CDOT Video and Multimedia Guidelines

Video and Multimedia hosted by CDOT should meet minimum standards of this document. CDOT encourages any employee or vendor working for CDOT to consult first with the Office of Communications before any media productions begin. Keeping the Office of Communications informed will improve delivery of content and help maintain brand consistency throughout the department.

What is Multimedia

Multimedia covers a broad range of communications using visual and audio media. The most common forms of media CDOT uses but is not limited to are video, live streaming, audio podcasts and presentations. Various methods can be used to deliver multimedia productions such as live action video, animation, motion graphics, still photography and audio podcasts. Many standards in this document can be applied to photography as well.

Message

For all media content, the message you are trying to convey should be the main focus. Any visuals and audio should complement and support the communication objectives. Creators should avoid the use of material that distracts from the main message.

Tips to convey a strong message:

Understand who your audience is. Identifying your main viewers will help you optimize the reception of your message.
Choose the level of comprehension and proper tone for your audience to best convey your message with clarity.
Start with simple and clear methods. As a baseline always use the simplest methods to convey your message and this will allow you to bring in enhancements as you go.
Use CDOT terminology. An example would be how CDOT identifies highways. For clarification, refer to the CDOT Style Guide as well as this AP Style Quick Reference Guide.
Plan ahead. Use a chronological process throughout your production so efforts can focus on the main objectives.
Use all of CDOT’s Resources. CDOT has a breadth of knowledge and talent on staff so seek subject matter experts to help deliver content. Ask the Office of Communications for recommendations.

Options for Production

Whether you choose to use the Creative Services team, seek outside vendors or create your own productions, keep the Creative Services team in the loop throughout production for quality control, brand unity, accessibility standards, compliance with existing contracts as well as statewide consistency.

Creative Services

The Creative Services Team within the Office of Communications is here to help fulfill CDOT’s needs regarding communications through visual and audio mediums. When in the early stages of your project, consultation with our team will help enhance your vision. Our services are, but not limited to: Creative consultation, videography, graphic design, print preparation, photography, animation, live streaming and motion graphics.

The Creative Services Team primarily supports CDOT employees but on request we can often help fellow government agencies or consultants working on CDOT projects. Expenses for services are all covered by the Office of Communications except for additional items like travel and special equipment rentals.

Visit the Visual Communications HUB page for more information on our services and how to request support.

Vendors and Consultants

When choosing a vendor, check with the Office of Communications as well as the Procurement Office for pre-approved vendors. These agencies have experience working with CDOT and are recommended before venturing to alternatives. There may also be contracts in place depending on subject matter.

When working with vendors and consultants provide them with correct copies of brand, video, and web guidelines to help direct their decisions. Also share proper logos and graphics files for them to use.

We encourage you to include in contracts the purchasing of raw footage and native files for long term success of the content. Keep the Office of Communications well informed throughout the project for full support and proficiency in delivery. Any expenses must be covered by the customers’ office or division. Special considerations for statewide initiatives may have optional monetary support.

In-House/Do-It-Yourself (DIY)

If you decide to create your own content, please keep the Office of Communications informed of your plans and process throughout your entire project to help us better support you. Our office can provide consultation, equipment, skills and experience to help your project succeed.

Specialty Teams and Statewide SME Support

CDOT has specialty teams and employees that may be of assistance. One example is aerial videography and photography. When initial planning is done with the Office of Communications, we can direct you to multiple sources for support. Labor hours for specialists may need to be covered by the customers’ cost center or project.

Standards

Quality

Quality standards are chosen by using current trends in production practices, video technology and are a minimum standard set to deliver a clear message.

For basic video resolution - Use HD formatting 16:9, with at least a 720 square pixel resolution (720p), 1080p or above is optimal. Ensure resolution of visuals is at a compatible level with the output, 300 dpi is preferred for all graphics and text.
For non-standard media - Ensure final output has adequate resolution for the specific media to be used. There may be instances where the final output is unique so work closely with all parties to ensure messaging will not be distorted. Good examples are using video on different size and ratio projector screens, or profile view (9:16) ratios for social media.

Composition

Check that the main subject is in sharp focus and has good color and contrast balance with all objects in view. Identify how your subject in the picture relates to their environment and what it portrays.

