Assess and Inventory
- Audit existing video repositories to identify:
- age of content
- usage metrics (views, downloads, course relevance)
- content type (instructional, promotional, archival)
- Prioritize videos used in active courses or public-facing platforms.
Classify and Archive
Classify videos into three categories:
- Active: frequently accessed or currently in use (e.g., within the last 24-36 months, based on record retention schedule)
- used in current courses, training, or public communications
- required for compliance, accreditation, or ongoing research
- Dormant: rarely accessed but potentially useful
- may be reused in future courses or research
- not currently in use but not ready for deletion
- Obsolete: outdated, redundant, or no longer relevant
- no access in many years
- superseded by newer versions or no longer aligned with curriculum
Delete obsolete content to reduce captioning burden.Ensure archived content is stored securely and is retrievable if needed. Follow records retention and destruction requirements.
Caption Strategically
Captioning active content can be done as part of a rolling plan.
For dormant content:
- Caption on-demand when requested or reused.
- If published publicly, put into a separate area labeled clearly as Web Archive, which includes a disclaimer that captions will be provided upon request.
Use automated tools with human review for cost-effective captioning.
Establish Governance
- Assign a compliance lead in each unit to oversee video accessibility.
- Develop a standard operating procedure (SOP) for video creation, storage, and captioning.
- Encourage faculty and staff to use accessible video platforms and follow captioning best practices from the start.
Communicate and Train
- Educate employees on ADA requirements and available tools; provide appropriate support via demonstrations, office hours, etc.
- Promote a culture of accessibility and inclusion.
Plan for Continual Improvement
- Establish a process for video content viewers to identify and report non-captioned video content, such as for a video that was archived but actually comes into use again.
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