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FOREST SERVICE MANUAL
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSM 1600 - INFORMATION SERVICES
CHAPTER 1640 - AUDIOVISUAL INFORMATION
Amendment No.: 1600-2006-4
Effective Date: August 1, 2006
Duration: This amendment is effective until superseded or removed.
Approved: IRVING THOMAS
Associate Deputy Chief
Date Approved: 07/26/2006
Posting Instructions: Amendments are numbered consecutively by title and calendar year.
Post by document; remove the entire document and replace it with this amendment. Retain this
transmittal as the first page(s) of this document. The last amendment to this title was
1600-2006-3 to FSM 1620.
New Document
1640
Superseded Document(s) by
Issuance Number and
Effective Date
1640
(Amendment 1600-2000-1, 11/30/2000)
10 Pages
8 Pages
Digest:
1640 - Reorganizes and recodes entire chapter, changes the Washington Office staff name from
Public Affairs Office to Office of Communication, and revises position titles throughout this
chapter.
1640.1 - Adds as an authority, section 504 of the Rehabilitation Act of 1973. Adds reference of
Appendix IV to Circular No. A-130.
1640.3 - Introduces wording and a cross-reference about captioning for persons with hearing
disabilities.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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FSM 1600 - INFORMATION SERVICES
CHAPTER 1640 - AUDIOVISUAL INFORMATION
Digest--Continued:
1640.4 - Assigns responsibility for approving audiovisual products for certain ranges of dollar
amounts.
1640.41b - Renumbers and clarifies the audiovisual responsibilities of the Washington Office,
Office of Communication, National Audiovisual Coordinator. Adds responsibilities for
coordinating production and approval of audiovisual productions of $25,000 or less.
1640.41c - Renumbers and clarifies the audiovisual responsibilities of the Washington Office,
Office of Communication, National Audiovisual Coordinator. Adds responsibilities for
coordinating production and approval of audiovisual productions of $25,000 or less.
1640.41d - Removes obsolete references to responsibilities for Director, Recreation and Heritage
Resource Staff, Washington Office and the Exhibits Coordinator, Washington Office. Exhibits
are now the responsibility of the Recreation and Heritage staff.
1640.42a - Adds authority for field units to approve audiovisual productions of $25,000 or less.
1641.11 - Changes name of USDA Video Teleconferencing and Radio Center to Broadcast
Media and Technology Center.
1641.12 - Moves definition section to FSM 1640.5 and adds definition for audio description.
Defines subtitles on DVDs as related to captioning.
1641.13 - Changes caption from Video Productions and Public Service Announcements to Video
and Multimedia Presentations. Adds requirement that all video and multimedia presentations be
captioned and audio described. Changes incorrect date from 1995 to 1993 for caption decoder
chip to that television sets contain a decoder chip and can display text of closed captions.
1641.14 - Replaces the term “assisted listening devices” with the correct term “auxiliary
devices.”
1641.15 - Removes outdated information about FTS 2000 videoconference facilities.
1642 - Adds requirement that all images should be digitized onto photo CDs for electronic
storage.
1643 - Removes section 1643, Exhibits and Displays in its entirety. Exhibits and displays are
now the responsibility of the Washington Office, Director, Recreation and Heritage Resources
Staff.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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FSM 1600 - INFORMATION SERVICES
CHAPTER 1640 - AUDIOVISUAL INFORMATION
Table of Contents
1640.1 - Authority....................................................................................................................... 4
1640.2 - Objective....................................................................................................................... 4
1640.3 - Policy ............................................................................................................................ 4
1640.4 - Responsibility ............................................................................................................... 4
1640.41 - Washington Office .................................................................................................. 4
1640.41a - Chief...................................................................................................................... 5
1640.41b - Washington Office Director, Office of Communication ...................................... 5
1640.41c - National Audiovisual Coordinator, Office of Communication, Washington
Office .......................................................................................................................... 5
1640.42 - Field Units .............................................................................................................. 6
1640.42a - Regional Foresters, Station Directors, Area Director, and Institute Director ....... 6
1640.42b - Audiovisual Coordinators for Field Units ............................................................ 7
1640.5 - Definitions .................................................................................................................... 7
1641 - AUDIOVISUAL PRODUCTIONS ......................................................................... 8
1641.1 - Captioning and Audio Description of Audiovisual Productions .................................. 8
1641.11 - Video Monitors and High Definition Playback Equipment ................................... 8
1641.12 - Video Productions and Multimedia Presentations.................................................. 8
1641.13 - Productions and Equipment for Visitor Centers ..................................................... 9
1641.14 - Video Conferences ................................................................................................. 9
1642 - STILL PHOTOGRAPHY .................................................................................... 10
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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FSM 1600 - INFORMATION SERVICES
CHAPTER 1640 - AUDIOVISUAL INFORMATION
1640.1 - Authority
The authority for use and management of audiovisual resources is Office of Management and
Budget (OMB) Circular A-130, Management of Federal Information Resources. All audiovisual
materials produced by or for the Forest Service must conform to standards required by Circular
No. A-130, appendix IV.
