Determining if Captions, Transcripts or Audio Descriptions Are Needed for Video or Audio

Video captions, audio-only transcriptions and audio descriptions are typically required.

Table of Contents

Does My Video Need Captions or Audio Descriptions?

Flowchart showing when videos need captions or audio descriptions. Starting with the question 'Does my video need captions or audio descriptions?', it branches into three paths: 1) If video is live with synchronized audio, then captions are required. 2) If video is pre-recorded with synchronized audio, it further branches - if equivalent information is not already on screen, then captions are required; if audio does not describe visual elements, then synchronized audio descriptions are required. 3) If video is pre-recorded without audio, then audio descriptions or text alternatives are required.

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Criteria

  1. If it is live and has synchronized audio, captions are required
  2. If it is pre-recorded and has synchronized audio, and 
    1. equivalent information is NOT already available on the screen, captions are required
    1. audio does NOT describe visual elements, synchronized audio description is required
  3. If it is pre-recorded and does NOT have audio, synchronized audio descriptions or a text alternative is required

Result

Based on various conditions, captions may be required.

Note: You may still have to provide web content in an accessible format if an individual requests it. See the DOJ rule on digital accessibility, paragraph 34.

Does My Audio-only Recording Need a Transcript?

Flowchart for determining audio transcript requirements. Starting with the question 'Does my audio-only recording need a transcript?', it flows to a decision point: 'If equivalent information is not already available on the screen', then leads to the conclusion 'A Transcript is required'.

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Criteria

  1. If equivalent information is NOT already available on the screen, a transcript is required.

Can I Use Automated Captioning?

The Department of Justice rule does not specify a particular accuracy level or method for satisfying video and audio criteria, and “encourages public entities to make use of W3C’s and others’ guidance documents available on captioning, including the informal guidance.” See the DOJ rule on digital accessibility, Appendix D, Captions for Live Audio and Prerecorded content

W3C’s current informal guidance states that automatic captions are not sufficient. See Captions/Subtitles (W3C) 

However, the DOJ rule acknowledges that it did not specify whether automated technology is, or is not, sufficient because “captioning technology is rapidly evolving and any additional specifications regarding how to meet WCAG 2.1’s live-audio captioning requirements could quickly become outdated.” See DOJ rule on digital accessibility, paragraph 520

Public entities shall comply with the technical standard set by the Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA for web content and mobile apps. Public entities are required to adhere to these standards for all web and mobile content available to the public or used in services, programs and activities.

WCAG 2.1 Level A: 1.2.1 Audio-only and Video-only (Prerecorded)

Note: In digital accessibility, “time-based media” refers to content that changes or unfolds over time, meaning it has a time dimension that’s essential to understanding it.

Requires, for prerecorded audio-only and prerecorded video-only media, the following are true, except when the audio or video is a media alternative for text and is clearly labeled as such:

  • Prerecorded Audio-only: An alternative for time-based media is provided that presents equivalent information for prerecorded audio-only content.
  • Prerecorded Video-only: Either an alternative for time-based media or an audio track is provided that presents equivalent information for prerecorded video-only content.

WCAG 2.1 Level A 1.2.2 Captions (Prerecorded)

Requires captions for all prerecorded audio content in synchronized media, except when the media is a media alternative for text and is clearly labeled as such.

WCAG 2.1 Level A 1.2.3 Audio Description or Media Alternative (Prerecorded)

Requires an alternative for time-based media or audio description of the prerecorded video content is provided for synchronized media, except when the media is a media alternative for text and is clearly labeled as such.

WCAG 2.1 Level AA Success Criterion 1.2.4

Requires captions for live-audio content in synchronized media.

Media Captioning, Transcription, & Audio Description Vendors