Re: [AISvote] Motion re guidelines for submission of digital images with iris...

[JCoates694@aol.com]

I vote, "yes." 
 
 
In a message dated 9/8/2011 4:51:49 P.M. Eastern Daylight Time,  
AISSecretary@irises.org writes:

Hello  all,

The time for discussion on the below motion has now passed and it  is now 
out for vote.

Michelle

I vote YES.

"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 Registrar-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) is (are) accompanied with the Registration Form;  received by 
the AIS 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.

---------------------------------------------------------------------
To  sign-off this list, send email to the AIS  Secretary
<aissecretary@irises.org>
The archives for AISVote are  at:
http://www.aisboard.org/lists/aisvote/

---------------------------------------------------------------------
To sign-off this list, send email to the AIS Secretary
<aissecretary@irises.org>
The archives for AISVote are at:
http://www.aisboard.org/lists/aisvote/