in library.

 This process should be an ongoing process with batches sent as received by
he
 AIS Registrar-Recorder.

 Job description of Registration Image Coordinator:

 *The Registration Image Coordinator is appointed by the President of AIS
nd
 is responsible to him/her.

 *To coordinate all activities of the registration image collection, the
 archiving and disposition of said received from the AIS Registrar-Recorder.

 *To safeguard and store all of the digitized photos by use of the AIS
isaster
 plan.

 Guidelines for Arciving Images in Library:

 *Storage: Images may be stored on disc, thumb drive or external hard drive.

 *Retrieval: By searching the Registration Image Coordinator's spreadsheet,
r
 the Iris Encyclopedia, one can obtain the file number for a unique image.

 REGISTRATION IMAGE COORDINATOR DUTIES

 POSITION TITLE: Registration Image Coordinator

 BASIC FUNCTION:

 To coordinate all activities of the registration image collection, the
 archiving and disposition of said received from the AIS Registrar-Recorder.
 The photograph of the flower should be taken in the garden with no digital
 manipulation permitted. Color and form should be true to cultivar in all
 respects and in sharp focus. (JPEG format preferred (4x6-300 dpi or medium
 setting on the camera - Higher Resolution is preferred not to exceed 600 or
 1200 dpi).

 The undersigned hereby acknowledges that by submitting a photograph of an
ris
 cultivar being registered with the Registrar-Recorder of the American Iris
 Society the undersigned hereby grants the AIS and its agencies (Affiliates,
 Regions,Sections) the right to reprint or republish such photograph in the
 Iris Encyclopedia maintained by the AIS; in any of the newsletters or
ournals
 published by the AIS or its agencies; to publish such photograph on any
 website maintained by or on behalf of the AIS or any of its agencies; and
o
 publish such photograph in any other publication published by the AIS or
ts
 agencies in the ordinary course of its educational and scientific
ctivities.

 The undersigned represents and warrants that he is the owner of all
opyright
 rights with respect to the photograph submitted to the AIS other than those
 rights otherwise granted to the AIS herein or by law. The undersigned shall
 retain ownership of all individual copyright rights in the photograph
overed
 by this agreement except for those rights granted to the AIS herein or by
 law.

 REPORTING RELATIONSHIPS:

 He/she is appointed by the AIS President and responsible to him/her.

 MAJOR FUNCTIONS:

 1. To receive from the AIS Registrar-Recorder any digital images the
egistrar
 receives that are associated with a registration.

 2. To maintain a spreadsheet with information such that its retrieval could
e
 facilitated by each image having a distinct accession number based on the
 registration number.
 YY-nnnn where YY is a two-digit year indicator (e.g., 11 meaning 2011)
 followed by a (1 to 4 digit) registration sequence number.

 3. To distribute copies of the digitized photos to the AIS Library, Iris
 Encyclopedia, AIS Web Master upon request.

 4. To safeguard and store all of the digitized photos by use of the AIS
 disaster plan.

 SPECIFIC RESPONSIBILITY AND AUTHORITY:

 Registration Image Coordinator enters a cross-reference list of
egistration
 (image) number and name to be maintained on a spreadsheet. It should also
 contain a distinct accession number based on the registration number, for
he
 library. That number would appear on the encyclopedia under the comments
or
 the picture and/or as part of the file name as designated above.

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