DoDI 5040.07, "Visual Information (VI) Productions," February 21, 2013; Incorporating Change 1 on April 22, 2020

Department of Defense

INSTRUCTION

NUMBER 5040.07

February 21, 2013

Incorporating Change 1, April 22, 2020

ATSD(PA)

SUBJECT: Visual Information (VI) Productions

References: See Enclosure 1

1. PURPOSE. This Instruction:

a. Reissues DoD Instruction (DoDI) 5040.07 (Reference (a)), in accordance with the

authority in DoD Directive (DoDD) 5122.05 (Reference (b)), to implement policies established

in DoDI 5040.2 (Reference (c)), and assigns responsibilities consistent with Office of

Management and Budget Circular A-130 (Reference (d)) and DoDD 5105.74 (Reference (e)).

b. Establishes DoD policy and assigns responsibility for the creation, acquisition, and life

cycle management of VI productions.

c. Updates the organization, membership, and functions of the Defense Production

Management Group (DPMG).

d. Incorporates and cancels DoDI 5040.09 (Reference (f)).

2. APPLICABILITY

a. This Instruction applies to OSD, the Military Departments, the Office of the Chairman of

the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the

Inspector General of the Department of Defense, the Defense Agencies, the DoD Field

Activities, and all other organizational entities within the DoD (hereinafter referred to

collectively as the “DoD Components”).

b. The provisions of this Instruction do not apply to:

(1) Commercial radio or television entertainment or news programming, or information

programming provided by the American Forces Radio and Television Service operated by the

Defense Media Activity (DMA) components in accordance with DoDI 5120.20 (Reference (g)).

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020

(2) Productions acquired from commercial sources for:

(a) DoD Education Activity.

(b) Morale, welfare, and recreation activities.

(d) Non-VI libraries controlled by DoDI 1015.15 (Reference (h)).

(e) Navy Motion Picture Service.

(3) Government-produced video news packages, such as military television news, news

magazines, and spot, feature, or sports reporting, as identified in Reference (g).

c. The provisions of this Instruction do not regulate the personal use of copyright sound and

video by individuals within the DoD community in accordance with DoDD 5535.4

(Reference (i)).

3. DEFINITIONS. See Glossary.

4. POLICY. It is DoD policy that:

a. VI productions shall be created or acquired and managed through their life cycle, in

accordance with the policies contained in References (c) and (d), DoD 5015.02-STD (Reference

(j)), Chapters 29, 31, and 33 of title 44, United States Code (U.S.C.) (Reference (k)), DoDI

5230.29 (Reference (l)), DoDI 1322.26 (Reference (m)), DoD Manual 5200.01, Volume 2

(Reference (n)), and the procedures contained in this Instruction.

b. The content of VI productions produced by or for DoD Components shall not:

(1) Support illegal discrimination against individuals based on gender, race, disability,

nationality, age, religion, national origin, or sexual orientation.

(2) Influence or attempt to influence a member of Congress or an official of any

government or jurisdiction to favor, adopt, or oppose any legislation, law, ratification, policy, or

appropriation pursuant to section 1913 of title 18, U.S.C. (Reference (o)).

(3) Influence or attempt to influence:

(a) An officer or employee of any agency, a member of Congress, an officer or

employee of Congress, or an employee of a member of Congress in connection with the

awarding of any Federal contract;

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020

(b) The making of any Federal grant;

(d) The entering into of any cooperative agreement; or

(e) The extension, continuation, renewal, amendment, or modification of any Federal

contract, grant, loan, or cooperative agreement in accordance with part 28.100 of title 32, Code

of Federal Regulations (CFR) (Reference (p)).

(4) Promote the status of any industry, individual, activity, organization, or agency; nor

shall they provide forums for agency opinions on broad subjects without reference to a specific

program.

(5) Be incompatible or inconsistent with Federal law and DoD policies and doctrine.

(6) Weaken or cast doubt on the credibility of the DoD.

c. Certain content is prohibited in VI productions, except when its inclusion is essential to

achieving a production’s purpose. For example, it may be important to portray behavior a

production seeks to change in order to engender such change. Unless this exception clearly

applies, the content of VI productions shall not:

(1) Stereotype individuals based on gender, race, disability, nationality, age, religion,

national origin, or sexual orientation.

(2) Portray military or civilian DoD personnel in an unfavorable or undignified manner.

(3) Endorse commercial products or services, either explicitly or implicitly, in

accordance with DoDD 5500.07 (Reference (q)) and DoD 5500.07-R (Reference (r)). For

example, DoD Components shall not use visuals of trademarks, labels, distinctive packaging, or

references to trade or brand names in the narration, dialogue, or titles of VI productions when use

of a trademark would constitute endorsement. The General Counsel of the appropriate DoD

Agency, Field Activity, Military Department or command should be consulted to determine

when use of a trademark would constitute endorsement.

d. VI productions shall be made accessible to individuals with disabilities in accordance with

section 794d of title 29, U.S.C. (Reference (s)).

e. VI productions shall be created or acquired only when:

(1) The unique communication properties of the production medium are required to

satisfy communication requirements.

(2) The message content of existing VI productions is not duplicated.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020

f. The appropriate intellectual property (IP) rights shall be obtained and documented when

creating a VI production. Contract provisions shall protect the Government’s legal title and

control over the production and related documentation in accordance with part 1222.32 of title

36, CFR (Reference (t)). The provisions shall identify as deliverables any working papers or

files needed for proper documentation identifying the nature and status of copyright or other

rights affecting the present and future use of VI productions in accordance with part 1237.20 of

Reference (t).

g. Contracted VI productions shall be created, produced, or acquired in accordance with this

Instruction, the Federal Acquisition Regulation (FAR) (Reference (u)), the Defense Federal

Acquisition Regulations Supplement (DFARS) (Reference (v)) and applicable supplements.

Appropriate FAR and DFARS clauses shall be cited when unlimited Government rights are

required, when limited rights are required, or when certain rights will remain with the contractor.

h. Without exception, VI productions shall be created or acquired at the lowest possible cost

that achieves communication objectives. All VI productions shall be essential to mission

accomplishment.

i. VI productions shall be made available centrally following initial distribution.

Information about and access to these productions shall be provided by or through central DoD

information systems.

5. RESPONSIBILITIES. See Enclosure 2.

6. PROCEDURES

a. Committees, Planning Groups, and Panels. See Enclosure 3.

b. VI Production Procedures. See Enclosure 4.

c. Accessibility. See Enclosure 5.

d. Standard Screens and Metadata. See Enclosure 6.

