SURVEY OF DIRECTORATE OF ADMINISTRATION TELEVISION PRODUCTION ACTIVITIES 1985

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G00186R000901060009-1
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• Document Page Count: 111
• Document Creation Date: December 27, 2016
• Document Release Date: June 21, 2011
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• Content Type: REPORT

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SURVEY
OF
DIRECTORATE OF ADMINISTRATION
TELEVISION PRODUCTION
ACTIVITIES
1985
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' S E C R E T
1
t
I
I
i
SURVEY
OF
' DIRECTORATE OF ADMINISTRATION
' TELEVISION PRODUCTION
' ACTIVITIES
1 1985
I
' S E C R E T
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SURVEY
OF
DIRECTORATE OF ADMINISTRATION
TELEVISION PRODUCTION ACTIVITIES
1985
TABLE OF CONTENTS
TAB
A.
B.
Preface
Survey Brief
1.
Introduction
2.
General Findings
3.
Considerations
a.
b.
General
Organizational
4.
Summary
C. Supporting Document - "Suggestions for Centralizing
Agency Television
Activities" Director, OC
D. Supporting Document - "Management of Federal Audiovisual
Activites" OMB
E.
Supporting Documents - Current
1.1
Office
of
Communications
1.2
Office
of
Information
Technology
1.3
Office
of
Logistics
1.4
Office
of
Security
1.5
Office
of
Training & Education
2.
Budget (Hardware, maintenance & supplies)
2.1
Office
of
Communications
2.2
Office
of
Information
Technology
2.3
Office
of
Logisitics
2.4
Office
of
Security
2.5
Office
of
Training & Education
C P r' D P T
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3. Physical Plant
3.1 Office of Communications
3.2 Office of Information Technology
3.3 Office of Logistics
3.4 Office of Security
3.5 Office of Training & Education
4. Programs Produced
4.1 Office of Communications
4.2 Office of Information Technology
4.3 Office of Logistics
4.4 Office of Security
4.5 Office of Training & Education
F. Supporting Documents - Future Plans/Committments
1.1 Office of Communications
1.2 Office of Technology
1.3 Office of Logistics
1.4 Office of Security
1.5 Office of Training & Education
2. Budget (Hardware, maintenance, & supplies)
2.1 Office of Communications
2.2 Office of Information Technology
2.3 Office of Logistics
2.4 Office of Security
2.5 Office of Training & Education
3. Physical Plant
3.1 Office of Communications
3.2 Office of Information Technology
3.3 Office of Logistics
3.4 Office of Security
3.5 Office of Training & Education
4. Programs to be Produced/Committments
4.1 Office of Communications
4.2 Office of Information Technology
4.3 Office of Logistics
4.4 Office of Security
C F' (` R p T
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4.5 Office of Training & Education
G. Miscellaneous considerations for future study
1. Peripheral Activities
2. Support Activities
H. Briefing Aids
I. Miscellaneous documents
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" In all communications, we have to make an assumption
that there is a certain willingness on the part of the
receiver to consider our signals. This does not imply
acceptance by the receiver, merely a certain degree of
receptiveness. This assumption of a receptive attitude is
more characteristic of the television medium than any other.
There is a sense of "immediacy" about television that is not
present in other communications media. We expect to see
live broadcasting, and even video tape (which may be seen
days or weeks later) has a quality comparable to watching a
live program. Another consideration for the use of
television is that the majority of viewers has come to
regard television viewing as a pleasant experience and
approaches it with a relaxed feeling. If the information is
presented in an informal manner, with care given to style,
pace, and visual attractiveness, there is usually a positive
reaction to the show and the viewers are more readily
motivated.
There is a constant problem about the use of television
as a communications and educational tool: it is one of the
toughest media. It is a sophisticated integration of
people, scripting, electronics, timing, editing and other
factors. When the show is viewed, the audience neither
knows nor cares about production conditions or difficulties
encountered by the producers. The viewer is used to a
certain level of television quality - mainly, the kind he
sees on commercial TV. Anything below this level suffers by
comparison. (This situation is analogous to
professional-versus-home photography. The amateur
photographer saves all of his out-of-focus, overexposed
pictures, and, despite their viewing faults, the pictures
are still of interest - to the photographer. It takes skill
and discipline to throw material away, to edit carefully,
and to continually strive for better quality.)
