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

[cemahan@aol.com]

I fear the guidelines if published as they stand will cause hybridizers to
conclude that they cannot register an iris if they do not have the type of
digital image described. This would be a great disservice to the AIS mission.
Thus regretably I must urge reconsideration.





-----Original Message-----
From: Capeiris <capeiris@aol.com>
To: aisdiscuss <aisdiscuss@aisboard.org>
Sent: Sat, Sep 3, 2011 12:11 pm
Subject: Re: [AISdiscuss] Motion re. guidelines for submission of digital
images with iris registrations


Dear Cheryl:
    Yes, I think the guidelines are fine. I have nothing to add. I thonk you
ll have covered everything . As you may know I belong to other plant
ocieties that request images of registrations; such as, the Am Daffodil
ociety and the Am Hemerocallis Society. I think its a good idea to store
mages for future generations. In many instances, after ten years many
ultivars are no longer known---they are growing somewhere but they are not
arked and therefore lost. For example, we ion the Spuria Iris Society have
een trying to find Spuria introductions from Eric Nies. We cannot find any at
ll. Now, I'm sure they are growing somewhere but are4 lost.
    Another observation is that the more rules we make, the more we lose
embers and even cultivars. Clarence made quite an effort to get Japanese
ultivars registered and thus saved the information which was about to be
ost. The Japanese weren't particuliarly concerned abot getting them
egistered. This is also true in many parts of the world. So, if we want to
reserve our 501-C status we must fulfill are mission of preserving and
romoting irises throughout the world. A few years back, I was asked by AIS to
ook into the feasability of organizing a World iris Society. I wwrote over
orty letters to iriisarians thoughoiut the world to see what the interest
ight be. One of the letters recieved from Europe said--"What are you talking
bout, AIS is ther World Iris Society"
    So, I've noticed that the more rules we make for shows, the less
articipasnts we have. We do need rules. Its just a matter of proper balance
nd whether the gain is worth what you might lose. This same principle applies
n other fields. And yes, I think getting images of  new introductions is
orth what losses we might incur from someone thinking he has to get a digital
mage in order to register an iris.I hope this is a satisfactiry response to
our question. Dave Niswonger



----Original Message-----
rom: cheryl deaton <region15kids@hotmail.com>
o: aisdiscuss <aisdiscuss@aisboard.org>
ent: Fri, Sep 2, 2011 2:17 pm
ubject: RE: [AISdiscuss] Motion re. guidelines for submission of digital
mages with iris registrations

es Dave,
 this time, since we haven't changed the definition, "requested" means
actly that.  What do you think of the guidelines?  We hope that we have
vered most contingencies for present and future applications, but I would
preciate your comments.
eryl Deaton
 To: aisdiscuss@aisboard.org
Subject: Re: [AISdiscuss] Motion re. guidelines for submission of digital
ages 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
ink
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
ages
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
gital
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
garding
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
scriptions
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
ould
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.

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
S
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
brary.
 Detailed Copyright Disclaimer:
 The undersigned hereby acknowledges that by submitting a photograph of an
is
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
urnals
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

publish such photograph in any other publication published by the AIS or
s
agencies in the ordinary course of its educational and scientific
tivities.
 The undersigned represents and warrants that he is the owner of all
pyright
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
vered
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
gistration
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
gistration
(image) numbers and names to be maintained on a spreadsheet.
 *Discs are prepared and copies are sent to the AIS slide chair, AIS
brary,
and Iris Encyclopedia Manager and Web Master.
 *Iris Encyclopedia enters reduced images into wiki with accession number
d
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
e
AIS Registrar-Recorder.
 Job description of Registration Image Coordinator:
 *The Registration Image Coordinator is appointed by the President of AIS
d
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
saster
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,

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
is
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
urnals
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

publish such photograph in any other publication published by the AIS or
s
agencies in the ordinary course of its educational and scientific
tivities.
 The undersigned represents and warrants that he is the owner of all
pyright
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
vered
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
gistrar
receives that are associated with a registration.
 2. To maintain a spreadsheet with information such that its retrieval could

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
gistration
(image) number and name to be maintained on a spreadsheet. It should also
contain a distinct accession number based on the registration number, for
e
library. That number would appear on the encyclopedia under the comments
r
the picture and/or as part of the file name as designated above.
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