7. INFORMATION COLLECTION REQUIREMENTS. The Visual Information Production

Request Report and DD Form 1995 referred to in section 1.b. of Enclosure 4 of this issuance is a

web-based interface for an operational system and is exempt from licensing requirements in

accordance with paragraph C4.4.2 of DoD Manual 8910.01 (Reference (w)).

8. RELEASABILITY. Cleared for public release. This Instruction is available on the

Directives Division Website at https://www.esd.whs.mil/DD/.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020

9. SUMMARY OF CHANGE 1. The change to this issuance updates references and removes

expiration language in accordance with current Chief Management Officer of the Department of

Defense direction.

10. EFFECTIVE DATE. This Instruction is effective February 21, 2013.

George E. Little

Assistant to the Secretary of Defense

for Public Affairs

Enclosures

1. References

2. Responsibilities

3. DPMG

4. VI Production Procedures

5. Accessibility

6. Standard Screens and Metadata

Glossary

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 CONTENTS

TABLE OF CONTENTS

ENCLOSURE 1: REFERENCES ...................................................................................................7

ENCLOSURE 2: RESPONSIBILITIES .........................................................................................8

ASSISTANT TO THE SECRETARY OF DEFENSE FOR PUBLIC AFFAIRS(ATSD(PA))8

DIRECTOR, DMA…... .............................................................................................................8

HEADS OF THE DOD COMPONENTS..................................................................................9

ENCLOSURE 3: DPMG ..............................................................................................................10

ENCLOSURE 4: VI PRODUCTION PROCEDURES ................................................................11

VI PRODUCTIONS ................................................................................................................11

VI PRODUCTION REQUIREMENTS ...................................................................................11

OPR PROCEDURES ...............................................................................................................12

SUPPORTING VI ACTIVITY PROCEDURES .....................................................................13

PRODUCING VI ACTIVITY OR VI CONTRACTING ACTIVITY PROCEDURES .........14

DIMOC PROCEDURES .........................................................................................................15

PROJECTED AND FINAL PRODUCTION COSTS .............................................................15

IP RIGHTS...............................................................................................................................16

RELEASES, PERMITS, AND COPYRIGHT LICENSES .....................................................16

LEGAL REVIEW ....................................................................................................................18

CLEARANCE FOR PUBLIC USE .........................................................................................19

PRODUCTION FOLDER .......................................................................................................20

REPRODUCTION AND DISTRIBUTION ............................................................................23

COMMERCIAL OFF-THE-SHELF (COTS) AV PRODUCTIONS ......................................23

ENCLOSURE 5: ACCESSIBILITY ............................................................................................24

ENCLOSURE 6: STANDARD SCREENS AND METADATA ................................................26

GLOSSARY ..................................................................................................................................28

PART I: ABBREVIATIONS AND ACRONYMS ................................................................28

PART II: DEFINITIONS ........................................................................................................29

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 1

ENCLOSURE 1

REFERENCES

(a) DoD Instruction 5040.07, “Visual Information Production Procedures,” August 30, 2005

(hereby cancelled)

(b) DoD Directive 5122.05, “Assistant to the Secretary of Defense for Public Affairs

(ATSD(PA)),” August 7, 2017

(d) Office of Management and Budget Circular A-130, “Management of Federal Information

Resources,” February 8, 1996

(e) DoD Directive 5105.74, “Defense Media Activity,” December 18, 2007, as amended

(f) DoD Instruction 5040.09, “Department of Defense Productions,” May 1, 2006 (hereby

cancelled)

(g) DoD Instruction 5120.20, “American Forces Radio and Television Service (AFRTS),”

October 18, 2010, as amended

(h) DoD Instruction 1015.15, “Establishment, Management, and Control of Nonappropriated

Fund Instrumentalities and Financial Management of Supporting Resources,” October 31,

2007, as amended

(i) DoD Directive 5535.4, “Copyrighted Sound and Video Recordings,” August 31, 1984, as

amended

(j) DoD 5015.02-STD, “Electronic Records Management Software Applications Design

Criteria Standard,” April 25, 2007

(k) Chapters 29, 31, and 33 of title 44, United States Code

(l) DoD Instruction 5230.29, “Security and Policy Review of DoD Information for Public

Release,” August 13, 2014, as amended

(m) DoD Instruction 1322.26, “Distributed Learning (DL),” October 5, 2017

(n) DoD Manual 5200.01, Volume 2, “DoD Information Security Program: Marking of

Classified Information,” February 24, 2012, as amended

(o) Section 1913 of title 18, United States Code

(p) Part 28.100 of title 32, Code of Federal Regulations

(q) DoD Directive 5500.07, “Standards of Conduct,” November 29, 2007

(r) DoD 5500.07-R, “Joint Ethics Regulation (JER),” May 1, 1993, as amended

(s) Section 794d of title 29, United States Code

(t) Part 1194, 1222, and 1237 of title 36, Code of Federal Regulations

(u) Federal Acquisition Regulation (FAR), as supplemented, current edition

(v) Department of Defense FAR Supplement (DFARS) as supplemented, current edition

(w) DoD Manual 8910.01, “DoD Information Collections Manual,” June 30, 2014, as amended

(x) DoD Instruction 5105.18, “DoD Intergovernmental and Intragovernmental Committee

Management Program,” July 10, 2009, as amended

(y) Defense Media Activity, Defense Imagery Website, http://www.defenseimagery.mil

(z) Administrative Instruction 15, “OSD Records and Information Management Program,”

May 3, 2013, as amended

(aa) Section 460L-6d of title 16, United States Code

(ab) Section 11103 of title 40, United States Code

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 2

ENCLOSURE 2

RESPONSIBILITIES

1. ASSISTANT TO THE SECRETARY OF DEFENSE FOR PUBLIC AFFAIRS (ATSD(PA)).

The ATSD(PA), consistent with Reference (b), shall serve as the OSD Principal Staff Assistant

for policies and procedures related to the VI production program.

2. DIRECTOR, DMA. The Director, DMA, under the authority, direction, and control of the

ATSD(PA) and consistent with Reference (e), shall:

a. Develop and implement DoD policies, responsibilities, and procedures for the creation,

acquisition, and life cycle management of VI productions.

b. Develop and oversee the implementation and effectiveness of VI production management

policies or control measures that may be required to minimize duplication of effort and

inappropriate use of the production medium.

c. Chair or select a designee to chair the DPMG.

d. Operate and maintain central information systems to provide information about and access

to VI productions and distributed learning content (DLC) in accordance with Reference (m).