A television production, unlike a written document,
doesn't have a synopsis or opening summary. The viewer
expects to watch the show from beginning to end, and is
critical of those parts that don't hold his interest. It is
imperative to remember that television is, first of all, a
visual medium, and it has the ability to integrate other
communications media: people, artwork, charts, slides,
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photos, film, music, voices, and so forth. But television
itself is also a special kind of communications medium -
with a special way of viewing the world. This way should be
essentially dynamic rather than static. The camera needs to
move. The pictures need to change. " 1
1 Quick, John and Wolff, Herbert. Small-Studio Video
Tape Production. 2nd Ed. Reading, MA: Addison-Wesley
Publishing Company, 1976.
S E C R E T
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B.1 INTRODUCTION
1. The purpose of this study is to'provide the Deputy
Director for Administration with a tool that can be used to
determine what action, if any, should be taken with regard
to television production activities within the Directorate
of Administration (DDA). To that end, site surveys of the
Office of Communications, the Office of Information
Technology, the Office of Logistics, the Office of Security,
and the Office of Training and Education were conducted
between 22 April and 6 May 1985. At that time the
production, personnel, physical plant, hardware, budget, and
ancillary support requirements of the ongoing and proposed
activities of each office were examined.
2. The focus of this study is to determine whether or
not the centralization of television activites by the DDA
will benefit the Agency. As a result several options and
considerations for improving these activities with the least
disruption to personnel and ongoing projects are proposed.
3. A detailed exploration of support services ancillary
to successful production via the television medium, i.e.,
graphic design, cinematography, still photography, etc. is
beyond the the scope of this survey (see Section I -
Miscellaneous Considerations for Future Study).
1. From a broad management perspective, television
activities within the DDA exhibit all signs and symptoms
associated with a freewheeling enterprise. Oversight
required to assure consistent and substantive productions of
a quality that promote both the DDA and Agency's image is
found to be lacking. In addition, the DDA and the Agency
are approximately five to ten years behind industry with
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regard to television production and utilization. To date
most customers are satisfied, if not elated, with our
product because its something new. However, past experience
in industry suggests that our customers will reach a level
of sophistication within the next three years where our
current level of television production techniques will no
longer meet their requirements. It appears that the
following factors have precipitated this condition:
1.1 Each component entered the field of television
in a minimally controlled fashion in response to legitimate
requirements. For example, the Office of Training and
Education entered the field in order to provide a full range
of support to their instructional efforts while the Office
of logistics entered the field as the result of a natural
outgrowth of trends toward "electrophotography" and to meet
customer requirements that all other Agency television
components were "too busy" to satisfy.
1.2 Each component has used what is not stated in
their respective charters to proliferate television
activities that support the needs and requirements of not
only other Agency components, but other members of the
Intelligence Community as well. This has led to the
acceptance of jobs that were politically advantageous for
perpetuating the growth of each component's activities while
at the same time fostering an environment whereby customers
are "shopping" for the "best" deal. In addition, this
condition brings the concept of "turf" to reality in the
fullest sense of the word.
1.3 There is no established career service for the
television professional within the Agency. Interviews with
DDA "televi'sion" personnel suggest that there is a general
lack of a clearly defined career track and that there is no
consistent method of determining which individuals are
selected to work within the field. This point is proven by
the fact that all components except the office of Logistics
elected to withhold their current position descriptions from
this survey as they are "under major rewrite for upcoming
PMCD Reviews."
1.4 The authority of the production specialist is
continually undermined by "scriptwriting by committee". In
addition, there are arbitrary changes to scripts by various
levels of the chain-of-command, most of whom are unfamiliar
with the communication techniques required to make the
medium perform at its best.
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1.5 With few exceptions an estabished budget for
television supplies, hardware, maintenance, and other
production costs is nonexistent. The whole approach to
television has been on a principle of immediate need rather
than by formulation of a well-developed mission to meet long
term objectives.
1.6 There is little attempt at equipment and/or
"systems" standardization. This makes the individual
components susceptible to the persuasiveness of outside
sales representatives. It also leaves most components with
very few options when a vital piece of equipment fails.
1.7 Most production personnel appear to be wearing
their many "hats" in a manner that tends to stagnate
creativity while fostering programs that have a high degree
of similarity. As a result, it is relatively easy for those
Agency personnel involved in the medium to accurately
identify which office produced a television program by
viewing only a small segment of same. For the producer who
assumes all roles from scriptwriting through editing it is a
natural inclination to repeat proven techniques in order to
meet deadlines. In addition, the DDA, as well as the
Agency, has a tendency to emphasize the post-production
aspects of television while industry has proven that program
quality comes predominatly from pre-production efforts.
2. Most components have expressed a need for
additional well-trained personnel to meet projected
requirements.
3. Most components are hampered by a general lack of
space.
4. At best guess, television production activities
appear to be growing at a rate of 20% per year.
B.3 CONSIDERATIONS .
