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

["Susan Grigg" <irismom@nc.rr.com>]

I understand that the AIS Library is out of space for storage. Is the
current Library a good place for copies of photos? 

Susan Grigg
AIS Director

-----Original Message-----
From: owner-aisdiscuss@aisboard.org [mailto:owner-aisdiscuss@aisboard.org]
On Behalf Of Michelle Snyder
Sent: Friday, September 02, 2011 10:22 AM
To: aisdiscuss@aisboard.org
Subject: [AISdiscuss] Motion re guidelines for submission of digital images
with iris registrations

Hello all,

Cheryl Deaton moved and John Jones seconded the below motion.  As such, 
it is officially open for discussion.

Michelle

"I move that we adopt the Committee's recommendations listed below regarding
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
descriptions 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
should 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.
It 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 AIS
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
library.
  
Detailed Copyright Disclaimer:
  
The undersigned hereby acknowledges that by submitting a photograph of an
iris 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 journals 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 to publish such photograph in any other publication
published by the AIS or its agencies in the ordinary course of its
educational and scientific activities.
  
The undersigned represents and warrants that he is the owner of all
copyright 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 covered 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
registration 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
registration (image) numbers and names to be maintained on a spreadsheet.
  
*Discs are prepared and copies are sent to the AIS slide chair, AIS library,
and Iris Encyclopedia Manager and Web Master.
  
*Iris Encyclopedia enters reduced images into wiki with accession number and
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
the AIS Registrar-Recorder.
  
Job description of Registration Image Coordinator:
  
*The Registration Image Coordinator is appointed by the President of AIS and
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
disaster 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,
or 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
iris 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 journals 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 to publish such photograph in any other publication
published by the AIS or its agencies in the ordinary course of its
educational and scientific activities.
  
The undersigned represents and warrants that he is the owner of all
copyright 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 covered 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
Registrar receives that are associated with a registration.

2. To maintain a spreadsheet with information such that its retrieval could
be 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 registration
(image) number and name to be maintained on a spreadsheet.  It should also
contain a distinct accession number based on the registration number, for
the library.  That number would appear on the encyclopedia under the
comments for the picture and/or as part of the file name as designated
above."
  


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