Section 504 of the Rehabilitation Act of 1973, Title 29, United States Code, section 794
(29 U.S.C. 794) and Department of Agriculture regulations at Title 7, Code of Federal
Regulations, Part 15 (7 CFR Part 15) require agencies to provide suitable communications aids
for employees with disabilities and to ensure that persons with disabilities have access to public
information services (for example, through captioning of audiovisual productions for persons
with hearing disabilities).
1640.2 - Objective
To use appropriate audiovisual communication methods in providing information on Forest
Service programs, policies, projects, and activities to the public and internal audiences.
1640.3 - Policy
1. Convey information about Forest Service programs and activities through a
combination of communication techniques, including audiovisual media, appropriate for each
intended audience.
2. Ensure captions for persons with hearing disabilities (FSM 1641.1 - Captioning and
Audio Description of Audiovisual Productions) are included in all completed audiovisual
productions and are available to employees and the public. Any completed audiovisual products
procured with appropriated funds for internal, external, and training are captioned and audio
described when available.
3. Do not use copyrighted materials unless all rights are acquired prior to such use. All
audiovisual materials produced by or for the Forest Service are to be in the public domain. In
exceptional cases where copyrighted materials must be used, establish adequate controls to
ensure that copyright infringements or other improper uses of such materials do not occur.
1640.4 - Responsibility
1640.41 - Washington Office
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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FSM 1600 - INFORMATION SERVICES
CHAPTER 1640 - AUDIOVISUAL INFORMATION
1640.41a - Chief
Audiovisual productions costing over $25,000 are approved by the Chief, the USDA Office of
Communications, and the Forest Service Washington Office Director, Office of Communication
(FSM 1640.1 and 1640.41b, Audiovisual Productions).
1640.41b - Washington Office Director, Office of Communication
The Washington Office Director, Office of Communication, is responsible for:
1. Ensuring Servicewide compliance with Federal, USDA, and Forest Service
requirements (OMB directives A-130 and A-76 and Departmental Regulation 1490-0010) and
for audiovisual materials and the efficient management of all agency audiovisual programs.
2. Approving Washington Office and field units’ audiovisual productions costing in
excess of $25,000 and ensuring coordination and approval of such productions with the USDA
Office of Communications (FSM 1640.41c).
3. Approving Washington Office audiovisual productions costing $25,000 and less, and
coordinating of production through contracts or through the USDA Office of Communications.
4. Producing appropriate, cost-effective audiovisual materials for national distribution.
For more information, contact the Washington Office, Director, Recreation and Heritage
Resources Staff.
5. Maintaining a current file of recent black-and-white and color still photography to
meet the routine needs of the Forest Service.
6. As specified in Departmental Regulation 3080-01, Appendix A, providing audiovisual
materials to the National Archives and Records Administration for review and possible
permanent preservation. Examples of such materials are motion pictures, DVDs, videotapes,
videodiscs, slide-tape programs, still photographs, and so forth.
1640.41c - National Audiovisual Coordinator, Office of Communication,
Washington Office
The National Audiovisual Coordinator is responsible for:
1. Coordinating major motion picture and television productions on National Forest
System lands. See FSM 1654.1, Audiovisual Productions, and FSM 2725.52, Commercial
Filming, for further direction.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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CHAPTER 1640 - AUDIOVISUAL INFORMATION
2. Reviewing and ensuring the quality and effectiveness of audiovisual material in
various media, such as interactive compact discs (CDs) incorporated into other than stand-alone
video productions or exhibits, including interpretive projects.