Such information systems shall make information available about existing or proposed VI

productions to minimize duplication of effort and maximize use of existing productions to satisfy

new communication requirements.

e. Provide a central capability for initial distribution and orders or reorders for each VI

production created or acquired by a DoD Component.

f. Appoint a VI production manager who shall assist, guide, and support organizations

within or under the cognizance of the OSD in the creation, acquisition, and life-cycle

management of VI productions.

g. Operate and maintain a VI production capability to support Navy requirements on a

reimbursable basis.

h. Advance initiatives to promote, reward, and publish effective, purposeful use of the

production medium within the DoD.

i. Periodically seek office of primary responsibility (OPR) review of VI productions to

determine whether the productions for which the OPR is responsible:

(1) Reflect current policies and procedures.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 2

(2) May be cleared for release to the public if not already approved for release.

(3) May be declassified or downgraded if classified.

j. Promote and encourage production sharing with allied nations.

3. HEADS OF THE DOD COMPONENTS. The Heads of the DoD Components shall:

a. Create, acquire, and manage productions throughout their life cycle, in accordance with

this Instruction.

b. Provide trained VI personnel to conduct oversight and manage Component VI production

requirements.

c. Provide to the Director, Defense Visual Information (DVI) for each production created or

acquired:

(1) Production discovery data for use in central information systems.

(2) Digital master material, documentation, or other means of centrally satisfying

production orders and reorders.

(3) Production documentation and associated materials identified in Enclosure 4 of this

Instruction.

d. Provide representatives to the DPMG at the request of the ATSD(PA).

e. Conduct regular reviews of component productions held in the Defense VI Production

Inventory to ensure they are current, properly justified, and that any restrictions on release to the

public are justified.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 3

ENCLOSURE 3

DPMG

1. The DPMG voting membership is comprised of full-time or permanent part-time Federal

officers or employees and established in accordance with DoDI 5105.18 (Reference (x)). The

DPMG voting membership shall advise and assist the ATSD(PA) on matters pertaining to life-

cycle management of VI productions, including their development, creation, acquisition,

management, and distribution; the management of records pertaining to them; and the

distribution of information about them. This includes providing relevant information and

developing pertinent recommendations.

2. The DPMG shall be chaired by the Director, DMA, or designee, and consist of the Director,

DVI (if not designated Chair by the Director, DMA) and designated policy and technical

representatives for VI and DLC production matter from the Military Services and the Defense

Agencies.

3. The DPMG shall meet biannually, or at the request of the Chair, or at the request of a member

and with consent of the Chair.

4. Working groups may be established as the Chair deems appropriate; however, voting

membership must be comprised of full-time or permanent part-time Federal officers or

employees.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

ENCLOSURE 4

VI PRODUCTION PROCEDURES

1. VI PRODUCTIONS. VI productions shall:

a. Be created, acquired, managed, and controlled in a manner that satisfies similar

communication requirements common to DoD Components, on topics such as personal hygiene,

motor vehicle safety, or suicide prevention.

b. Be documented using the online DD Form 1995, “Visual Information (VI) Production

Request and Report.”

c. Be assigned a standard identifying number at the point of conception. After approval by

the appropriate VI manager and prior to starting production, each VI production shall be

identified by a production identification number (PIN). This 6-digit number is assigned by the

DoD Component’s VI management office and shall be the life cycle control number of the

product. A producing DoD Component’s PIN will not be assigned to productions made by one

DoD Component for another DoD Component (except when acting as the lead agent), or other

Federal agencies. These productions will be identified using PINs obtained by the requesting

DoD Component headquarters. Productions produced for other Federal agencies will not be

assigned a PIN unless adopted by a DoD Component.

d. Be produced by an authorized VI production activity, which has been issued a Defense

visual information activity number (DVIAN) in accordance with Reference (c), or be approved

by the DoD Component VI management office prior to production or acquisition by contract.

2. VI PRODUCTION REQUIREMENTS. VI productions shall:

a. Display classification information or controlled unclassified information markings in

accordance with the requirements of Reference (n) in the initial and final screens. Using a data

chapter on DVD or other media, or in embedded metadata, provide information, such as purpose,

accessibility, restrictions on release (if any), and the intended audience in accordance with

Enclosure 6 of this Instruction.

b. Be managed and made available centrally following initial distribution. Information

about and access to these VI productions shall be provided through the online Content Discovery

and Access Catalog (CDAC) available at Reference (y). The Defense Imagery Management

Operations Center (DIMOC) shall provide Customer Relations Management (CRM) services for

VI productions from initial DD Form 1995 entry, production status, customer order fulfillment

and service, to final disposition.

c. Where appropriate, based on content:

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(1) Be provided when requested to allied nations after review by the ATSD(PA).

(2) Be adapted and adopted for use by the DoD if they were produced by an allied

nation.

d. Be reviewed regularly to ensure:

(1) Security classification or restrictions on release to the public, if any, remain current.

(2) The policies, procedures, or doctrine contained in the productions remain current.

3. OPR PROCEDURES. The OPR shall:

a. Conduct a search of the CDAC to determine whether a VI or DLC production satisfying

the OPR’s communication requirement already exists prior to requesting creation or acquisition

of a new VI production. The search tool is available online at the Defense Imagery Website

(Reference (y)).

b. Complete the Section I portion of the online DD Form 1995 in coordination with the

supporting VI activity to establish the production requirement if no suitable production exists in

the CDAC. The DD Form 1995 initiates the production process and remains with the production

through its life cycle. The online form is available at Reference (y).

c. Prepare an initial distribution plan to include the total number of copies required, the

distribution formats, and the proposed distribution for all copies.

d. Validate the VI production requirement. The OPR or the designated representative of the

OPR shall evaluate the production objective and confirm the legitimate need for VI production

support to an authorized program or mission and ensure the availability of funding. This

validation will be documented on the DD Form 1995. The factors that shall be considered

during the validation process are:

(1) Confirmation of legitimate need.

(2) Organizational goals.

(3) Necessity and priority.

(4) Requester’s authority and mission.

(a) Requestor is the proponent for the subject area.

(b) Requestor has approval from the subject matter proponent.

(5) Cost savings to the Government.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(6) Life-cycle management of the production.

(7) Frequency of use.

(8) Audience size and distribution media format.

(9) Production, acquisition, or procurement lead time.

(10) Changes to production requirements.

(11) The method, level, and cost of distributing the resulting production copies.

