INSTRUCTIONS
KyArchives Roll Call Reporting
What you should Know.....................!
1) http://www.genrecords.org/kyfiles/countylist.php - This is the
official status of the KyArchives file manager roll call roster.
Each county is assigned to the FM by name. A
current roster is forwarded to the USGenWeb Archives Project staff for annual
updating in March every year. After it is filed, your voting privileges
are validated with the USGenWeb Project. The official roster MUST
be current at all times. Report any errors to the SFM or ASFM as soon as
possible.
2) Email Address - The official FM Roster uses your valid and permanent
email address as required for all file managers. It is also used to:
(a) Subscribe you to the mandatory KyArc FM administrative mail list
(b) Provide the mandatory point of contact for submission notifications when people use the automated forms feature
(c) Send you the password for the USGenWeb Project election voting privileges
each year.
| IMPORTANT--- No exceptions are allowed for the official email address on the FM Roster as reported to USGWARCH. Exceptions to the address used for (a) and (b) are allowed with approval. Contact the SFM or ASFM if you need an exception. |
3) Reporting Counties - If you manage more than ten (10) counties, you will need to submit two reports to make sure each county is accountable. Roll call is verified by county and NOT the file manager. All counties must have a current report status on file quarterly. Adoption counties are managed by the SFM or ASFM.
4) Options - These report entries may be left blank if not used. A designated list of adopting preferences are maintained for each FM. The preference list is permanent and the FM will be notified when a preferred county becomes available for adoption. The FM is responsible for any assistant file manager and the name should be reported for record.
5) It is strongly recommended you update the Email Registry any time you change your official KyArch email address. Your registry number should be used on your county archive web sites as the primary contact for the county.
Thank You... Your assistance in helping us maintain accurate and updated records is greatly appreciated.