3. Compiling the Annual Audiovisual Report (Report FS-1600-F), submitted on Form
SF-203 by field units that have in-house audiovisual production capabilities and from units that
contract for productions, and for forwarding the consolidated Forest Service report to the
Director, USDA Office of Communications.
4. Coordinating production and approval of Washington Office audiovisual products
costing $25,000 or less. Coordinating production and approval of audiovisual productions for
the Washington Office and field units that cost more than $25,000. These productions must be
produced through and approved by the USDA Broadcast Media and Technology Center, USDA
Office of Communications.
1640.42 - Field Units
1640.42a - Regional Foresters, Station Directors, Area Director, and Institute
Director
Regional Foresters, Station Directors, the Area Director, and the Institute Director are
responsible for:
1. Ensuring compliance with Federal, USDA, and Forest Service requirements (OMB
Directive A-130 and A-76 and USDA Departmental Regulation 1490-001) in the management of
their audiovisual programs.
2. Approving unit audiovisual productions that cost $25,000 or less, and ensuring that
approvals are obtained from the Washington Office, Director, Office of Communication, and the
USDA Office of Communications for productions in excess of $25,000.
3. Determining when audiovisual materials are the appropriate medium for the
information to be conveyed. For more information, contact Washington Office, Director,
Recreation and Heritage Resources Staff.
4. Reporting the costs of unit’s audiovisual productions upon completion to the
Washington Office, Director, Office of Communication, as required on Form SF-203 for
compilation in Report FS-1600-F, Forest Service Annual Audiovisual Report.
5. Maintaining comprehensive files of recent black-and-white and color still photography
to meet ongoing needs.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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6. Submitting copies of audiovisual productions to the Forest Service National
Audiovisual Library, located in Washington Office, Office of Communication.
7. Obtaining preproduction approval as appropriate for national audiovisual materials
from the Washington Office, Director, Office of Communication (FSM 1641; 1643.03).
8. Transferring the audiovisual materials specified in Departmental Regulation 3080-01
(Records Management), Appendix A that are prepared for general regional audiences to the
National Archives and Records Administration for review and possible permanent preservation.
Examples of such materials are motion pictures, videotapes, videodiscs, slidetape programs, still
photographs, and so forth.
9. Appointing an Audiovisual Coordinator for the unit to assist in carrying out these
responsibilities when the unit has in-house audiovisual production capabilities or contracts for
such production.
1640.42b - Audiovisual Coordinators for Field Units
Field unit Audiovisual Coordinators for the Region, Station, Area, or Institute are responsible for
assisting in carrying out day-to-day audiovisual responsibilities for their units with in-house
audiovisual production capabilities or contracts for such production.
1640.5 - Definitions
Audio Description. The addition of narration that conveys the settings, costumes, body
language, and so forth in a visual presentation. Concise, objective descriptions inserted between
portions of dialogue to help listeners understand important visual elements. All audiovisual
products that are part of a permanent exhibit are to be audio described.
Captions. The audio portion of an audiovisual production appearing as words on the
screen or on a suitable area below the screen, to provide persons with hearing disabilities access
to audio information in the production.
a. Closed Captions. Captions encoded in a video product in an audiovisual
production that can be viewed only when the television set has a decoder chip.
b. Open Captions. A permanent part of an audiovisual production. Open captions
are always visible.
c. Subtitles. Captions encoded in a DVD product that can be viewed when the menu
has an option to show the subtitles.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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1641 - AUDIOVISUAL PRODUCTIONS
The Washington Office, Office of Communication, National Audiovisual Coordinator:
1. Evaluates proposals for audiovisual productions such as motion pictures, videotapes,
DVD, and slide/audio tapes to determine if the medium is the best, most cost effective approach
for reaching the audience and conveying the information and if the approach meets the
requirements of OMB Circular A-130 (FSM 1640.1) before obtaining approval at the appropriate
level for audiovisual projects.
a. Forest Service audiovisual productions must be in the public domain, and rights to
copyrighted material must be acquired in writing prior to use. Contracted productions
must provide all rights to the Forest Service.
b. National audiovisual productions costing more than $25,000 must be produced by
the USDA Broadcast Media and Technology Center, Office of Communications.