1. General Considerations - The following items warrant
consideration for action. Their implementation should
alleviate much of the confusion that has led to the current
state of television within the DDA. These items can be
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implemented individually or collectively and supercede any
organizational changes that may arise.
1.1 Charter Definition - Clearly define the
mission of each Office with regard to its involvement in
television. This action should minimize the scramble for
turf and allow each office to concentrate on improving its
services in support of its own vested interests. In all
charters there should be a statement such as "...and other
programs(s) as directed by the DDA or his designee" in order
to accommodate any special projects that fall outside of
charter.
1.2 Authority of the television producer - The
quality of the television program is dependent upon a
trained professional being allowed to work with a certain
degree of freedom. The freedom must include complete
control of the text of a script. The true television
producer is a person who has been trained to manage all
aspects of a television production from scriptwriting to
post-production editing. One way to improved quality is to
give the professional producer the authority to oversee the
production of a finished script in a manner that he/she
knows from training and experience will deliver a readily
understood message to a specified target audience. Using
this approach the customer is responsible for verifying the
accuracy of content while the television expert defines the
aural and visual parameters of the message to be conveyed.
1.3 Career Service - establish a television career
service or uniform occupational series for persons
designated as full-time television production personnel.
This would provide opportunities for guided professional
development of DDA television personnel. In addition, such
a career service could be the basis of uniformity of grades
and skills which would aid in the temporary or permanent
rotation of personnel between components.
1.4 Budget Management - Currently there is no easy
way to assess the, true amount of money expended by DDA
components on television activities. The only reports
available are those from the capital inventory and projected
expenditures for additional equipment. These inventories
have enough errors (unit cost, reporting methods, etc.) to
make them suspect. In addition, operating/maintenance costs
are not addressed; some equipment has been "loaned"
(permanently or short-term) by various non-DDA components;
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and, there is a general lack of definition as to exactly
what constitutes television production equipment. An
in-depth audit and/or the creation of a Television Program
Manager as defined in Sections 2.3 and 2.4 should identify
the true cost of television to the DDA.
1.5 Equipment & Systems Standardization is almost
non-existent. Standardization, where possible, will provide
redundancy and therefore, increase reliability in meeting
time critical needs in the event of equipment failure.
1.6 Engineering & Maintenance Capabilities - A
side issue that developed during the site surveys is that
the DDA's engineering and maintenance capabilities within
the existing teleproduction units is quite limited. All
components agree that a centralized technical base for
maintenance/repair of all of the DDA's non-broadcast
equipment (approximately 85% of the total holdings) should
be established. Presently it takes four weeks to four
months for equipment repair and/or routine preventative
maintenance via outside contractors. With few exceptions
the quality of work performed by Washington area contractors
is very inconsistent. Due to the manner in which most
maintenance records are currently maintained no true figure
can be placed on the amount of money expended for repairs
without conducting an exhaustive study of this issue.
2. Organizational Considerations - Based upon
observations made during this survey the following options
for organizational/reorganizational consideration were
developed. The options range in scope from maintaining the
status quo to full consolidation of all personnel and
facilities under a single manager. Only the Office of
Logistics was in favor of some form of centralization.
2.1 Maintain status quo - No comments required.
2.2 Consolidate into two areas - One possible
change is to divide the Office of Training & Education into
one television entity and the rest of the DDA into another.
There are better alternatives to this option.
2.3 Program Manager (Monitoring Function) - Create
a television program management staff to estabish and
maintain fiscal reviews, technical reviews (to include
equipent approval), a television database, and maintenance
support activities for the DDA. At a minimum this staff
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should consist of one television professional (competent in
both production and engineering functions), one
administrative assistant, and one secretary. This staff
would also serve as the DDA focal point for state-of-the-art
procedures and technological developments relevant to
television productions. Within 18 to 24 months this staff
should be able to provide the DDA with sufficient
information to determine whether or not further movement
toward a centralized management of television is warranted.
2.4 Program Manager (Full Function) - This staff
is an expansion of the one described in the previous
paragraph. The full function Program Manager would have the
additional duties having all scriptwriting personnel on
his/her staff. Not only would this provide control of
program quality but would also allow for the movement of
scriptwriting personnel through a wide variety of projects.
The periodic rotation of scriptwriters is mandated in order
to foster a creative environment and prevent stagnation.
Creation of this position would provide the DDA with maximum
control without the problems associated with total
consolidation of all personnel and facilities.
2.5 Total Consolidation - Establish total control
at all television production activities under a single
authority. The premise of the memorandum on "Suggestions
for Centralizing Agency Television Activities" by the
previous Director, Office of Communications has merit.
