Hi folks,
My apologies for the roll call confusion that is currently in the air. All counties have
reported except LOGAN and I'm still working on that one. Last roll call was OCT-07
and ended JAN-08. We had seven reports that did not make it until the end of that period.
This is not people but rather counties that are logged as reporting. The new system I
use is much easier to manage on a spreadsheet.
How It Works Now
~~~~~~~~~~~~~~
1) Roll call will take place about four times a year. The period will extend out as far
as 75 days to avoid overlap.
2) The web page form is now the standard way to report for roll call because the report is
sent to my folder that tracks the 120 KY counties.
e. g.
http://www.rootsweb.com/~usgenweb/ky/rcarchform.html
a) Reporting File Manager - This is the FM sending the report and should match the
email contact on your county TOC page as well as the state TOC page. Your email link on
the state TOC will be the "KYGW Email Registry" link to protect you from spam or
phishing by unwanted solicitors.
b) KyArch Roster Email - This is the control factor for all FM reports. The email must
be current and always active. It ties the FM to a county and the automated forms feature
for a county. All automated submission forms are activated for each county and this email
address is the kyarchives notice recipient. There are a few exceptions where some
addresses are historically different and that is noted in the master spreadsheet data.
c) Reporting Counties - Here is where you list the counties which are assigned to you
as FM. Only one county must be entered but it is best to list them all separately. The
master spreadsheet will pick up on the FM sending a report and all assigned counties will
be logged for that report period. The assumption here is that a FM will notify the SFM if
they choose to relinquish any assignment. A county is not considered abandoned until a FM
can not be contacted after three direct attempts or a bounced email occurs.
d) Optional - This is typically left blank unless a FM chooses to be considered for
adopting another county. The FM name will be noted in the spreadsheet data as requesting
adoption whether that county is assigned or not. When availability for adoption opens,
the "First IN - First OUT rule applies. County adoptions are primarily offered to
active FMs and KYGW CCs before assignment to a new volunteer.
3) Roll call reports are validated as received and the FM will be notified only if a
report is not logged. This ensures any FM will know the report has been received and
logged if you *DO NOT* hear from the SFM.
4) ONLY submit the roll call report ONE time. Wait until you receive the KyArch admin
email notice that the roll call period has commenced. You can not report April in March.
If you think you have submitted an error in your report, it is okay. The error will
generate a direct contact email for clarification. Remember that the report is tied to
all your assigned counties and also the automated form feature email address. This means
a safe assumption is made that no changes are necessary unless specifically mentioned
otherwise in your report or direct email to the SFM.
5) Reports do not roll over from year to year. Therefore you can expect the first roll
call to be in January of each year. Reports may or may not roll over form period to
period. This is because there is a 60 day window before a county is presumed to be
abandoned. Two missed roll call reports will create a concern and action will be taken
regardless of the roll call report log. A county can not go more than six months
unattended by the archivist. The report log prevents any loss of a FM by means of
activity.
In summary, the system is very simple. As long as a roll call report is logged timely,
things will run smoothly. I hope this message will clear up any confusion I have created
about when a FM should report. Your KyArch roster email is also used for this admin
subscription list to make it simpler for comparison and catching any changes when they
occur. It is best to notify the SFM when you have a need to change your email address.
You can obviously do that with the roll call report any time for ease and assurance the
revision is processed. For accuracy, you can always refer to the KyArch status web page
at
http://www.genrecords.org/kyfiles/countylist.php. When this changes, so does your
admin list subscription address.
What To Do
~~~~~~~~~
Take no action until you see the SFM email message indicating a roll call is due. Then
submit your report. Piece of cake !!!
Regards to All and have a great day and thank you for reading my windy message.
Tom Hembrey
SFM, KYARCH