The PDF version 
U.S. Department of Energy ORDER
Washington, D.C. DOE 1350.1
10-28-81
Chg 1: 03-26-84
SUBJECT: AUDIOVISUAL AND EXHIBITS MANAGEMENT
1. PURPOSE. To provide policy, responsibilities, and procedures for the
management and control within the Department of Energy (DOE) of all
audiovisual productions and exhibits developed and/or used for public
dissemination of information, whether produced in-house, under
contracts, or any other form of financial assistance.
2. SCOPE. The provisions of this Order apply to all elements of the
Department Energy, including the Federal Energy Regulatory Commission
(RC), except for statutory responsibilities and authorities that exclude
RC from compliance with certain aspects of this Order.
3. REFERENCES.
a. Office of Management and Budget (OMB) Circular No. A-114,
"Management of Federal Audiovisual Activities," which prescribes
policies and procedures for improving the management of Federal
audiovisual activities.
b. OMB Circular No. A-76, "Policies for Acquiring Commercial or
Industrial Products and Services for Government Use," which states
the basic policies to be applied in determining whether needed
commercial or industrial type work should be done by contract with
private sources or in-house using Government facilities and
personnel.
c. General Services Administration (GSA) Federal Property Management
Regulations (FPMR) subpart 101-11.4, "Disposition of Federal
Records," which prescribes methods and policies for the transfer or
destruction of original and/or printing materials of
Government-owned motion pictures, out-takes, and unedited record
photography.
d. GSA FPMR subpart 101-11.411-4, "Audiovisual Records," which states
policies that govern the transfer of audiovisual records to the
National Archives.
e. OMB Bulletin No. 81-15, "Agency Implementation of OMB Circular No.
A-76" which provides instructions for preparing and submitting
information on each agency's implementation of OMB Circular No. A-76
and its impact on budget estimates, and requires special information
on audiovisual activities.
f. OMB Bulletin No. 81-16, "Elimination of Wasteful Spending on
Government Periodicals, Pamphlets, and Audiovisual Products," which
provides procedures and guidelines for eliminating unnecessary
Federal spending for the development and printing of periodicals and
pamphlets, and the production or procurement of audiovisual
services.
g. Office of Management and Budget (OMB), Office of Federal Procurement
Policy (OFPP), Pamphlet No. 3, "Federal Systems for Acquiring
Audiovisual Productions," which implements the Government-wide
system for motion picture and videotape productions.
4. DEFINITIONS.
a. Audiovisual Production. Any prepackaged arrangement of audiovisual
and visual elements (including motion pictures, multimedia
presentations, slide shows, film strips, video tapes, sound tapes
and recordings, television, and radio public service messages) into
a unified presentation designed to communicate information to an
audience.
b. Exhibit. Any display, usually three-dimensional, which uses
photographs, models, hardware, copy, and special effects, such as
lighting, animation, microcomputers, analog simulators, or
audiovisual productions, to communicate information to an audience.
5. EXCEPTIONS. Excepted from the requirements of this Order are classified
productions, film footage and video tape shot for record or scientific
purposes, and audiovisual information collected exclusively for
surveillance, reconnaissance, or intelligence purposes, and slides or
transparencies produced and used exclusively for speeches and/or program
briefings when clearly not intended for public dissemination and for
which there is no recorded sound track, and drawings or models intended
only for scientific and technical program presentations.
6. POLICY AND OBJECTIVES.
a. Policy. It is DOE policy to:
(1) Encourage greater public understanding of our national energy
plans, policies, programs, resources, and technical options
through the dissemination of reliable information through
exhibits, films, and other audiovisual techniques to assist the
public in making informed judgments on Government energy
programs, defense programs, and activities.
(2) Assure that all audiovisual and exhibit materials are
consistent with United States foreign and domestic policies and
applicable laws and regulations.
b. Objectives. DOE intends to:
(1) Disseminate reliable information in accordance with sections
102 and 301 of the DOE Organization Act, Public Law 95-91, so
as to increase public awareness and understanding of energy
resources, energy technology options, defense programs, energy
conservation issues, energy-related environmental issues, and
other energy-related issues.
(2) Provide information on all DOE programs in a candid, easily
understood, factual and balanced manner.
(3) Promote economy, efficiency, and effectiveness by:
(a) Coordinating public awareness campaigns, production of
audiovisual materials and exhibits, and related activities
with DOE and with other Federal, State, and local
agencies.