However, a reorganization of this nature must be approached
cautiously in order to minimize the disruption of televison
services.
B.4 SUMMARY
1. In summary, the television activities within the DDA
are in need of improvement and further analysis. Of all the
options presented it appears that the best way to accomplish
both with the least disruption to personnel and ongoing
activities may be through the establishment of a Television
Program Management Staff (monitoring function) in a
component that has minimal vested interests.
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C. SUPPORTING DOCUMENT - "Suggestions for Centralizing
Agency Television Activities
1. In the event that a decision is made in favor of
total consolidation of television activities within the DDA,
the premise of the attached proposal by Mr. William Donnally
has merit. However, a cautious approach, to include a
detailed audit and analysis of ongoing and projected
activites, should be considered in order to identify a
well-developed mission to meet long term objectives - prior
to consolidation.
2. Past experience in both public and private sectors
indicates that the effective consolidation of all personnel,
budget, hardware, and facilities will not be possible
unless:
a. Management studies the issue of whether to
consolidate under an existing component or create a new one
and issues the necessary decrees to create a single unit;
and,
b. Management is willing to absorb the complaints
of those parties whose turf has been usurped for the 1-1/2
to 2 years it will take to prove to said parties that total
consolidation can be effective; and,
c. Management is wiling to invest in a minimum of
20,000 square feet of space (1,500 square feet requires
2-story ceilings) on the Headquarters Compound to house a
television complex (studio, editing suites, viewing rooms,
engineering control, etc.) that will be readily available to
clients; and,
d. Management is willnn to make an initial
investment of approximately to equip the new
complex in a state-of-the-art, standardized fashion; and,
5
e. Management is willing to tolerate the lengthy
"start-up" time required to install, debug, and provide
training on such a complex; and,
f. Management is wiling to turn ALL production
parameters over to the professionals (Note: it appears that
the DDA does not have enough true professionals for
consolidation at this time); and,
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g. Management is willing to hire the necessary
expertise to make a centralized facility function
(scriptwriters, engineers, etc.).
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D. SUPPORTING DOCUMENT - "Management of Federal
Audiovisual Activities"
1. The attached Circular No. A-114 from the Office of
Management and Budget (OMB) supports the notion that
upper-level government management is concerned about the
poorly monitored growth of television activities. To that
end OMB has been conducting A-76 reviews of most government
agencies, i.e., the National Institutes of Health has been
undergoing an analysis of its television activities and
cost-effectiveness of same for the past four years. The OMB
has also provided what it considers to be guidance to the
improved management of televison (audiovisual) productions.
2. The Agency, while excluded prima facie due to
reasons of National Security, has exhibited a "good faith"
effort toward compliance with OMB policy by entertaining the
considerations set forth in this survey.
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EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 20603
March 20, 1985
Execu:r. Registry
85- 1157
Dp/A'Registry
CIRCULAR NO. A-114
(Revised)
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Management of Federal Audiovisual Activities
1. Purpose. This Circular prescribes policies and procedures to improve Federal
audiovisual management.
2. Rescission. This rescinds OMB Circular No. A-114, dated April 13, 1978, and
Transmittal Memorandum No. 1, dated August 30, 1978.
3. Background. OMB Circular No. A-114 was issued on April 13, 1978, to provide
policies governing the consolidation, use and management of Federal audiovisual
resources. An amendment to the Circular, issued on August 30, 1978, established
an Interagency Audiovisual Review Board and prescribed a Government-wide
contracting system for the procurement of motion picture film productions.
On April 20, 1981, the President expressed concern about Government spending for
unnecessary magazines, pamphlets and films. A moratorium was imposed on the
acquisition of new periodicals, pamphlets, and audiovisual productions, pending the
development of specific plans to control spending in these areas. This revised
Circular incorporates the audiovisual management control policies prescribed by
OMB Bulletin No. 81-16 of June 5, 1981. Bulletin No. 81-16 was issued in response
to the President's concerns. The revision also improves the organization and
clarity of the original Circular and updates the management policies initially
prescribed in 1978.
4. Applicability and Scope. The Circular applies to all agencies of the executive
branch of the Federal Government.
