SURVEY OF DIRECTORATE OF ADMINISTRATION TELEVISION PRODUCTION ACTIVITIES 1985

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CIA-RDP88G00186R000901060009-1
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Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 SURVEY OF DIRECTORATE OF ADMINISTRATION TELEVISION PRODUCTION ACTIVITIES 1985 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 ' 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 n 10 M z Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 4.5 Office of Training & Education G. Miscellaneous considerations for future study 1. Peripheral Activities 2. Support Activities H. Briefing Aids I. Miscellaneous documents S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 " 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, Sanitized Copy Approved for Rele 20 ase 11/06/21 :CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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. c I r 0 F m Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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; S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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 S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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. S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 !n I~0 n Ix 1o Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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, C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 g. Management is willing to hire the necessary expertise to make a centralized facility function (scriptwriters, engineers, etc.). ,, n L' m Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Iq Next 11 Page(s) In Document Denied Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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. S E C R E T Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 (202) 395-6803. David A. Stockman Director Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 1 1 1 1 1 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. Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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. Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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. Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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). Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88G00186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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. 1 1 I 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. Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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. Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 Sanitized Copy Approved for Release 2011/06/21: CIA-RDP88GO0186R000901060009-1 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. 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