(b) Using audiovisual products for specific DOE programs where
cost effective and otherwise appropriate.
(c) Assuring that the distribution and use of DOE audiovisual
materials and exhibits are handled in an effective,
efficient, and economical manner to as wide and diverse an
audience as possible.
(4) Develop and administer a public awareness program that best
serves the public interest and is responsive to public needs
by:
(a) Providing advice, guidance, support, and assistance, as
appropriate, to DOE organizations and contractors
educational organizations, and other groups in planning,
production, distribution, use, reporting, and evaluation
of exhibits and audiovisual materials directed to the
public.
(b) Assuring that Department audiovisual and exhibit products
are not improperly used to influence pending legislation,
promote sales of products, or promote the status of
various industries.
(c) Encouraging the non-Government production and public
distribution of audiovisual materials and exhibits on
energy-related matters.
(d) Assuring that all exhibits and audiovisual services and
materials are produced, acquired, preserved, stored,
distributed, and made available to the public in
accordance with applicable statutes and Federal
regulations.
7. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Public Affairs.
(1) Establishes Departmental policies, rules, and procedures for
the planning, production, and use of audiovisual productions
and exhibits.
(2) Maintains management oversight of the Department's audiovisual
and exhibit activities and assures compliance with OMB Circular
No. A-114, OMB Circular No. A-76, OMB Bulletin No. 81-15, and
OMB Bulletin No. 81-16.
(3) Develops and administers the DOE public awareness program
utilizing audiovisual and exhibit techniques to implement the
basic Departmental policy of informing the public concerning
national energy matters.
(4) Appraises, as necessary, the effectiveness of public awareness
programs of all Departmental elements, including the Federal
Energy Regulatory Commission.
(5) Reviews the operation of the public awareness program
throughout DOE to assure that procedures of all Departmental
elements are consistent with DOE public awareness policies.
(6) Coordinates, for DOE, interagency public awareness activities.
(7) Establishes an Audiovisual Review Board to review, evaluate,
and recommend proposed audiovisual productions to the Director
of Public Affair.
(8) Provides guidance and evaluation to all Departmental elements,
including RC, on the development, preparation and review, in
advance of release, on all audiovisual materials and exhibits.
(9) Evaluates and advises on the need for audiovisual materials and
exhibits and assists in the preparation, coordination, and use
of these products.
(10) Offers advice and assistance, as requested, on public
understanding aspects of proposed DOE policies, actions,
programs, and projects.
(11) Coordinates DOE internal and interagency audiovisual and
exhibit activities and represents DOE on interagency
committees, task forces, and study groups involving other
Federal and/or State agencies.
(12) Maintains management oversight of the acquisition, production,
and distribution of motion pictures, slide shows, television
and radio materials, and video tapes; and maintains and
coordinates the DOE free-loan distribution system for public
use, including usage reports and system product evaluation.
(13) Reviews and evaluates proposals from outside organizations
seeking DOE support and assistance in the development of
audiovisual productions and exhibits.
(14) Approves proposed audiovisual productions of DOE and its
contractors/grantees based on the recommendation of the
Audiovisual Review Board (ARB).
(15) Develops and maintains a documentary collection of still
pictures and slides representing DOE programs and activities to
meet DOE needs as well as the needs of the news media and the
public, and makes them available to Government and
non-Government producers of audiovisual productions and
exhibits along with technical reviews, advice, available stock
film footage, and sound recordings.
(16) Develops testing and evaluation techniques to determine cost
effectiveness and potential audience for audiovisual products
and exhibits.
(17) Prepares "Annual Audiovisual Report to the National Audiovisual
Center (NAC), National Archives and Records Service, GSA", on a
fiscal year basis, in accordance with OMB Circular No. A-114.
(18) Prepares "Federal Audiovisual Production Report" on all DOE
audiovisual productions and materials far input into NAC's data
base.
(19) Develops schedules, makes arrangements, and coordinates all
activities associated with DOE exhibit showings to assure
appropriate coverage of conferences, science museums, fairs,
public building lobbies, and shopping centers.
(20) Determines or approves the distribution methods of all DOE and
its contractors grantees audiovisual products and exhibit, for
public dissemination of information.
(21) Conducts a periodic review of the control system and modifies
it as required.
b. Heads of Headquarters Elements.
