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

[cheryl deaton <region15kids@hotmail.com>]

Thank you Dave.  I want to remind you and everyone that these are guidelines.
Yes, we want people to follow them as closely as possible.  The importance is
to preserve the pictures of irises, and to be able to add to the WIKI for
general use by the public.  I am absolutely terrible at taking photos (mine
are mostly blurry color blobs of my irises), but thankfully I have many
friends who do a much better job.  The more resources we have, the better off
we will be, not only as a society, but also as a reference for all.  I
appreciate your responses and information.  The more I know of the history of
AIS and other societies, the better irisarian I become.
Cheryl


> To: aisdiscuss@aisboard.org
> Subject: Re: [AISdiscuss] Motion re. guidelines for submission of digital
images with iris registrations
> From: capeiris@aol.com
> Date: Sat, 3 Sep 2011 12:10:28 -0400
>
> 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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