(12) Other support costs.

(13) Compatibility with other planned or existing audiovisual (AV), VI, or DLC

productions.

(14) Requirement for closed-captioning.

e. Provide a customer representative, technical representative, and subject matter expert

(SME) to the producing VI activity or VI contracting activity as required. Organizations, such as

training centers or schools with frequent or multiple production requirements may provide an

Audiovisual Production Officer (AVPRO) to coordinate their productions.

f. Conduct an initial currency review no more than 3 years after the production’s completion.

Subsequent reviews shall be conducted every 3 years thereafter until the production is declared

not current and retired from distribution. The OPR shall declare the production “current” if it

reflects current policies and procedures, or “not current” if it does not.

4. SUPPORTING VI ACTIVITY PROCEDURES. The supporting VI activity shall:

a. Assist the OPR in completion of Section I of the DD Form 1995.

b. Determine if the VI production must be accessible in accordance with Reference (s) and

Enclosure 5 of this Instruction. The OPR shall enter this determination on the DD Form 1995.

The supporting VI activity should consult with the OPR in reaching this accessibility

determination.

c. Complete Section II of the DD Form 1995.

d. Approve the production request using DD Form 1995. The supporting VI activity shall

take all steps to ensure that the requirement is adequately defined, properly validated, and that all

other prerequisites have been met prior to authorizing the start of production. Production

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

requests shall be submitted for validation to the subject area proponent, if requested by an OPR

other than the proponent.

e. Calculate and enter the projected cost of the production in accordance with section 7 of

this enclosure.

f. Request a PIN from the DoD Component VI management office.

g. Assign or request assignment of the production to a producing VI activity or VI

contracting activity.

5. PRODUCING VI ACTIVITY OR VI CONTRACTING ACTIVITY PROCEDURES. The

producing VI activity or VI contracting activity shall:

a. Assign a VI Production Project Officer to take appropriate action to include activation,

scripting, production, and documentation of the assigned VI production.

b. Initiate and maintain the production folder. The folder shall be maintained through each

step of the pre-production, production, and post-production processes to ensure that the required

documents are available for legal and public release review without delay.

c. Complete Section III of the DD Form 1995.

d. Enter the final costs and direct personnel-hours of the production in accordance with

section 7 of this enclosure.

e. Submit the completed production together with the production folder contents, specified at

section 10 of this enclosure, to the supporting legal office for review.

f. Submit the completed production, together with the documents specified at section 11 of

this enclosure, to the supporting Public Affairs (PA) office for review in accordance with

Reference (l).

g. Annotate any limitations placed on productions by the legal review and the public

clearance determination in Section III of the DD Form 1995.

h. If notified by the OPR that the production is no longer needed, cancel the production by

entering the cancellation date in the online DD Form 1995. The electronic form will notify the

DoD Component VI manager and no further action is necessary.

i. In conjunction with the OPR, revalidate or cancel a production requirement when

production is not completed within 1 year of the initial production request or within 1 year of the

last revalidation.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

j. Forward a digital master of the completed production and the completed production folder,

including legal review and public release clearance, within 15 calendar days of the production’s

final approval to:

DIMOC Customer Service Division

Bldg. 3, Room 101

11 Hap Arnold Blvd

Tobyhanna Army Depot

Tobyhanna, PA 18466-5102

6. DIMOC PROCEDURES. The DIMOC shall:

a. Complete Sections IV and V of the DD Form 1995.

b. Ensure the production folder includes legal and public release review documentation on

file prior to acceptance of the completed VI production.

c. Provide initial distribution support if requested by the OPR. Provide subsequent

individual order, fulfillment, and CRM.

d. The DIMOC shall conduct a post-distribution evaluation (PDE) survey after the intended

audience has seen the production and no more than 120 days after the initial distribution. This

evaluation shall assess, either through measurement or anecdote, the extent the production

achieved its communication objectives. The DIMOC shall forward the results to the OPR, the

producing VI activity, and the DoD Component VI management office.

e. Notify the OPR or the OPR’s DoD Component VI management office when a VI

production is due for a currency review.

f. Enter the date shipped to the National Archives and Records Administration (NARA) or

other final disposition closing the DD Form 1995 consistent with References (k) and

Administrative Instruction 15 (Reference (z)).

7. PROJECTED AND FINAL PRODUCTION COSTS

a. Direct costs and direct personnel hours of each production must be identified to ensure

financial management of each production. Total costs include any and all direct costs associated

with each phase of production, including scripting, travel, props, supplies, materials, contract

costs, video stock, animations, graphics, and rights for specific products and services related to

the production.

b. The direct costs of any presentation services, talent, equipment, or facilities purchased or

leased to exhibit a specific production shall be added to the total.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

c. Projected and final costs shall not include indirect costs, such as:

(1) All commitments and obligations that typically benefit more than one production,

such as military and Federal civilian pay and benefits; operation and maintenance of an in-house

studio and related equipment; and sets, costumes, props, or scenery used for more than one

production.

(2) The costs of reproduction and distribution.

8. IP RIGHTS. IP rights shall be obtained and documented when creating a VI production. If

less than unlimited rights are obtained, the use of the production shall be limited to the scope of

the least extensive rights obtained for material contained in the production. VI productions

without documented IP rights shall not be exhibited, sold, or distributed on any DoD exhibition

or distribution media.

a. When either unlimited Government rights or assignment of rights to the Government are

required, the appropriate provisions found at sections 252.227-7013 (Rights in Technical Data)

and 252.227.7020 (Rights in Special Works) of Reference (v) shall be incorporated into the

applicable contract.

b. When only limited Government rights are required or when certain rights will remain with

the contractor, section 52.227-17 (Rights in Data – Special Works) of Reference (u) shall be

incorporated into the applicable contract.

9. RELEASES, PERMITS, AND COPYRIGHT LICENSES. The DoD must avoid liability

under laws that protect personnel and their property from invasion of privacy, trespassing, and

violation of property rights. DoD Component VI activities must ensure that the assigned

production activity obtains appropriate filming permits and signed releases from the persons

indicated below. If DoD standard releases are not used, the releases used should be prepared and

reviewed by the appropriate DoD Component legal office. The requirement applies to all

materials used in VI productions.

a. Licenses are always required to use copyrighted material unless an exception to copyright

exists. The General Counsel of the appropriate DoD Agency, Field Activity, Military

Department or command should be consulted to determine if an exception to copyright exists.