(1) Recommend to the Director of Public Affairs subject areas in
which DOE needs to support, produce, acquire, distribute, or
evaluate motion pictures radio programs, video tapes, exhibits,
or other audiovisual materials.
(2) Refer unsolicited proposals from outside organizations seeking
DOE support of audiovisual or exhibit projects to Director of
Public Affairs for approval or evaluation, as appropriate, in
accordance with directions for processing unsolicited
proposals.
(3) Refer to Director of Public Affairs for approval all proposed
DOE audiovisual and exhibit projects prior to initiation of
development, design, acquisition, or production.
(4) Assist Director of Public Affairs in the evaluation of
unsolicited proposals for DOE support of exhibits and
audiovisual materials, in the technical and policy review of
exhibits and audiovisual materials, including subject matter
content.
(5) Concur in, within approved financial plans, the use of program
funds for the design, production pretesting, acquisition, use,
and evaluation of exhibits and audiovisual materials.
(6) Submit to Director of Public Affairs, for evaluation, a
specific distribution plan, including reference to the program
the product will support on all productions.
(7) Upon request, assist Director of Public Affairs in collecting
and submitting the data on audiovisual activities for the
"Quarterly Reform 88" and the annual audiovisual reports, as
well as information for the "Federal Audiovisual Production
Report." For actual reporting procedures, refer to Attachments
1, 2, and 3.
(8) Assure that all offices under their jurisdiction comply with
provisions of this Order, including in the use of contractors/
grantees.
c. Chairman, Federal Energy Regulatory Commission (RC).
(1) Reviews and approves requests and proposals for DOE support of
exhibits and audiovisual projects when such projects relate
only to RC and involve an expenditure not to exceed $2,000 for
each, and such projects which may be specifically delegated.
(2) Assures that all offices under RC jurisdiction comply with the
provisions of this Order, including in the use of contractors/
grantees.
(3) Approves and evaluates all proposed exhibits and projects which
speak of and/or for RC.
d. Heads of Field Organizations.
(1) Coordinate reviews and approvals for their contractors/grantees
required under this Order and carryout such reviews and
approvals as are delegated by the Director of Public Affairs.
(2) Assure that the use of DOE contractors/grantees under their
jurisdiction comply with the provisions of this Order.
e. Heads of Procuring Activities.
(1) Prior to the initiation of any action involving the
development, design, acquisition, or production of DOE
audiovisual and exhibit projects, assure that appropriate
contractual or financial assistance coverage is in place to
permit the implementation of this Order.
(2) Prior to awarding a contract or financial assistance agreement
involving the development, design, acquisition, or production
of DOE audiovisual and exhibit projects as well as prior to
approving the development, design, acquisition, or production
of DOE audiovisual and exhibit projects in existing contracts
or financial assistance agreements notify the Office of Public
Affairs (CP-20) to assure appropriate coordination of required
reviews and approvals.
8. SPECIAL REVIEWS.
a. Classification Review. When appropriate, as identified by the
Director of Public Affairs, each audiovisual production and exhibit
will be submitted to the Office of Classification for review and
approval.
b. Permissions, Clearances, and Rights to Use. Whenever possible, all
permissions, clearances, and rights, including people and music,
shall be provided to the Federal Government in writing. These
rights shall be for the publication and exhibition in whole or in
part for television, radio, theaters, community, and educational
audiences, and for the duplication of the entire work or its
components whether for sale, rent, free loan, or as a giveaway by
the Federal Government. Where such rights cannot be obtained, due
to prior copyright, the exceptions will be noted to hold the Federal
Government free from any claims and damages.
c. Patent and Copyright Review. Each audiovisual production and
exhibit will be submitted to the General Counsel for review and
approval. Requests submitted for review shall include
identification of (1) inventions disclosed in the audiovisual or
exhibit product which have not been previously disclosed to the
public, (2) copyrighted materials incorporated into such product,
and (3) any permission, clearance, or right to use.
9. APPROVALS.
a. Audiovisual Review Board (ARB).
(1) Function and Membership.
(a) The ARB assists the Director of Public Affairs in
evaluation, coordination, and action on all DOE
audiovisual productions.
(b) The members and a chairperson of the ARB are appointed by
the Director of Public Affairs. Program representatives
with special expertise in the topics under discussion may
be invited to participate in meetings of the ARB.