When designing compositions, consider where your main focus lies on the screen and its relation to any interference from different technological outputs. Clipping can occur from video player platforms or different screen sizes. To avoid these issues, use safe action/safe title margins.

Safe Action Margins - Keep all on-screen actions within action margins. This includes main subjects, primary movements and primary graphics.
Safe Title Margins - Keep all titles, text, and supporting graphics within title margin.

Margin guides can be found in most video editor software programs. Access this margin guide example image for reference.

Sound

Ensure audio is at an optimum and consistent volume. Avoid any audio interference with the message such as wind, noisy construction equipment/machinery and background chatter. If supportive sound effects and music are used, keep volume levels much lower than main audio.

Lighting

For best results use lighting that complements the subject and that does not interfere with the message. Avoid overexposed and underexposed environments. Use artificial light and accessories to help balance exposure, contrast and values.

Stability

To support the clarity in your message, stabilize your picture. Utilize a tripod or mounting device to avoid unintended motion and maintain consistent movement for your image. If not available, utilize nearby objects to stabilize your body against and hold closely to the body, avoid reaching out as that causes destabilization in the camera position. When using deliberate camera movements use simple and clear techniques when moving the camera.

Output

Use modern compression methods to output to universal file containers (.mp4, .mov, .wmv). MP4’s are the most common and accepted file formats for sharing and posting.

Branding

Graphics

For graphics use approved logos and brand color combinations according to the State Brand Guidelines. For supporting graphics, maintain a consistent look throughout the entire project.

Text

State brand fonts are preferred for on screen text. If other fonts are used for creative purposes, choose clear and legible fonts (sans serif is best for readability). Use proper contrasting values for legibility (80/20 rule). Avoid handwritten, cursive and highly stylized fonts. Ensure text stays on screen for a long enough duration to be read fully.

Animation and Motion

When animating graphics use proper animation and motion techniques. Avoid movements that distract from the message or compromise legibility.

Templates

When starting a media project, review current content already published by CDOT to use as a guide for design. Maintaining consistency among media helps unify and solidify the CDOT brand. If needed,Visual Communications can provide templates and graphics packaging.

Logos

Only use official state logos. Do not modify original files. The Visual Communications Team can provide files upon request. Ensure the logo is properly placed according to brand guidelines. Use safe margin guides to avoid clipping of important elements.

Watermark

For external facing media, placing a small logo watermark in the upper right corner is preferred for branding and copyright purposes. A 50% transparency can be applied. This helps protect against piracy and re-use from unauthorized users. See this example for an image of a watermark.

Language

Understand who your target audience is and adjust language to meet those needs. Use CDOT style and common terms to maintain consistency. For public facing videos, simplifying language and defining terminology helps the viewers. Avoid using acronyms without explanation. Examples of CDOT style is referring to “crashes” instead of “accidents,” highway identification and using AP style format.

Accessibility

WCAG 2.1 Accessibility Standards - Level AA

All State departments must meet the accessibility standards at Level AA for time-based media. Most multimedia content CDOT creates falls under these standards. A further definition of these standards can be found at this link.

Closed Captions (CC)

Closed captions provide people with hearing impairments the ability to fully understand what is happening in the video. Captions include spoken words and descriptions of sounds and music. All pertinent information that can be heard should be included in the captions.

When submitting content to CDOT’s video platforms provide a separate caption file (.srt, .rtf, .sbv or .vtt). An alternative to creating your own captions is using a video hosts’ auto subtitle generators. Auto-subtitle features can be used but they must be reviewed for errors and corrected to meet closed caption standards.

Understanding the difference:

Closed captions are the preferred method for all CDOT content. Include anything audible that is relative to the message: spoken words, description of sound effects and music identification. Closed captions can be toggled on and off by the viewer in the video player. Closed captions can also suffice for downloadable transcripts. (AA minimum)
Open captions - Like closed captions, include anything audible that is relative to the message: spoken words, text on-screen, sound effects and music identification. The difference is open captions are embedded into the video so they cannot be toggled on and off by the viewer. (Meets the minimum AA requirements but is not the preferred method for CDOT)
Subtitles - Typically only describes what is being spoken. No descriptions of text on-screen, sound and music is provided. (Does not meet minimum AA requirements)

For live streaming, captions are required so turning on auto-captions will be a minimum for the live event. Embedded captions will not suffice so after your live event is complete a corrected captions file will need to be imported into your final video player. An example of this scenario would be running a live meeting in Zoom and streaming to YouTube. The captions file will need to be imported into the final video on YouTube for full accessibility.