Generally music, programs recorded off broadcast (e.g., air, cable, Internet), and stock footage

are copyrighted. Possession of the source recording or score does not confer any right to

reproduce, transfer, synchronize to video or otherwise use or perform the material recorded or

scored thereon, either in whole or in part. A specific license for each application must be

obtained from each and every copyright owner holding rights to the musical composition (both

music and lyrics) and the sound recording. A license to use or perform music or other

copyrighted material in connection with VI productions will generally:

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(1) Convey to the Government the perpetual right to duplicate, distribute, publish,

exhibit, use, or transmit all or parts of the music or other copyrighted material concerned as

incorporated in the production for which the license was acquired, or, in any future use,

incorporating a part or the whole of the production.

(2) State that the U.S. Government and its officers, agents, servants, and employees,

when acting in their official capacities, are lawfully reproducing, distributing, exhibiting, or

otherwise using the production, B-roll, or any portion thereof for which the license was acquired.

b. Releases are required for persons who either appear in or whose voices are used in a

production, and from persons whose minor children appear in any production. Releases are

required for personal property, real estate, copyrighted material, or other private property that

appears in any production.

c. To determine the need for releases, apply these guidelines:

(1) No release is required from active duty military personnel, including cadets or

midshipmen from the U.S. Service academies or DoD civilians actually performing their official

jobs.

(2) Under most circumstances, an individual’s expectation of privacy changes with the

situation. Newsworthy or public events provide little, if any, expectation of privacy and

therefore do not require releases.

(3) If an individual is part of a crowd, no release is required. Conversely, when any

individual is a central figure in a scene, a release is required, regardless of the brevity of the

scene.

(4) Resolve ambiguities in favor of obtaining release.

d. Standard DoD release forms shall be used where applicable.

(1) DD Form 2830, “General Talent Release.”

(2) DD Form 2831, “General Release Where Talent Fee or Other Remuneration or

Recompense Accrues to the Participant.”

(3) DD Form 2832, “Release Granting the U.S. Government Permission to Photograph

or Otherwise Record the Visual Image or Sound of Private Property.”

(4) DD Form 2833, “Release Granting the U.S. Government Permission to Record or

Reproduce Program Material Transmitted by Educational or Commercial Broadcast Stations.”

e. Special use permits are required for filming on Federal property administered by the

Bureau of Land Management and National Park Service in accordance with section 460L-6d of

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

title 16, U.S.C. (Reference (aa)). Certain States may also require permits for filming on State-

owned properties.

10. LEGAL REVIEW. All VI productions shall undergo a legal review to establish legal

clearances, restrictions, or conditions. The legal review may be performed at any level and must

be completed before any security or public clearance can be granted. The legal review shall

determine if the production is free of any legal or copyright encumbrances that would preclude

public exhibition, sale, and distribution. The legal review includes, but is not limited to, music

or stock footage copyrights (releases from artists), talent releases (actors or narrators), or any

other legal element identified by legal counsel conducting the legal review. The request for legal

review shall be requested by the VI production activity or VI contracting activity. The record of

the legal review shall become a permanent part of the official production folder.

a. DoD Components shall ensure the VI Production Project Officer submits a written request

for Legal Review to the appropriate General Counsel for the producing activity’s DoD Agency,

Field Activity, Military Department or command along with all the required supporting

documents and materials.

b. Documents and materials required for legal review:

(1) A copy of the DD Form 1995.

(2) A copy of the production contract and all modifications.

(3) A copy of the “as produced” script.

(4) Copies of all releases for all talent and real or personal property.

(5) Copies of all licenses for all musical scores and sound recordings used.

(6) Copies of licenses for all stock footage used.

(7) Copies of Federal or State filming permits, if applicable.

(8) A request for assessment of whether any endorsement issues are presented.

(9) A copy of the completed VI production.

(10) A copy of the VI Production Project Officer’s written request for Legal Clearance

Review.

c. A legal review letter stating that the production is free of legal encumbrances or noting

any identified legal encumbrances shall be issued by the reviewing legal office for inclusion in

the production folder.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

d. VI productions determined to have legal deficiencies which prohibit release, reproduction,

or distribution to the U.S. Government shall not be entered into the Defense VI production

inventory until the legal deficiencies are corrected.

11. CLEARANCE FOR PUBLIC USE. All VI productions shall undergo a security and public

clearance review in accordance with Reference (l) to establish exhibition clearances, distribution

restrictions, and that no conflict exists with established policies or programs of the Department

of Defense or the U.S. Government. Public use clearance provides the authority for exhibiting or

distributing a VI production to the public civilian sector.

a. The security and public clearance review may be performed through the PA channels at

the DoD Component level or below for productions that are for Component-wide use. VI

productions that are intended for DoD-wide audiences or that contain overall DoD-wide doctrine

must be reviewed by the Office of ATSD(PA). A separate review may be required if the VI

production is intended for release to foreign audiences.

b. The VI production activity or VI contracting activity shall ensure the VI Production

Project Officer submits a written request to the supporting PA office for a security and public

clearance review immediately after a production is completed and the resulting product passes a

legal review. Productions created for other DoD Components shall be submitted to that

Component’s PA office.

c. The record of the PA security and public clearance review shall become a permanent part

of the official production folder.

. d. All completed VI productions shall be submitted to the supporting PA office with the

following documents and materials:

(1) Copies of DD Form 1995.

(2) Copy of legal review and copies of all appropriate licenses, if required.

(3) Recommendation for public clearance.

(4) Copy of the “as produced” script.

(5) A copy of the completed and approved VI production.

(6) A request for security and policy review, if applicable.

(7) A copy of the VI Production Project Officer’s written request for a security and

public clearance review.

e. Public clearance designations for VI productions are:

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(1) Cleared for Unlimited Use. VI productions cleared for exhibition and sale may be

sold to the public or exhibited to the public without restriction. They may also be sold or rented

to the public through the National Audiovisual Center (NAC) Website

(http://www.ntis.gov/products/nac.aspx), or provided on publicly accessible websites in

downloadable formats. These VI productions have no legal or security restrictions and are

unconditionally releasable to the public for exhibition, sale, or distribution.

(2) Cleared for Limited Public Use. VI productions granted public clearance may be

exhibited to the public but may have distribution or agreement restrictions based on the

subcategories below. Consult the production folder or DIMOC for restrictions before

proceeding.

(a) Limited distribution.

(b) Public exhibition only.

(d) Operations security restrictions.

(e) Copyright or personality release restrictions.

