N. B. The details from a previous upload are still entered. Use the

office of the university
communication

Image Store Manual for faculty and service image coordinators

URL http://www.rug.nl/beeldbank

Requesting an account Via the Imagestore login window or directly from Peter van der Sijde: [e-mail]).
Each faculty / service may have no more than two image coordinators

Login With a user name (P number) and password
This is where you can change your language preference

Uploading new files

Click on My contributions in the menu bar. This offers the option to add photos. You can also see here which photos have already be uploaded and which are still awaiting approval.
N.B. The details from a previous upload are still entered. Use the delete button to delete all details.
Decide on the resource type (Photo, Video or Audio)
Enter who may use the material under Client (for example Library). If you want to make the material available to all, click Public here. If you do not, then only the Library will have access to the material.
Royalties Indicate whether the photo is subject to royalties or not.

Wikimedia and Flikr.
Most illustrations on Wikimedia (there are exceptions, so make sure you check properly) fall under a Creative Commons license or the GNU Free Documentation License. 
These licences automatically grant permission for reuse of the image (or text) if you satisfy certain conditions.
One of these conditions may be stating the author’s name, and the licence, and that you create a link and make any adapted versions available. 
To keep things simple for the end user, Wikimedia Commons has placed a button, ‘use this file’, and a globe icon above or next to the image on the image page. When you click this a popup appears with an ‘attribution’ field, which you can copy. You can also delete the part about the GFDL, and as far as I know ‘via Wikimedia Commons’ is not compulsory but certainly appreciated. 
Simply installing the link ‘source: Wikimedia’ is definitely not enough because Wikimedia holds no copyrights and is simply a platform where you can find the illustration. 
Citation Indicate whether a name needs to be cited when using the material.
Credit Enter the name of the photographer (not the person who uploaded the photo!)
Use the fields Location, Event, People, Object, Image type to indicate what is in the photo and where it was taken. N.B. these are the keywords used to find a photo so take care with them.
Title Give the photo a title. During a bulk upload, all the photos will be given the same name. It is possible to change this after the upload.
Caption Enter any other relevant information about the image.
Date, Country, Expiry date These are only relevant if you do not want to make a certain photo available after a certain date.
Notes Room to add your own information.
Website URL of a website with extra information.
Camera and Source This is where you can enter the camera model (not compulsory) and use the drop-down menu to indicate if the file is from a digital camera or a scan.
Add Here you can add the photo/photos to an existing collection (recommended). If you do nothing, a new collection will be created.
Click Next This screen allows you to select and upload your photos via your browser.
N.B. Wait until all photos are uploaded before navigating further.
Click again on My contributions and then on waiting for approval.
This is where you will find the photos you have just uploaded.
If the photos need to be marked ‘restricted’ (i.e. not visible to others outside your own department) you must do that for each individual photo by clicking edit and selecting this for the file.

Final check of uploaded material To be done by the Image Store managers. If a photo intended for the Public is offered, it must satisfy the conditions set out in the image plan. After approval, the photo(s) will be visible to all or to a certain group.
Material from the ‘Public’ collection is free for anyone to use. All rights have been arranged with the photographers. If a photo has not been purchased for publication, it will be stored in a ‘Restricted’ environment. Publication is then only possible once the rights have been arranged with the relevant photographer. Please contact the photographer yourself.

Once the rights have been purchased, please change the Royalty details for the relevant photo from Subject to Royalties to Royalty free. If the photo can be made available to the general public, the ‘Public’ box must be ticked.

If you have any questions, please contact Peter van der Sijde: [e-mail]

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