Audio Descriptions (AD)

An additional audio descriptive track must be provided to the audience if your video has pertinent visual information that is not explained in the dialogue or the captions. An audio description is a narrative voice explaining on-screen actions, settings, environments and moods that the dialogue does not. Review this example of how CDOT added an audio description track to the original video.

There are two main ways to add audio descriptions

Add descriptive narration into the original video track where there are natural pauses and ample space to provide the additional audio. This allows the video to maintain the same duration as the original. Either a new video must be created, or if the video player has the capability the same video can be used by adding a separate audio track to the original video, that can be toggled on and off in the video player. YouTube does not provide this feature yet.
Create pauses and breaks throughout the video to add descriptive narration. Create pauses at natural breaks and transitions. This allows for more freedom in what you describe but it does increase the duration of the video. A new video must be created. See here for a sample of how audio descriptions are added in this method.

Identify if your Video needs AD

Who is your target audience - may some of your audience have visual impairments. If yes, then your video may need AD. If no, then your video most likely does not need AD
visually pertinent information on screen, is it being described in the audio and captions. B-roll, graphs, charts and text are often not described but may be important information that a visually impaired person will miss.

Animations and Effects

Special considerations must be made to not use erratic animations, consecutive flashes and constant motion blur. Animated items must be static long enough for legibility. Do not use consecutive flashes to consider viewers with medical disabilities such as epilepsy. Motion blur should also be used minimally.

Audio and Visual Alignment

Any graphics and text on screen that is not solely decorative must be audibly explained. An example: if you are presenting a Powerpoint slide all items must be audibly identified and explained. Anything audible that is relevant to the message must be transcribed through closed captions. Different fonts and graphics used in presentations may not be legible to all viewers so using audio voice and closed captions in a consistent format gives all viewers access to the content.

Color

Color should not be used as the only means of conveying information, because blind users are not able to see colors, and colorblind or older users may not see colors correctly. When using color to convey information, use another means (like text) to convey the same information in another way.

There are two aspects to consider in regard to accessible color: Color contrast and color dependence. Color contrast is the ratio of the foreground color (text) and the background color. Color dependence is the need to see color to understand the information.

Color Contrast

Using an online color contrast checker, enter the hex codes for the foreground color and the background color. WCAG AA (the requirement that CDOT must meet) mandates a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text, and a contrast ratio of at least 3:1 for graphics and user interface components (such as form input borders). Large text is defined as 14 point (typically 18.66px) and bold or larger, or 18 point (typically 24px) or larger

Accessibility Functionality

It is recommended that the audience has the ability to toggle on and off all accessibility options. Avoid having captions or audio descriptions permanently on the video without the ability to turn off. YouTube currently supports closed captions but currently does not have a simple process for audio descriptions. 3rd party plugins that work with video hosts will give the audience access to audio description functionality.

Technology Adaptation

Understanding who your audience is and how well versed they are with video technology will help you decide how to approach your project. Simplifying processes during promotion and distribution helps eliminate technological disadvantages some people may have. Examples could include skill level of the user and access to current equipment and technologies.

Future Implementations

The Office of Communications continues to update standards with current technology and trends. Be advised when new advances and techniques arise, adaptation will take place.

Additional Information Resources

For further information regarding how accessibility applies to CDOT’s web channels please visit CDOT Web Standards & Guidelines.
For more details on CDOT’s overall standards for accessibility, as well as further resources please visit CDOT’s Accessibility webpage
Also visit the state of Colorado’s Accessibility Standards page

Copyrights and Accreditation

Stock Media

Ensure any music, sound effects, stock video and photos you use in your productions are legally authorized under copyright laws. To understand more about copyright laws and accreditation, visit the U.S. Copyright Office. For support on accreditation and sharing visit the Creative Commons. For internal resources see the directory at the end of this document. If unsure, check with the Office of Communications for help.