(3) Not Cleared for Public Release. VI productions will not be processed and cleared for

public exhibition or sale if their performance, display, exhibition, use, reproduction, distribution,

sale, or disclosure is limited by classification, rights retained by copyright owners or talent,

statutory grants, agreements, privacy rights, or designation as controlled unclassified

information. These VI productions may not be exhibited or provided in downloadable format on

publicly accessible websites.

f. The public clearance designator assigned in the public release review shall be printed on

the media jacket and the surface label of the playback media.

12. PRODUCTION FOLDER. Completed VI productions shall be submitted to the DIMOC

with the records listed in paragraphs 12.a. through g. of this enclosure, when applicable, and

media in the production folder. Contract-related documents would not apply to a majority of in-

house-only VI productions. This production folder shall be maintained as an official record with

the production master during the life cycle of the production until transfer to NARA or other

disposition consistent with Reference (z).

a. Letter of assignment.

b. Signed and dated DD Form 1995 with distribution plan.

c. Procurement package, if contracted, including:

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(1) Specification or Statement of Work.

(2) Independent government cost estimate.

(3) Realistic delivery schedule.

(4) Identification of deliverable items.

(5) Justification and approval for other than full and open competition.

(6) Funding document.

d. Status reports, including:

(1) Shooting schedule.

(2) Crew list.

(3) Contractor performance evaluation, if contracted.

e. Scripts (with approvals when contracted), including:

(1) Approaches.

(2) Treatment.

(3) First draft script.

(4) Final approved script.

(5) Production requirements.

(6) Storyboards.

(7) “As produced” script, if there are significant changes from approved script.

f. Approvals, releases, and permits, including:

(1) Post-production edit approvals.

(2) Releases, including:

(a) Signed narration talent releases.

(b) Signed actor talent releases.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(d) Property releases, which may include trademark releases.

(e) Music rights and releases.

(f) Imagery rights and releases.

(g) Filming permits, if required.

(h) Public release documentation .

(3) Production master media inspection report.

(4) All DD Form 250, “Material Inspection and Receiving Report,” if contracted.

(5) Contract correspondence, including:

(a) Procurement package (script) with all amendments.

(b) Technical evaluation (script).

(d) Technical evaluation (production).

(e) Activation attendance roster.

(f) Activation agenda.

(g) Contract extension.

(h) Change in requirements.

(6) General correspondence, including:

(a) Technical evaluation.

(b) Legal review documentation.

(d) Action and contact sheet.

(7) A digital master of the completed and approved VI production.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 4

(8) Copies of B-roll and stock footage associated with the VI production.

13. REPRODUCTION AND DISTRIBUTION. After initial distribution, subsequent

reproduction and distribution for VI productions shall be provided by the DIMOC using online

ordering and CRM capability. The DIMOC shall:

a. Maintain a digital master and the associated production folder for the operational life of

the VI production. VI productions shall be reproduced and distributed subject to legal

restrictions and clearance provided in the production folder.

b. Provide initial distribution for VI productions on request and subject to funding by the

OPR or DoD Component.

c. Provide distribution for all VI productions subsequent to initial distributions.

d. Submit a digital master copy of all VI productions cleared for public exhibition, sale, or

distribution to the NAC.

e. Provide initial and subsequent distribution for DLC products, upon request of the OPR

subject to compliance with legal review, clearance, and production folder requirements in

sections 10, 11, and 12 of this enclosure.

14. COMMERCIAL OFF-THE-SHELF (COTS) AV PRODUCTIONS

a. Use of COTS AV productions may be considered when it is more cost effective than

developing new, in-house, or contracted VI production and no acceptable VI production exists, is

in production, or is planned. It is important to note that procurement must include the

distribution rights, which can increase the costs of a COTS AV production.

b. Acquisition of COTS AV productions to be used in lieu of creating a VI production for a

communication or command-directed training program intended to have broad distribution

across command boundaries shall be authorized by the DoD Component VI management office

and shall:

(1) Be validated using DD Form 1995, assigned a PIN, and entered into the CDAC.

(2) Require legal review, public release review, and have a distribution and exhibition

control plan subject to any copyright license restrictions applicable to the acquisition.

(3) Be inventory controlled, maintained in the original distribution format, and in the

original physical media, which shall be labeled “Copyrighted Material – Do Not Duplicate.”

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 5

ENCLOSURE 5

ACCESSIBILITY

1. Except as provided at section 4 of this enclosure, VI productions that contain speech or other

audio information necessary for comprehending the content shall be open or closed-captioned.

2. Except as provided at section 4 of this enclosure, VI productions that contain VI necessary for

comprehending the content shall be audio described.

3. If an authorized individual with disabilities requests access to VI productions, then reasonable

accommodations shall be made regardless of the exception in paragraph 4 of this enclosure.

4. The captioning and audio description requirements at sections 1 and 2 of this enclosure do not

apply to a VI production that:

a. Involves classified information and is a “National Security System” because its function,

operation, or use, according to subsection 794d(a)(5) of Reference (s):

(1) Involves intelligence activities.

(2) Involves cryptologic activities related to national security.

(3) Involves command and control of military forces.

(4) Involves an integral part of a weapon or weapons system.

(5) Is critical to the direct fulfillment of military or intelligence missions pursuant to

section 11103 of title 40, U.S.C. (Reference (ab)). Systems that are critical to the direct

fulfillment of military or intelligence missions do not include systems that are used for routine

administrative or business applications.

b. Is not intended to be distributed.

c. Cannot be captioned or audio-described:

(1) Without fundamental alteration or;

(2) Without missing a firm, essential delivery deadline or;

(3) Without undue burden pursuant to part 1194 Reference (t).

d. Does not support the DoD or DoD Component mission.

e. Is a COTS item and not commercially available in an accessible form.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 5

5. The reason(s) that any production is not captioned or audio described, in accordance with

section 4 of this enclosure, shall be documented on the productions’ DD Form 1995 and

maintained in the production file.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 6

ENCLOSURE 6

STANDARD SCREENS AND METADATA

1. The initial screens of VI productions shall contain the following information in this order:

a. Screen 1. If the VI production is classified or contains controlled unclassified

information, the security classification information, as specified in Reference (n)) shall be

displayed on Screen 1 as well as on the production’s final screen. Screen 1 shall be displayed for

5 seconds.

b. Screen 2. Screen 2 shall be displayed for a duration sufficient enough to read each word

quickly aloud and shall contain:

(1) The DoD Seal.

(2) The production title.

(3) The public release status.