2. Sends copies of audiovisual productions to the Forest Service National Audiovisual
Library (Washington Office, Office of Communication) and the National Archives and Records
Administration.
3. Sends Information on completed audiovisual productions to the Director, Office of
Communication, Washington Office, and also includes such information in the Annual
Audiovisual Report (FS 1600-F).
1641.1 - Captioning and Audio Description of Audiovisual Productions
1641.11 - Video Monitors and High Definition Playback Equipment
Video monitors and high-definition playback equipment are not compatible with caption
decoders because they lack television tuners and do not have decoder chips. Products to be used
on video monitors must be open captioned. DVDs may be used on video monitors if there is a
way to access the DVD menu and show the video with the subtitles.
1641.12 - Video Productions and Multimedia Presentations
All training and informational video and multimedia presentations, including public service
announcements that contain speech or other audio information and visual information necessary
for the comprehension of the content and which support an agency’s mission, shall be captioned
and audio described regardless of the anticipated audience. This provision does not require that a
videotape recorded by a field investigator to document a safety violation be captioned and audio
described, for example. On the other hand, if such a videotape were subsequently used as part of
a training or informational presentation, it would have to be captioned and audio described.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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1. The captioning provision applies only to video and multimedia presentations that
contain speech or audio information necessary for the comprehension of the content. A video
that is not narrated would not be required to be captioned since it does not contain speech
(Electronic and Information Technology Accessibility Standards--Preamble), however, it may
need to be audio described.
2. The audio description provision applies only to videos or multimedia presentations
that contain visual information necessary for the comprehension of the content. A “talking
heads” video does not generally contain visual information necessary for the comprehension of
the content and would, therefore, not be required to be audio described (36 CFR, Part 1194,
Electronic and Information Technology Accessibility Standards).
Television sets manufactured after 1993 contain a caption decoder chip and can display text in
closed captioned videotapes. Older television sets require a caption decoder. For all sets, the
captioned text appears in a blocked space on the TV screen. Locations equipped with video
monitors may need open captioned videotapes.
1641.13 - Productions and Equipment for Visitor Centers
Ensure that video productions for visitor centers and other public facilities are open captioned
and audio described.
Visitor centers should make use of auxiliary devices, such as headphones that provide an audio
description for the visually impaired and electronic "signage" for persons with hearing
disabilities as well as assistive listening devices and/or systems for hard of hearing people. This
technology should be used in theaters and multimedia exhibits.
1641.14 - Video Conferences
Ensure that satellite video conferences are open captioned. If questions and answers are part of a
video conference, make TTY/TDD text telephone service available for persons with hearing
and/or speech disabilities (FSM 6642.24).
Video conferencing facilities do not have captioning capability. Make available remote
interpreting and/or conference call captioning for persons with hearing disabilities, when such
facilities are used. Use technology for captioning conference calls that uses a separate screen for
any and/or all users. Users should have the option of using remote captioning or remote video
interpreting.
WO AMENDMENT 1600-2006-4
EFFECTIVE DATE: 08/01/2006
DURATION: This amendment is effective until superseded or removed.
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1642 - STILL PHOTOGRAPHY
1. When possible, record significant photo-documentation in both color slides and blackand-white photography. Color photography satisfies current needs, whereas black-and-white
photographs usually become the primary historical record. (A black and white negative has a
lifespan of 150 years compared to 30 years for color material.) All images should be digitized
onto photo CD’s for electronic storage.
Photography recorded using a digital camera must be recorded at 2400 x 3400 pixels and the
resolution set at 300dpi.
2. Photography purchased from commercial sources for use in the public domain must
include all rights. For photos purchased for uses other than in the public domain, negotiate for
rights based on the intended use.
Maintain original negatives and slides with the highest degree of protection possible to prevent
damage and deterioration. Use acid-free slide and negative preservers and store in a dark, cool,
and reasonably dry environment. Mark original slides as "original."
Washington Office Staffs, Regions, Stations, the Area, and the Institute shall send selected
original negatives or slides for retention to the National Picture File, Washington Office, Office
of Communication.