Sharing

Productions from CDOT sources may be used for CDOT use without attribution or copyright. If outside parties request to use, they must abide by attribution copyright rules. To ensure proper usage for external sharing please consult with the Office of Communications on a per video basis to ensure no underlying copyright laws apply.

Ingestion and Sharing

Publishing and Management

CDOT hosts multiple channels to share content. Utilizing proper channels helps alignment with CDOT standards and management of content. Consult with the Office of Communications on where your content should live and how it should be deployed. Other means of sharing can be consulted through the Office of Communications, OIT, Archives and the CDOT library.

The Office of Communications manages all digital channels for all audiences. Authorized editor access is on a per situation, and user basis, so contact the Office of Communications to understand how your content can be ingested and managed.

External Audiences (Public, Outside Agencies)

CDOT uses various media channels to host public facing content: Facebook, Twitter, LinkedIn, Instagram and TikTok. CDOT uses YouTube to host the majority of video content for digital distribution.

Visit CDOT’s External YouTube channel to understand what type of content is hosted. If content is needed on the external CDOT website, this YouTube External Channel is preferred. File sharing can be done through necessary means: Google drive and Onbase are preferred.

Internal Audiences (Employees, Contractors, Consultants)

CDOT uses YouTube to host the majority of video content for internal purposes. An internal channel is used to manage intentions and access levels for subject matter only pertaining to employees, contractors and participants.

Visit CDOT’s Internal YouTube channel to understand what type of content is hosted. If content is needed on the internal employee website this channel host is preferred. File sharing can be done through necessary means: Google Drive, Onbase and secure network drives are preferred.

Libraries and Archival

CDOT’s Electronic Document Management System is OnBase. CDOT has unlimited storage in this system which allows for collaboration and sharing of documents and records. The Office of Communications manages the majority of video content but each office and division may have their own libraries. The more content that is shared with the Office of Communications the higher chance the media can be saved and available to the whole department.

Requirements for retention are on a case by case basis. If you are unclear of retention standards, and what is considered a record, for your content you may reach out to the Archives office.

Considerations for storage:

Choose appropriate platform to share content
Save and share raw materials with Communications team to maintain as a resource and create possibilities of re-use
For archival etiquette naming conventions established by the Office of Communications are encouraged. For instructions review our Naming Convention Guide.
Understand where your resources for storage lie: Onbase, Google Drive, CDOT network.

The following categories are considered a record and must be retained following CDOT’s records policy:

Training - Retain until superseded with a more current version
News - Permanent record
Information and education - Permanent record
Promotions - Permanent record
Campaigns - Permanent record
Public Service Announcements - Permanent record
Safety Messaging - Permanent record
Meetings (live and prerecorded) - Permanent record
Special Events (live and prerecorded) - Permanent record
Construction projects - Permanent record

Live Streaming

Live streaming video brings additional challenges to production: connectivity; security; in-depth pre-planning; extra software and hardware; backup resources; as well as quick decision making skills needed by the operator.

ConnectivitySecurity - Always use pre-approved, secure networks and proven processes to send your content. Only use approved CDOT hosting platforms to stream and publish live content. Consult with - Always ensure your internet connection meets the minimum upload speeds of the hosting platform. If available, always use a direct hard line (Cat 5) internet connection, only use Wi-Fi or cellular connectivity as an alternative.
OIT for available options.
Pre-Planning and Backup Plans - Always plan for each scenario that may occur throughout your live event and create backup resources in case original plans fail. Live video has a higher risk of failure due to so many variables so planning helps with execution.
Decision Making Skills - Managing multiple priorities can become overwhelming once the video goes live so have optimum support and resources to fulfill all roles in the process.

Securities and Permissions

Tools for Production

Software – Always use pre-approved software for production. Work with State OIT and the Office of Communications on best practices for computer and software compatibility
Hardware – Use equipment that will produce the minimum standard and quality levels set by CDOT and choose equipment that fits skill level. Check with the Office of Communications early in production to understand what tools are available.
Platforms – Only use CDOT hosting platforms. Avoid using personal accounts and unapproved platforms. Keeping all content in the mainstream helps with longevity and management.