5. Responsibilities.
a. The head of 'each agency is responsible for promulgating such regulations
and controls, as necessary, to implement the provisions of this Circular. Each
agency head shall designate an office which will have responsibility for the
management oversight of the agency's audiovisual activities. This office should be
at a management policy level with agency-wide authority. Internal control systems
shall provide for monitoring and documenting the extent of agency audiovisual
activities and the use of audiovisual resources.
b. Each agency shall forward the name, mailing address, and telephone
number of the office which is assigned responsibility for management oversight of
the agency's audiovisual activities to the Office of Federal Procurement Policy
(OFPP), with an' Information copy to the National Audiovisual Center (mailing
address:' National Audiovisual Center (NAC), National Archives and Records
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Administration, Washington, D. C. 20409). These designated offices shall serve as
the main point of contact for OFPP and NAC in all matters relating to
Government-wide audiovisual policies.
c. The individual responsible for management oversight of the agency's
audiovisual activities will represent the agency on the Federal Audiovisual Com-
mittee (FAC). The FAC is an interagency committee established to advise OMB on
Government-wide audiovisual policy issues. The FAC is chaired by the OFPP and
meets at the call of the chair.
d. Agencies should institute, maintain, and document management control
systems to ensure economy and efficiency in audiovisual activities and in audio-
visual production and acquisition. Agency control systems shall meet the following
criteria:
(1) The need for audiovisual products must be confirmed at a
management level above the using activity before production is authorized.
(2) Monitoring offices should normally not have operational
responsibilities for the production or procurement of audiovisual products.
(3) The policies and procedures governing the mode of operation for
audiovisual activities shall be in compliance with OMB Circular No. A-76
(Revised).
(4) The agency control systems must cover all audiovisual productions,
including field office productions.
e. Heads of agencies shall be guided by the policies and procedures in this
Circular and in the following:
Attachment A, Audiovisual Activities
Attachment B, Agency Management of Audiovisual Productions
Attachment C, Distribution and Evaluation of Audiovisual Productions
Attachment D, SF 203/Annual Audiovisual Report
6. Definitions.
a. Agency: As used in this Circular, agency means any department or
independent establishment of the executive branch of the Federal Government.
b. Audiovisual Productions: A unified presentation, developed according to a
plan or script, containing visual imagery, sound, Or both, and used to convey
information. Audiovisual productions include slide sets, film strips, motion
pictures, television (videotape and disc), audio recordings (tape and disc) and multi-
media (any combination of two or more media) productions.
c. Audiovisual Services: Individual functions such as scripting; photography,
sound and video recording; photo instrumentation; film processing; broadcasting;
film-to-video and video-to-film transfers; video, film and sound editing; video,.film
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d. Audio
employing one
service, produ
visual Activity: An organization or function within an organization
or more individuals whose principal job is to provide an audiovisual
l
di
i
sua
ov
ce or acquire audiovisual productions, or manage au
resources. Resources include equipment, budgets, facilities, personnel, supplies
and accessories.
e. Audiovisual Equipment: Equipment used for the recording, production,
reproduction, processing, broadcasting, distribution, storage or exhibiting of audio-
visual products.
f. Audiovisual Facility: A building, or space within a building, owned or
operated by the Government which houses an audiovisual activity.
7. -Exclusions. The following materials are excluded from all provisions of this
Circular:
a. Commercial entertainment productions (such as those distributed to
theaters on military installations).
b. Audiovisual information collected exclusively for surveillance,
reconnaissance, or intelligence purposes or equipment integrated in a reconnais-
sance collecting vehicle.
c. Photo-mechanical reproduction, cartography, X-rays, and microfilm/fiche
productions.
d. Graphic arts and still photographic activities except when their products
are used in audiovisual productions.
e. Productions produced by Voice of America and the Armed Forces Radio
and Television Service for exhibition overseas.
Should audiovisual information excluded under paragraphs a through c above be
used in producing a subsequent production, that production will be subject to the
provisions of the Circular.
8. Sunset Review. The policies contained in this Circular will be reviewed by the
Office of Management and Budget 3 years from the date of issuance.
9. Inquiries. Further information concerning this Circular may be obtained by
contacting the Office of Federal Procurement Policy, Office of Management and
Budget, Room 9013 New Executive Office Building, 726 Jackson Place, N.W.,
Washington, D. C. 20503, Telephone: IDS 103-6803 or FTS [phone].
David A. Stockman
Director
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AUDIOVISUAL ACTIVITIES
OMB Circular No. A-114
Attachment A
1. Purpose. This Attachment describes specific policies governing the
management and utilization of audiovisual activities.
2. Consolidation. Agencies shall consolidate audiovisual activities into as few
locations as possible. As a general rule, each agency will attempt to consolidate
its audiovisual activities into a single facility within each metropolitan area.
Where consolidation is not feasible or economical, these activities should, as a
minimum, be centrally managed.