2. Information that shall be provided in an associated chapter file, or in embedded metadata, and

in the CDAC discovery data, includes:

a. The VI production title.

b. The public release status with explanatory comments if not cleared for unlimited use.

c. The PIN.

d. The calendar year of release.

e. Accessibility, if applicable.

f. The linear running time of the VI production.

g. Limitations due to copyright or license restrictions (e.g., limited music rights).

h. The purpose of the VI production. The purpose shall state what the OPR intended to

accomplish by creating or acquiring the VI production, e.g., “To inspire outstanding high school

students to apply for admission to the U.S. Naval Academy,” or “To reduce motor vehicle

accidents involving military personnel.”

i. The intended audience, e.g., “Noncommissioned medical personnel at Walter Reed

National Military Medical Center,” or “Students in MOS 31S, satellite-communications systems

operator – maintenance training.”

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 ENCLOSURE 6

j. The presentation scenario, i.e., the context in which the OPR intended the production to be

employed. The presentation scenario should include:

(1) The setting in which the VI production is meant to be viewed or used. The setting

may include residence, classroom, operational areas, unit common areas, or auditoriums. The

scenario should describe whether the presentation should be viewed on an individual basis, in

small groups, or by large numbers of viewers simultaneously.

(2) The delivery methodology for which the VI production is designed. The

methodology may include closed-circuit television, large screen projection, webcast, or DVD

player and monitor, video wall, or computer workstation.

(3) A supplementary description of whether the VI production is designed to be a

standalone communication or is meant to be augmented by instructor-led training or discussion,

reading a manual, or practice. The supplementation should specify whether the VI production is

meant to be viewed before or after augmentation.

3. Examples of standard screens are available at http://www.defenseimagery.mil.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

GLOSSARY

PART I. ABBREVIATIONS AND ACRONYMS

ATSD(PA) Assistant to the Secretary of Defense for Public Affairs

AV audiovisual (audio visual)

AVPRO

Audiovisual Production Officer

CDAC Content Discovery and Access Catalog

CFR

Code of Federal Regulations

COTS commercial off-the-shelf

CRM

Customer Relations Management

DFARS Defense Federal Acquisition Regulation Supplement

DIMOC Defense Imagery Management Operations Center

DLC distributed learning content

DMA Defense Media Activity

DoDD DoD directive

DoDI DoD instruction

DPMG Defense Production Management Group

DVI Defense Visual Information

DVIAN Defense Visual Information Activity Number

FAR Federal Acquisition Regulation

IP intellectual property

NAC National Audiovisual Center

NARA National Archives and Records Administration

OPR office of primary responsibility

PA Public Affairs

PDE post-distribution evaluation

PIN production identification number

PSA public service announcement

SME subject matter expert

U.S.C. United States Code

VI visual information

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

PART II. DEFINITIONS

Unless otherwise noted, these terms and their definitions are for the purposes of this Instruction.

accessible. Containing either open or closed captions, or audio description.

activation. An initial meeting between customer, contractor, and project manager to review and

discuss roles and responsibilities, as well as requirements and objectives for the project.

approach. A written concept for a video project that explains the style and basic production

elements for a production.

audio description. Speech, synchronized with the picture, describing a production’s visual

content. Audio description is specifically designed for visually impaired and blind persons.

Typically, appropriate portions of the audio description are narrated during what would

otherwise be natural silences in a production.

AV production. An AV production is a VI production that is distinguished from other VI products

by the combination of motion media with sound in a self-contained, complete presentation,

developed according to a plan or script for conveying information to or communicating with an

audience, such as a training video or public service announcement (PSA) using IP content. AV

production is a common industry term synonymous with and included in the DoD term “VI

Production.”

AVPRO. An individual assigned by an organization that has frequent or multiple VI production

requirements to manage and coordinate those requirements.

B-roll. Secondary or stock footage used to augment principal photography. Frequently used with

voice-over narration. Contemporary usage of the term includes original video available for re-use.

caption. The display of spoken dialog as printed words on a television, monitor, projection, or

other type of motion display. Unlike subtitles, captions are specifically designed for hearing

impaired viewers. They may include information regarding on and off screen sound effects, such

as music or laughter. Captions may be open or closed. Open captions are displayed

automatically as part of the video without selection by the viewer. Closed captions normally do

not appear unless the user has selected them to appear.

CDAC. An online, unrestricted, full-text searchable, standard DoD-wide database containing

content description, production, acquisition, inventory, distribution, currency status, archival

control, and other data on VI productions and DLC products typically used in military training.

Formerly DAVIS/DITIS.

clearance for public release. The determination by responsible officials that a VI production and

the information contained therein are not classified; are not designated as controlled unclassified

information; do not conflict with established DoD or Federal Government policies or programs;

and comply with applicable laws and regulations, and, therefore are releasable to the public.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

compilation. A type of VI production that includes a selection of discrete items of imagery and

audio, text, and graphics arranged according to a common theme or subject and organized as a

single deliverable product. Compilations are usually viewed non-linearly. Examples are the

DoD imagery collections “Allied Force” and “War and Conflict.”

COTS production. A completed commercial AV production purchased in original format

without additional editing or adaptation.

crew list. A document containing the names and associated positions of all persons involved

during the production phase of a project.

CRM. The active management of customer interactions using technology to organize, automate,

and synchronize processes, such as knowledge management, customer service, and technical

support to increase media and imagery access, and reduce operational costs.

customer representative. The representative of the OPR who provides interface with the VI

production activity or VI contracting activity. The customer representative provides the

production process step approvals for the OPR, such as script approval.

DFARS. Provides uniquely DoD supplemental information and procedures for use with the FAR

Defense VI Production Inventory. Completed VI productions that are centrally held and record

managed by the DIMOC. Discovery of such productions, as well as ordering of copies is done

through the CDAC, which can be searched at http://www.defenseimagery.mil.

DIMOC. The DIMOC is the DoD central VI enterprise level activity for collection,

management, storage, and distribution of classified and unclassified strategic, operational,

tactical, and joint-interest still and motion imagery, VI end products, and records.

distribution. The process of supplying a complete VI end product to its intended end users, by

any means.

DLC. Data of various types and in various file and package electronic formats that may be used

for educational purposes. DLC formats include interactive multimedia instruction, interactive

courseware, computer-based training, web-based training, computer-aided instruction, computer-

managed instruction, VI, interactive electronic technical manuals, or electronic job aids or guides

(e.g., templates, macros, and applications). See Reference (m).

DoD-standard identifying number. In VI, a DoD-wide uniform designator assigned to a VI

record for identifying, tracking, and controlling inventory. The standard identifying number for

VI productions is the PIN. For all other VI records, except local-use-only productions, is the

Visual Information Record Identification Number.

