5 - Step Program to a Better Public Inspection File

Public Inspection Files have been a sore spot with broadcasters for a long time because no one seems to know what is really supposed to be in it, nor does anyone bother to keep it updated.  If you have ever looked at the Rules and tried to determine what is supposed to be in the Public Inspection File, you'll understand why this is such a sore subject.  In almost all of the Due Diligence Inspections we do, we find inadequate Public Inspection Files.  The most common excuse is, "Well, I didn't know what went in there."

So, with that said, we have attempted to compile a "user friendly" Public Inspection File List and have created a 5-Step Program To A Better Public Inspection File.  This list has been complied from the FCC's Rules & Regulations, the FCC's Web Site and the FCC's Self-Inspection Checklist.  We have tried to be as thorough and as accurate as possible, however, it is your responsibility to contact your Communications Attorney to ensure compliance with the Commission's Rules.

Graham Brock, Inc., assumes NO liability for inaccuracies, omissions or errors.

5-Step Program To A Better Public Inspection File

Step 1:    Download and print the following three files (Fig. #1 & 2).  You will need Adobe Acrobat to read the files.  Click here to download it.

            Public Inspection File Labels (Formatted for Avery Work-Saver Tab Inserts,1/3 cut)

            Public Inspection File Overview (This is a basic overview of the Public Inspection   File contents, location and accessibility.)

            Public Inspection File Detail (This is a detail sheet, including the Rules section for each folder, that should be placed in the front to explain what exactly is supposed to be there.)

Step 2:    Obtain 19 hanging folders with label tabs.  Also obtain a portable file box (an empty file cabinet drawer that holds hanging files will also suffice).

Step 3:    Label all 19 folders using the labels printed from "Public Inspection File Labels" (Fig. #3).

Step 4:    Attach each page from "Public Inspection File Detail" to the inside front of its respective hanging folder (Fig. #4).

Step 5:    Update weekly.  Assign this responsibility to someone specific as a weekly duty (i.e. every Friday morning update the Public File).  Start filling in the folders! (Fig. #5 & 6)

If you are a radio station then it is not necessary to have a folder that pertains to TV only.  The reverse is also true.  However, if a particular folder is not applicable to your station (i.e. Time Brokerage Agreements), we recommend leaving the folder in the file and simply placing a letter in that file stating why it is not applicable.

Here are a few visual aids to assist you:

Click on the image for a larger view

Fig. #1 - Download files	Fig. #2 - Print files	Fig. #3 - Label folders
Fig. #4 - Insert detail sheet in each folder	Fig. #5 - Place folders in file box	Fig. #6 - You're done! Don't forget to put something in them.

This is one interpretation of the Public Inspection File and is provided as a guideline ONLY.  Consult with your Communications Attorney to ensure compliance.  We hope this helps you avoid those pesky "Notice of Violation" letters from our friends at the FCC.  Please contact us with any comments and/or suggestions.

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