3. Commercial Activities. Audiovisual activities and related functions, such as
graphic arts and still photographic activities, provide products or services which
can be obtained from commercial sources and should not be initiated or continued
with Government resources unless justified under the provisions of OMB Circular
A-76.
a. Utilization. Through the use of management studies specified in OMB
Circular No. A-76, agencies shall survey existing audiovisual activities to ensure
full use of facilities, personnel and equipment. Resources made available from
these studies or in the consolidation of audiovisual activities shall be declared
excess in accordance with existing regulations.
b. Use of Other Federal Activities. Excess audiovisual property and services
available from other Federal agencies may be used unless the needed product or
service can be more economically obtained from the commercial sector. Prices
shall be solicited from the commercial sector and from the prospective providing
agency. A contract shall be awarded if the commercial price is more economical.
(1) Agencies shall not retain, create or expand internal audiovisual
capacity for the purpose of providing commercially available products or
services to other agencies, foreign governments, or private organizations.
When the performing agency's own requirements increase, capacity used to
support other agencies shall be used rather than acquiring additional capacity
for the purpose of supporting other agencies. Agencies using such excess
capacity should be provided sufficient notice to arrange alternative sources.
(2) All audiovisual activities must be inventoried and reviewed for
possible conversion to contract by September 30, 1987, and all external
support must be included in the Performance Work Statement developed for
this review. If the activity has been reviewed, agencies may use the products
or services provided with no further justification. If, after September 30,
1987, the activity has not been justified for continued in-house performance,
under the provisions of OMB Circular A-76, user agencies shall obtain the
required services directly from a commercial source.
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OMB Circular No. A-114
Attachment B
AGENCY MANAGEMENT OF AUDIOVISUAL PRODUCTIONS
1. Purpose. This attachment provides guidance to improve agency management
of audiovisual productions.
2. Policy. Audiovisual productions, where cost effective and otherwise
appropriate, may be used by agencies to support specific Government programs.
Audiovisual productions should be limited to those essential to agency missions and
should not be used to promote an agency or to provide forums for agency opinions
on broad subjects, without specific program reference. As a general rule:
a. Agencies should not develop or support audiovisual productions to
influence pending legislation, promote sales of products, or promote the status of
various industries.
b. Material produced for research or documentation must be limited to
research or documentation; not the promotion of an agency's programs.
c. Agencies should use procurement contracts to procure audiovisual
productions. Grants, cooperative agreements and other legal instruments should
not be used when the production is intended for the direct benefit or use of the
Government.
d. Procurement policies and procedures for audiovisual productions are
contained in OFPP Policy Letter 79-4.
3. Needs Assessment. The acquisition or production of audiovisual products may
be authorized only where the agency has determined that the products are the most
effective means of communicating the required message to the intended audience.
In making this determination, agencies shall consider and document all relevant
factors, including but not limited to: communication objective; target audience;
production costs; user cost; life span of the information to be conveyed; frequency
of use; immediacy of requirement; necessity for periodic updating; method, level
and cost of distribution; and compatability with other existing communication
programs.
4. Subject Search. Agencies must check commercial and Government sources
before authorizing audiovisual productions or procurements.
a. Prior to authorizing any type of audiovisual production, all agencies will
attempt to determine if existing productions are available to satisfy its needs.
Agencies should use the resources of the National Audiovisual Center (NAC) to
determine what Federal productions exist by requesting subject searches. Standard
Form 282 (Appendix I) may be used for this purpose. Agencies should also review
commercial media collections, either through catalogs or computer-based
resources. If there are no existing Federal or commercial productions available,
the agency may produce, within existing budget limitations, additional productions
to support program responsibilities.
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b. Federal Audiovisual Production Report (SF 202). The Federal Audiovisual
Production Report (FAPR), Standard Form 202 (Appendix II), will be prepared by
each agency when production is authorized for all productions except those
excluded by Part 7 below. The FAPR assists Federal agencies in learning about
similar products existing or planned in other agencies, and helps reduce duplication
of effort. Pre-production sections of the report will be completed and sent to NAC
and will consist of information about materials planned or in process. Upon
completion of an audiovisual production, the post-production sections of the FAPR
will be completed and forwarded to NAC. This information will become part of the
Center's data base. Information from the data base will be provided to other
Federal agencies and the public. Copies of Standard Form 202 may be obtained
from GSA through agency forms distribution systems.
c. The DOD will compile its own production data using the DOD Form 1995,
DOD Audiovisual Production Report. Information about these productions will be
made available to NAC through the Defense Audiovisual Information System
(DAVIS).
5. Government Employees as Actors.
a. All Federal employees (including active-duty military personnel) are
prohibited from playing dramatic roles, narrating, or acting in Federal audiovisual
productions except:
- When performing their own job.
- When a production is to be used only for internal communications or
training, and the Government employees are playing roles developed for training
purposes in connection with their own job, without using a prepared script.
