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

["Janet Smith" <ypauls@sti.net>]

I am going to chime in here especially to Clarence, David, and Susan.

1. I was part of the committee because of my background in what I do
for AIS and photography in general.

2. Please keep in mind these are NOT RULES SET IN STONE OR ELSE,
these are GUIDELINES to help in submitting photos to the
Registrar/Recorder.

3. The photos are the best to have from hybridizers as then we know
the are the correct photo and not from a garden-oops wrong cultivar!

4. The library is cramped for storage however, it will not be in that
spot forever.  We must collect photos for future generations as was
stated, after a few years the cultvar may not be grown and without a
photo all is lost for any research.  (Unless you have someone like me
who is taking time to scan slides like the Bee Warburton collection
and other when found or collected.)

5. CDs, DVDs and for that matter flash cards are do not take up that
much space.

6. Keep in mind that whomever becomes the Registrar/Recorder Photo
Coordinator can and probably will make adjustments as future changes
occur.

7. AS A LAST COMMENT - the committe was made up of such a variety of
talent that nothing was overlooked, not discussed in full detail,
debated to the hilt, to come up with this GUIDELINE.  Let's not get
stuck on small details that can be adjusted in the future and
remember that foreign hybridizers had their imput and it was greatly
appreciated.

Pass this and let's get down to business.

Janet Smith
Committee Member

---- Original Message ----
From: cemahan@aol.com
To: aisdiscuss@aisboard.org
Subject: Re: [AISdiscuss] Motion re. guidelines for submission of
digital images with iris registrations
Date: Sat, 3 Sep 2011 12:20:25 -0400 (EDT)

>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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