TO:
All KY Archive FMs
FROM:
KYGW Archive File Manager
Please note we have a change in processing files submitted through the public automated
forms feature web site. The system now diverts any photo submission larger than 300Kb and
the accompanying text file directly to the KY Archive State File Manager (SFM). This
additional step allows the graphic file to be reduced in size for storage in the KYGW
Archive directories on the server.
F Y I :
1) All photo submissions are stored in the archive_html folders for ONLY the first county
listed in the submission form.
2) All automatically generated text files are stored in the archive_ftp folders for ONLY
the first county listed in the submission form.
3) The form submission process will send the text file and accompanying photo directly to
the county if the graphic file size is less than 300Kb.
4) Multiple counties can be identified by the submitter and those relative FMs will also
get the standard archive notice so they can include the URL link found in the text file to
their respective archive tables.
When the SFM is notified of a resizing requirement, the photo size is reduced, the text
file is edited to reflect the correct file size and the respective FMs will be sent email
to let them know the submission is finally uploaded to their archive folders as noted by
the URL links in the text file. Submissions with graphic files under 300Kb are processed
normally without this additional step in the process.
Please let Suzanne or myself know if you have any questions about this update. The
purpose for the change is to help ensure submissions get fully processed timely and we can
disseminate the workload evenly. Submissions should no longer sit in backlog status too
long and we can support our web sites more efficiently. The backlog is being purged daily
and I hope we can better control any future problems with missing or lost form
submissions.
Your open comments on this matter are more than welcome. Thank you for the hard work and
your continued efforts to help improve the Ky Archives Project.
Best Regards to all and have a great 4th of July holiday next week. I will be in Toronto,
Canada on business and probably miss the fireworks.
Tom Hembrey
SFM, KYGWARCH