- When the skills or knowledge of the Government employees cannot be
readily supplied by professional actors, and cannot be supplied by a prepared script.
Government personnel shall not perform roles which subject them to health or
safety hazards not normally encountered in their own jobs.
6. Stock Footage. Agencies, except the DOD, shall offer to the Special Archives
Division, National Archives and Records Administration, motion picture out-takes,
trims, and other unedited motion picture footage (with stock footage value)
accumulated in the production of audiovisual products. The footage will be made
available to other Federal agencies and the public through services provided by the
Special Archives Division, National Archives and Records Administration,
Washington, DC 20408.
7. Exclusions. Agency productions that are excluded from pre-production and
post-production reporting requirements are:
a. Security-classified items.
b. Items produced for internal agency use that are exempt from public
disclosure under the provisions of the Freedom of Information Act (80 Stat. 383; 5
U.S.C. 552), as amended.
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Attachment B-3
c. Items the agency decides would not benefit the public because the useful
life is too short (usually less than one year) or the production budget is too small
(less than $5,000).
d. Mixed media packages with predominance of printed material usually
handled by the U.S. Government Printing Office.
e. Productions prohibited by law from distribution in the United States.
1
f. Productions related to timely coverage of a news event such as public
service announcements, newsclips or audio recordings, or television and radio spot
announcements.
g. Unique or highly-specialized technical materials useful only to a single
agency.
h. Multi-media productions requiring special projection equipment or
electronic programmers.
i. Productions from criminal investigations or other legal evidentiary
procedures.
j. Photo-instrumentation, reconnaissance, or documentation footage.
Exclusion does not include productions produced from this footage.
NOTE: With the exception of 7j, all excluded items must be reported in the agency
Annual Audiovisual Report (SF 203) (see Attachment D of this Circular).
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OMB Circular No. A-114
Attachment C
DISTRIBUTION AND EVALUATION OF AUDIOVISUAL PRODUCTIONS
1. Purpose' This Attachment provides policy and guidance for improving the
distribution and evaluation of Government-owned audiovisual productions, and
provides for the centralization of specific audiovisual management services in the
National Audiovisual Center (NAC), National Archives and Records Administration.
2. Services Provided by NAC. NAC will:
a. Serve as the central information source to the public and Federal agencies
concerning the availability of audiovisual productions produced by or for the
Government;
b. Rent and sell Federal audiovisual productions to the public and Federal
agencies;
c. Compile and publish Government-wide catalogs, as well as use other types
of information dissemination techniques, to inform the public on audiovisual
productions available for rent and sale;
d. Develop criteria, establish appropriate terminology, and recommend
Government-wide practices for the cataloging and indexing of audiovisual produc-
tions; and
e. Maintain a data bank containing information on Federal audiovisual
productions.
3. Policy . Agencies shall provide NAC information, as cited in Attachment B,
and all productions necessary to perform this service. Agencies shall use NAC
services to increase the dissemination of audiovisual product information to the
public and improve access to and the use of Federal audiovisual productions.
4. Distribution.
a. Upon request, agencies will provide all duplication materials necessary for
NAC to reproduce copies of specific productions and make them available to the
public and other Federal agencies.
b. Agencies may elect to loan duplication materials to NAC when required,
or provide it for the Center's permanent use. Under either condition, NAC retains
the right to place duplication material in a laboratory selected by the Center to
ensure the best price to the public. Duplication material on loan to NAC will be
returned to the agency but may, through special arrangement with the producing
agency, be retained in the Center's laboratory until specifically requested by the
agency.
c. When acceptable duplication material is no longer available from an
agency, the agency will loan NAC the original materials and/or printing masters
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necessary for the Center to reproduce, at its -expense, the duplication material
needed for reproduction. The original material may be maintained at the agency's
laboratory for duplication or., if mutually agreeable, be moved to a laboratory
designated by NAC. Agency materials will be returned immediately after
production of the duplication materials.
d. Arrangements for the transfer of duplicating materials to NAC will
normally be initiated by the Center. Agencies desiring to deposit duplicating
materials with NAC may arrange for automatic transfer upon completion of
productions by executing an interagency agreement with the Center.
e. NAC shall determine the prices of items for sale and rent through the
Center under the authority of 44 U.S.C. 2112(c).
f. In addition to using NAC's services, an agency may make its productions
available for sale, rent, or loan to the public through other distribution. channels
provided the agency head determines that such actions are necessary for the
efficient operation of the agency's programs. Agencies shall, however, periodically
review their distribution programs and discontinue any which duplicate NAC
services.