(c) Meetings of the ARB are scheduled at the call of the
Chairperson of the ARB. The ARB may do business by
telephone or memorandum if a meeting is not convenient or
if need for prompt action dictates.
(2) Requirements. All DOE organizations responsible for
originating, producing, and/or distributing audiovisual
materials to the public or to specialized audiences are
required to refer to the ARB, for approval, a brief description
of each proposed production prior to the commitment of funds.
Should significant variation from the approved production occur
at anytime in the process, approval of the amended production
must be obtained prior to processing.
(3) Procedure for Obtaining Approval of an Audiovisual Production.
(a) Requests for ARB consideration for a proposed audiovisual
production should be addressed to the Chairperson, ARB,
CP-2 and submitted in the following format:
1 Submitted By. Name of requesting organization, contact
person, building and room number, and telephone number.
2 Audiovisual Type. Motion picture, video tape,
multimedia presentation.
3 Working Title.
4 Description and Purpose. Identify subject and scope,
state whether proposed production is to be a survey a
documentary, or other coverage on a proposed topic;
e.g., documentary showing role of photosynthesis in
growth of food and use of radiocarbon to study the
process.
5 Length. Running time in minutes.
6 Intended Audience. Technical, general, mixed.
7 Justification. Identify program need and explain
briefly why the proposed medium is considered most
effective means to achieve program objective.
8 Method of Production. Contractor/recipient, in-house,
or mixed.
9 Estimated Cost.
10 Estimated Production Schedule.
11 Name of Funding Organization. If two or more
organizations are to co-fund, identify respective
shares; e.g., Division X to fund treatment and script
- $10,000; Division Y to fund production - $30,000.
12 Number of Prints.
13 Concurrence by Program Director of Initiating Activity.
(b) Following review, the ARB will recommend approval,
disapproval, or modification to Director of Public
Affairs. The requesting organization will be notified
promptly of the decision of the Director of Public
Affairs, concerning the proposed production.
(c) The ARB may request the opportunity to review the
treatment, script, rough cut, and/or answer print on each
production.
(d) The National Audiovisual Center, GSA, through Director of
Public Affairs, requires reports on all audiovisual
preproductions, postproductions, and cancellations. See
Attachments 1 and 2.
b. Exhibit Approval.
(1) Procedure for Obtaining Approval for an Exhibit.
(a) Requests for consideration of a proposed or modified
exhibit should be addressed to the Director of Public
Affairs (CP-20) prior to commitment of funds and submitted
in the following format:
1 Submitted By. Name of requesting organization, contact
person, location, and telephone number.
2 Description and Purpose. Identify subject and scope.
3 Intended Audience.
4 Estimated Cost.
5 Name of Funding Organization.
(b) Showing of approved DOE and contractor exhibits should
receive approval prior to commitment of funds for space,
transportation, or other related expenses. Requests for
review of the proposed exhibition should be addressed to
the Director of Public Affairs (CP-20) and submitted in
the following format:
1 Submitted By. Name of requesting organization, contact
person, location, and telephone number.
2 Description.
3 Event.
4 Location.
5 Sponsoring Organization.
6 Audience.
7 Estimated Cost.
8 Name of Funding Organization.
9 Date Exhibit Required.
10 Length of Time Exhibit is to be Used.
(2) In order to assure that DOE exhibit activities are appropriate
and well-coordinated, an annual exhibit plan should be
submitted to the Director of Public Affairs, CP-20, no later
than 10-1 of each year.
c. Utilization of Audiovisual and Exhibit Approval.
(1) All DOE procurement or financial assistance packages for
audiovisual materials and productions shall include an
authorization memorandum from Director of Public Affairs,
CP-20.
(2) All DOE procurement or financial assistance packages for
exhibits shall include an authorization memorandum from the
Director of Public Affairs, CP-20.
BY ORDER OF THE SECRETARY OF ENERGY:
WILLIAM S. HEFFELFINGER
Director of Administration
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT 1 - ANNUAL AUDIOVISUAL REPORT (PAGES 1 AND 2)
IS NOT INCLUDED IN DATABASE, DUE TO ITS FORMAT.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT 2 - FEDERAL AUDIOVISUAL PRODUCTION REPORT
(PAGES 1 AND 2) IS NOT INCLUDED IN DATABASE, DUE TO ITS FORMAT.
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