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

[John Jones <jijones@usjoneses.com>]

I vote yes to the motion below.

John Jones

On Sep 8, 2011, at 1:50 PM, Michelle Snyder wrote:

> 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.
> 
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_____________________________ 
John Jones
Director, American Iris Society
Chair, Electronic Services Committee

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