5. Loan Programs.
a. Agencies which maintain multiple loan libraries shall attempt to
consolidate them. Each agency should have no more than one loan library in a
geographic area. After a title has been in loan distribution through an agency's
loan library or through commercial contract for three years, or earlier if
appropriate, the title should be considered for further access through NAC's rental
program.
b. Multiple award contracts have been made by GSA under Federal Supply
Schedule Industrial Group 781 covering the free loan distribution of audiovisual
materials. Agencies should obtain pertinent ordering data from the GSA regional
office servicing their areas and use the contracts, as appropriate.
6. Exclusions. Productions excluded by Attachment B, Part 7, of this Circular
need not be submitted to the National Audiovisual Center.
7. Evaluation.
a. Production. Agency management should perform appropriate evaluation
of audiovisual productions and include evaluation in audiovisual management
control systems to ensure.goals and objectives of the productions were met.
(1) Each agency will develop an evaluation program to assess the value
and effectiveness of its audiovisual productions.
(2) Complexity and cost of evaluation should be dependent on the cost
and program impact of the audiovisual production being evaluated. For
example, agencies should spend less time and money to evaluate a low-cost
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Attachment C-3
small impact production than they should to evaluate a high cost or major
audiovisual program designed for broad applications. Depending on the
production being evaluated, methods could range from a simple tally sheet to
record sample responses to a more complex survey with interviews and testing
forms.
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b. Distribution.
(1) Agencies shall evaluate the effectiveness of distribution systems for
all products, annually. Evaluation may be performed by developing statistical
reports which show the estimated number of viewers of specific productions
and the resulting cost per thousand -- based on number of viewers and costs of
production and distribution. This data should be considered by the agency in
authorizing future audiovisual productions.
(2) Before authorizing any production which is estimated to cost more
than $50,000, a specific written distribution plan must be prepared, including
reference to the program the production will support. The agency will
evaluate the cost-effectiveness of the proposed production by relating the size
of the potential audience to the total production cost.
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OMB Circular No. A-114
Attachment D
STANDARD FORM 203/ANNUAL AUDIOVISUAL REPORT
. This Attachment describes reporting requirements for the Annual
1. Purpose
' Audiovisual Report, Standard Form (SF) 203.
2. Policies and Procedures. Agencies are required to file SF 203, Annual
Audiovisual Report (Appendix III), detailing all audiovisual activity each fiscal
' year. The report is due January 1 each calendar year for the previous fiscal year
and should be forwarded to the National Audiovisual Center (NAC), National
Archives and Records Administration. All audiovisual productions, including
' productions excluded from other reporting requirements of this Circular, should be
reported on the SF 203. The purpose of the report is to acquire data on Federal
audiovisual activities, including overhead for in-house expenses. This information,
once compiled, will be made available, upon request, to all agencies, and to the
' public. Copies of SF 203 may be obtained from the NAC.
3. Periodic Review. Agencies shall ensure, through management control and cost
accounting systems, the accuracy and consistency of audiovisual production budget
data provided to OMB and the SF 203 data furnished to NAC.
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MANDATORY TITLE CHECK
(Compote /or each ptwwwddpro G~~ In (A- 1 amo /rdwsoe
with dN PAN
CONTACT
FOR
ADDI-
TIONAL
INFOR-
MATION b. TELEPHONE NUMBER (Include arse code)
^ FTS ^ COMMERCIAL
S. INTENDED SUBJECT - BROAD/SPECIFIC
C?nplete and returncopies t lwld 2 to: APPENDIX 1
National Audiovisual Center (NAM
General Services Administration
Attn: Mandatory Title Check
Washington. DC 20409
2. AGENCY INTERNAL CONTROL NUMBER (If required)
1
6. SPECIFIC OR UNIQUE ELEMENTS (Intended audiences. techniques. regulations, eta.)
8. THE CENTER HAS COM-
PLETED ITS SEARCH
FOR PRODUCTIONS
SIMILAR TO THOSE
ABOVE.
NAC will complete items 8 through 12 and return to requesting agency.
El a. We are unable to locate any productions that would mdet the requirerr+ents specified in your request.
^ b. We have enclosed information on - - production (s) which may be appropriate for your program See in.
structions block, upper left corner of Standard Form 202 concerning the required justification to continue with your
planned production.
9. COMMON DATA BASE (CDB)
SEARCH NUMBER
This COB number is dForm 202to y rsl Audiovisual production Report your whplanned out en reporting y prod Rto NACumoer uction in Box 2 of Standard
10. DATE RECEIVED BY NAC 11. DATE MAILED BY NAC 112. FORM COMPLETED By (Slanety-)
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