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

[cheryl deaton <region15kids@hotmail.com>]

Susan,
Actual photos will not be there.  These are digital images which would be
stored on discs (which can hold thousands of images)
or on thumb drives or some other form, which would not need 'storage space' of
a large area, and in many instances, the images could be on the library's hard
drive if necessary.
Cheryl

> From: irismom@nc.rr.com
> To: aisdiscuss@aisboard.org
> Subject: RE: [AISdiscuss] Motion re guidelines for submission of digital
images with iris registrations
> Date: Sat, 3 Sep 2011 16:10:50 -0400
>
> 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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