USGenWeb Archives - File Manager Guidelines for State File ************************************************ Copyright. All rights reserved. http://usgwarchives.net/copyright.htm http://usgwarchives.net/la/lafiles.htm ************************************************ Contributor: Jo B*ranch Date: Original 2004 **Important Notice** The USGenWeb county/parish sites may link to the archives. The archives may ***NOT*** link to pages located on the parish sites! A file manager may not take anything from a parish site without permission of the submitter and/or parish coordinator. Managers/Archivists (herein referred to as File Managers) http://usgwarchives.net/contrib.htm http://usgwarchives.net/timetodo.htm http://www.usgenweb.org/volunteers/copyright.html National File Manager: Joy Fisher LA State File Manager: Jo B*ranch LA State Asst. File Manager: Bryant W. Walker and Sandy McClellan EXTRACTED FROM THE USGENWEB BY-LAWS: ARTICLE IX. GUIDELINES/STANDARDS FOR WEBSITES/MEMBERS Section 1. All websites shall include prominent display of The USGenWeb Project logo on the home page. A state project logo (required by state guidelines) LOGOS: ---All websites shall include prominent display of The USGenWeb Project logo on the home page. A state project logo (required by state guidelines) ARTICLE X. COPYRIGHT Section 1. In The USGenWeb Project, copyright of websites resides solely with the creator of the web page(s). Their inclusion as part of The USGenWeb Project does not give any irrevocable right, implied or otherwise, to The USGenWeb Project to permanently use the material. Section 2. In The USGenWeb Project, copyright to queries and any other data submitted to any state or local websites resides with the submitter. The submission of queries and other data to The USGenWeb Project implies that The USGenWeb Project may continue to post the material until/if such time the submitter requests removal. Section 3. In The USGenWeb Project, copyright to data contributed to any special projects resides with the contributor, who agrees that The USGenWebProject,as a not-for-profit group, has permanent use of the data. The permanent use agreement is conditional upon the non-profit nature of The USGenWeb Project and will become null and void if The USGenWeb Project should ever cease to be non-profit. Section 4. All members of The USGenWeb Project shall be responsible for adhering to The USGenWeb Project's Official Copyright Policy which may be found, along with further information about copyright, at The USGenWeb Project national website, --- Do not send copyrighted material, unless it is your own, and you include a statement of permission to use in the document. Note: Public domain records cannot be copyrighted. --- Files in the USGenWeb Archives may not be copied for selling in any format. NOTE: USGenWeb Archives file managers (old title: archivists) will use the two directories: ---archives_html - for images, graphics, scanned documents, tocs (tables of content). ---archives_ftp - for the actual text files Upload non-text files (non-text files are html and images) as binary. Never upload a text file as "binary." Text files are uploaded as "ASCII" ---It is recommended that in Notepad use Courier New with the font size set at 10. This is a true type font. --- We retain the right to refuse any submission. --- BACK UP your FILES! ***************************************************************** It is very important as a new file manager for Louisiana that: 1. You do not change the USGenWeb logos. These items have been set to point to a folder and image. 2. Do not change the names of the main folders on the FTP site. Do not add folders to the main FTP site. 3. Place files into categories as much as possible. Try not to use the "Misc" folder. If all other folders do not seem to fit, use the history folder. ***************************************************************** IMAGES: From Linda Lewis' "Time to Do" "9. We are now able to store scanned images of primary source documents, but must be cautious about the size and quality, as well as the genealogical value of those documents. Before uploading any images in this category, check with the Archives coordinator or the assistant coordinator. All graphics are to be uploaded to the "archive_html" directory, the same one that holds your state or county tables of contents. Placing ***scanned images in the Archives on a selective basis*** permits us to provide documents to researchers which can be deeply treasured. However, placing any and all images that are submitted for the Archives can quickly eat up the disk space that the limited resources of RootsWeb have been able to procure for our use. Accordingly, I propose that the following guidelines be established: Scanned images of genealogical documents may be posted in the Archives. Such documents should have "heirloom" or sentimental value, such as marriage certificates, Bible records, hand written wills, etc. These documents should be accompanied by a transcription so that the names will be available in the USGenWeb Search Engine. Images which consist of a list of names should be posted in their transcribed form only. Every effort should be made to post scanned images in the smallest size possible. Contributors should be asked to submit images which meet the following criteria: (NOTE: When contacted, Linda Lewis did state that photographs were included in this section.) Use GIF and JPEG images instead of BMP Limit the width of the files to 500 pixels or 7 inches Scan images at 300 dpi or less Use 16 shades of gray or less Images must be stored in the HTML directory. **Two entries for each document** would be made in the TOC, one for the transcribed copy in the FTP directory, and one for the image in the HTML directory. Example: The Smith Family Bible http://files.usgwarchives.net/la/catahoula/bibles/smith01.txt The Smith Family Bible (Image) http://usgwarchives.net/st/county/bibles/smith01.gif" --- (c) 1996 - 2008, Linda Russell Lewis === I've placed this at the bottom, as all parishes have folders set up for their archive html folder and text files. But, if you add a new folder to your archives or HTML folder, be sure it is in all lower case.: Types of files for the Archives include: Federal Census (free, slave,mortality,agriculture, veterans... schedules) State Census Vital Records 1.marriages 2.births 3.deaths Court records (county, federal, civil,circuit, probate....) Church records (member's lists, baptisms...) Bible Records Newspapers Military Records (rosters, muster rolls, service records, pension applications...) 1.Revolutionary 2.Civil War, 3.Indian Wars 4.Mexican 5.Spanish-American 6.War of 1812 7.WWI 8.WWII 9.Korean 10.Viet Nam 11.Persian Gulf Land Records (deeds, land transfers, federal land grants, surveyor's records...) Tax Lists (land, property, state, federal, local....) Local Histories Local Directories (phone books, old county and city directories....) Occupational (?) (Mining inspector's reports, Accident reports, railroad reports, company newsletters....) Educational (?) (school histories, newsletters, school census, yearbooks?) Cemeteries Deeds/grants Misc* Newspapers/obits Ship Lists Tax lists Wills As a final note to file managers and prospective file managers, it is felt that it is in the best interest of the LA GenWeb archives Project that file managers be limited to 5 parishes. Although exceptions can be made as needed by the State FM. As file managers, our goal should be to add material to our parishes monthly, whether we have submittors or need to find the information and add it ourselves. Obviously the more parishes we have, the harder this is to do. It is also the responsibility of a file manager to seek help if they are overwhelmed for any reason. If too many complaints are received from submittors whose files aren't being posted, the State FM will review the situation and remove the parish from the file managers control if deemed necessary. (c) 2004, LA GenWeb Archives Project (c) 5 Jul 2004 Revised, Designed, and Maintained by Karen Rice & Jo B*ranch Revised by Jo B*ranch, 22 Sep 2009 http://files.usgwarchives.net/la/state/history/archives/arc-guides.txt File at: http://files.usgwarchives.net/la/state/history/archives/arcguide.txt