Unmanned Aircraft Systems (UAS)

Special permissions must be given to CDOT pilots to capture footage using a UAS. If using a vendor, ensure they have proper licensing and are using best and safe practices for flight operations.

Most Common Compliance Rules for UAS Operations:

Operators must hold proper licensing and follow FAA guidelines.
Elevated permissions for CDOT employee pilots are needed.
Do not fly over non-participating parties. This includes live traffic on roadways, pedestrians and bicyclists.

Visit the FAA UAS/Drone page to better understand regulations.

Content Awareness

In addition to quality and brand standards CDOT must always ensure the message portrays best practices and a safe environment for employees and the public. The Office of Communications insists all productions go through a full review of what is being shown or heard.

Risk and Safety

Before displaying content, a thorough examination should be done to ensure all of CDOT’s safety and risk standards are being met. When something is questionable please check with the Office of Communications and/or the Office of Transportation Safety.

The Office of Transportation Safety (OTS) is considered the subject matter expert and final authority on all safety-related products created by or for CDOT. OTS reserves the right to request the removal of any multimedia content that demonstrates improper work practices, unsafe behaviors or contradicts current safety programs. It is highly recommended to get prior approval as needed when documenting workers engaged in active work; in particular with construction and engineering activities.

Basic Safety Guidelines:

Content creation efforts should not increase risks to CDOT employees,property, or the public.
Employees will not be asked or expected to participate in situations beyond the scope of their employment, involve circumstances they have not been properly trained for, or which place undue risk on them.
Every effort should be made to protect CDOT’s property from damage.
Every effort should be made to protect the public where it is engaged with CDOT activity.
All CDOT, including contractors and vendors, work practices should demonstrate proper safe behaviors consistent with current safety policies, procedures, applicable standards/codes and industry best practices.
Any intentional demonstration or depiction of unsafe behaviors (i.e., training materials) should be clearly identified and marked as incorrect for the end-user.
Horseplay is not permitted unless being used as an example of improper work practices; accompanying language must indicate such behavior is not tolerated at CDOT or on CDOT construction and engineering projects.
CDOT employees must wear only CDOT-approved personal protective equipment (PPE) matched for the task, environment and hazard that has been outlined in the Job Hazard Analysis (JHA) or identified during a pre-job hazard assessment (PJHA).
Inspect all PPE to verify it is in good condition, clean and able to be worn properly per manufacturer’s specifications.
Efforts should be made to ensure that PPE has the most current CDOT logo.
All equipment and vehicles should be in good repair and able to pass a CDL pre-trip inspection.
Any traffic control devices being used must follow current CDOT Traffic Control policies and procedures (including applicable MUTCD standards). Before you get started, make sure that all devices are set up appropriately and function correctly to ensure employees operate within safe work zone barriers.
Products created in active work zones require a spotter to monitor work zone activity for vehicle or equipment encroachment.
Follow all driving laws and safe practices including wearing seatbelts.
Any content from a third-party source, including any B-roll, audio tracks, stock video footage or stock photographic images, should be reviewed to ensure that they match CDOT’s current work and safety practices, work environment, equipment, vehicles, population and accessibility requirements.

Common Safety Related Topics:

Explosives – All content must not reveal detailed practices for operations using explosives. Avalanche mitigation, rockfall mitigation and demolition fall under these categories. Specifically, for avalanche mitigation CDOT is not allowed to show details of howitzer operations to the public.
Proper Safety Techniques – All footage must demonstrate safe practices. Traffic control, construction, highway maintenance are some common activities that pose high risk factors and safety guidelines must be met. Unsafe techniques must not be shown.

Following Standards

On-site best practices should always be used, if something is identified as inappropriate it should not be shown in a final product. Some areas to consider are environmental practices and interactions with the public.

Existing CDOT Safety Brands

Use of any Excellence in Safety, SafeTV or Safety 180 asset in multimedia products requires:

Written approval from the OTS Director or Statewide Safety Manager
That products are designed and targeted for internal CDOT customers only
All other CDOT branding guidelines are adhered to

*The term asset includes, but is not limited to, any logos, themes, slides, graphics, slogans or materials related to the Excellence in Safety, SafeTV or Safety 180 programs.