What is DoDI 5040.02?
DoDI 5040.02 contains DoW policy that implements Office of Management and Budget Circular A-130 and governs all visual information activities of public affairs, combat camera and other visual information-related functions of the Department of War:
- Establishes policy, assigns responsibilities and prescribes procedures for managing DoW Visual Information.
- Does not include visual information productions (DoDI 5040.07).
- Visual information is viewed and used as an essential information resource and supporting capability for strategic communication.
- DoW shall make, acquire or create visual information, distribute visual information and preserve visual information.
- DoW lifecycle management shall be conducted in accordance with electronic records management and appropriate U.S. laws.
What is OMB Circular A-130?
Circulars are instructions issued by OMB to establish policies and outline procedures for implementation. OMB Circular A-130 refers to the management of federal information resources. This instruction:
- Incorporates “audiovisual” into the definition of “information.”
- Clarifies that "information” means any communication or representation of knowledge in any medium form.
- Clarifies that "Audiovisual productions” describe a unified presentation, developed according to plan or script, containing visual imagery, sound or both.
- Stipulates that each federal agency must designate an office that is responsible for management oversight of agency audiovisual productions.
- Specifies that there will be interagency or intergovernmental sharing of information before creating/collecting new information.
DoDI 5040.02 contains ten enclosures. Refer to the table below to identify a summary of each enclosure:
Key takeaways of 5040.02 enclosures.
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Enclosure
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Summary
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1. References
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Lists the references used throughout DoDI 5040.02. |
2. Responsibilities
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Establishes the roles and responsibilities of the secretaries, directors, heads of components and combatant commanders who play a role in visual information management. |
3. Committees, Planning Groups and Panels
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Outlines the responsibilities of the Defense Visual Information Steering Committee and Joint Combat Camera Planning Group. |
4. Exclusions
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Identifies the types of visual information excluded from this instruction, including:
- Media-related, such as microfilms and maps.
- Content related exclusions, such as imagery collected for intelligence, evidence and medical documentation.
- Organization-related exclusions such as the Commissary and Exchange.
- Equipment-related exclusions such as military signage and simulations.
Exceptions to the exclusions include, but are not limited to, visual information related to news events, launches, international activities, ceremonies, combat operations and crimes.
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5. Lifecycle Management of DoW Visual Information
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Includes policy and process for managing visual information products, from the point of creation by an individual, to its transfer to National Archives and Records Administration. This includes information on proper formatting, captioning, metadata and accessioning procedures. |
6. Visual Information Records Identification Number
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Prescribes procedures for the creation and use of a VIRIN for all official DoW imagery, other than DoW productions assigned a Production Identification Number. A VIRIN enables the management of the imagery as a shared strategic asset, facilitates retrieval and repurposing, and provides an enterprise record identification system. This section also outlines the four fields and formatting of a VIRIN. |
7. Vision ID
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Covers the procedures for acquiring a Vision ID, and how the Vision ID is used within a VIRIN. All photographers, videographers, graphic artists, photojournalists, broadcasters, public affairs and other personnel involved in the creation of official DoW imagery shall be assigned a Vision ID.
A Vision ID is acquired through DVIDS.
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8. Visual Information Activity Management
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Covers the responsibilities and organizational requirements of visual information activities.
This section also covers the requirement of all visual information activities to register and provide information about products and services available from each authorized visual information activity and to be assigned a Defense Visual Information Activity Number.
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9. Combat Camera
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Covers the who, what, when, where and why of COMCAM. It also discusses the deployment and distribution of images to the public. |
10. Prohibited Alteration of Official DoW Imagery
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Covers the alteration of official DoW imagery. It covers authorized enhancement and correction techniques and explains prohibited alterations of visual information materials. This section also includes the requirements for situations when an image must be altered (such as cropped or masked for privacy), and how to document these alterations. |
Refer to the policy itself for more information.