DVI. The DMA directorate responsible for policy development, management, and oversight of

the DVI Program.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

DVIAN. A unique identifier assigned to each DoD VI activity authorized in accordance with

Reference (c).

editing. The assembly of a final VI production based on edit decision lists with the addition of

sound, visual effects, and titles.

end product. VI in the form of a finished deliverable immediately ready for its intended end

users.

filming permit. A permit issued by a governmental body authorizing filming on public property.

A filming permit frequently requires proof of insurance, safety compliance, and site access and

monitoring coordination.

imagery. A visual representation of a person, place, or thing recorded and stored in any format,

in electronic or in a physical medium.

information programming. Radio and television programming that communicates knowledge.

Includes international, national, domestic, OSD, Joint Chiefs of Staff, military Service,

Combatant Command, component command, local, community, and host-nation news; issue

analysis and commentary; PA programming; spot announcements with an internal informational

theme; and PSAs when produced without IP content.

initial screens. The first VI an audience or user sees when viewing a production.

Legal Review. Formal evaluation conducted by a Legal Counsel to establish a VI Production’s

legal clearances, restrictions, or conditions. The legal review determines if a production is free

of any legal or copyright encumbrances which would preclude public exhibition, sale, and

distribution.

letter of assignment. A memorandum that appoints specific responsibilities to a person for the

purposes of oversight and management of a project.

life cycle management. The process of managing records as they pass from the point of origin

through active use and maintenance to their final disposition by either transfer to an archival

institution or destruction.

master media. The final production media used for replication of a finished VI production.

medium. Any physical object, such as drawing paper, film, videotape, drive, or disc, which

contains or can contain VI. VI media are typically transportable, to facilitate distribution of the

VI they contain.

multimedia. The integration of text, audio, still or video imagery, graphics, and animation in a

non-linear production according to a plan or script for the purpose of conveying information to a

user.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

OPR. The organizational customer that requires a DoD production, seeks its creation or

acquisition, and is the authorized proponent for the subject matter.

PA. The DoD function responsible for US military public information activities and resources,

including the review of VI productions for public release.

PDE. An online survey used to capture specific post-production evaluation data compiled by the

DIMOC on a VI production created or acquired

PIN. The DoD-standard identification number for VI productions. It is a 6-digit number issued

by a DoD Component’s VI Management Office.

post-production. The phase of production following principal photography involving processes

such as video editing; visual and special effects; graphics; and mixing, dubbing, digitally

compressing, and mastering sound.

pre-production. The planning phase of a DoD production. This phase includes processes such as

storyboarding, script development and approval, selecting and licensing music and stock footage,

selecting filming locations, set construction, coordinating logistical and material support,

selecting acting talent, and obtaining releases and permits.

preservation. The processes involved in protecting and conserving VI. These include storage

under environmentally protected conditions, conversion from obsolete to current formats,

copying to more durable media, protecting from physical damage, cleaning, and securing against

accidental or deliberate erasure, alteration, or loss.

principal photography. The active phase of production involving acting talent on set, live

direction, and cameras in operation.

production. 1. A complete, linear or non-linear presentation, sequenced according to a plan or

script that is created from original, stock motion, or still images, with or without sound, for the

purpose of conveying information to, or communicating with, an individual or audience.

2. The phase of producing a VI production involving principal photography and performance of

talent.

production discovery data. Data that allows a search of the programs contained in the CDAC VI

production and DLC database by title, subject, DoD Component, medium, year produced, and

other relevant criteria.

PSA. A broad term commonly used to describe a brief information production provided through

broadcast, cable, web, or other media that communicates a message to benefit an area of interest,

such as health or safety, by raising public awareness. A PSA may be information programming

or a VI production based on the content of the PSA.

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

public release. A determination whether a VI production can be distributed, sold, presented,

exhibited or shown in theater, on television, on the web, or other presentation medium that is or

may be accessible to the public.

shooting schedule. A document that lists dates, times, locations, etc. of a production effort.

SME. A specialist or expert in the subject matter related to a DoD production.

stock footage. File footage from past productions, outtakes, or archival footage used in place of

staging and recording new footage (i.e., B-roll).

storyboards. Graphic images representing proposed shot sequences organized in a sequence to

enable visualization of a VI production.

technical representative. A specialist or expert representing the OPR with a high level of

knowledge regarding communicating the intent of the production.

treatment. A written document that expands on an “approach,” and includes specific, in-depth

details of planned production elements and techniques.

U.S.C. The United States Code is a compilation and codification of the general and permanent

federal laws of the United States.

VI. Various visual media with or without sound. Generally, VI includes still and motion

photography, audio video recording, graphic arts, visual aids, models, display, and visual

presentations.

VI activity. An organizational element or a function within an organization, whose principal

responsibility is to provide VI products and/or services and which is assigned an authorizing

DVIAN.

VI management office. A headquarters staff level office that typically prescribes VI policies and

procedures and supervises or oversees VI functions.

VI product. A copy of a VI record, or a collection, compilation, or composite of such copies.

VI production. An official organizational video communication created or acquired at any level

within the DoD Components. A VI production includes process components such as script,

talent, pre-production, production, and post-production. VI productions are life-cycle-managed

and are produced by authorized VI activities issued a DVIAN or contracted with approval at the

DoD Component headquarters level and prioritized to internal resources. This includes

productions distributed by web accessible means other than closed access intranets. Defense VI

productions are centrally held by the DIMOC from which they can be easily ordered. Discovery

of such productions, as well as ordering, is through the CDAC, which can be searched at

http://www.defenseimagery.mil. A VI production that combines motion media with sound is also

defined as an “AV production.”

DoDI 5040.07, February 21, 2013

Change 1, 04/22/2020 GLOSSARY

VI Production Project Officer. The individual assigned by the producing VI activity or the VI

contracting activity to oversee a DoD production from start to finish, including the assembly of

the production folder.

VI record. VI with a related caption and identifying number designated as record material in

accordance with the requirements of Federal law or Federal regulations. If a VI record resides

on a physical medium (e.g., film, tape, drive, or disk), the record is the informational content as

distinct from the medium on which it resides. VI records may include, but are not limited to, still

and motion photography, audio recordings, multimedia, graphic art, broadcast recordings,

posters, and magazines, and will include future visual media as they are developed.

video. Motion imagery that is recorded or transmitted as either a digital or analog

electromagnetic signal.