The direct answer: build accessibility into every video
Government communications managers should treat accessibility as a production requirement, not a final upload task. Every public-facing video should provide accurate synchronised captions, a meaningful transcript, accessible audio or audio description where essential visual information is not spoken, and playback that works by keyboard and with assistive technology. The surrounding webpage must also be perceivable, operable, understandable and robust. For Australian government teams, use the accessibility standard and policies that apply to your agency, commonly WCAG Level AA, then record evidence of review.
The checklist below turns that principle into a practical workflow for briefs, procurement, filming, editing, publishing and maintenance. It supports compliance conversations, but agency legal, digital and accessibility advisers should confirm the exact obligations for each channel, audience and jurisdiction.
Set the standard before production begins
Start the brief by naming the required conformance target, approval owner and evidence to retain. Define whether the video is prerecorded, live, interactive or time-critical, because each format creates different risks. Identify where it will appear: an agency website, social platform, internal portal, public meeting stream or embedded third-party player. Accessibility applies to the complete delivery experience, not merely the master file.
Procurement questions
- Can the producer deliver caption files in required formats, plus a clean transcript?
- Will the editor flag visuals that need narration or audio description?
- Does the player support keyboard control, visible focus, captions and screen-reader labels?
- Who checks accuracy, timing, reading order and mobile presentation before approval?
- Are source files, consent records, scripts and accessibility test results included in handover?
Include accessibility requirements in the statement of work and acceptance criteria. A vendor’s promise to “add captions” is insufficient unless quality, formats, responsibilities and remediation are clear. Budget for accessibility from the outset; retrofitting can require re-editing, re-recording and renewed approvals.
Capture content that remains understandable without sight or sound
Accessible production begins with editorial choices. Ask presenters to state their name and role aloud, verbalise essential charts or demonstrations, and avoid unexplained phrases such as “over here.” Use strong contrast, readable on-screen text and enough display time for viewers to absorb it. Do not communicate meaning through colour alone.
Captions and transcripts
Captions must reproduce dialogue, identify speakers when unclear, and include meaningful sounds such as “[alarm sounds].” They should be synchronised, correctly punctuated and reviewed by a person familiar with agency names, acronyms and specialist terms. Automatic captions are a useful draft, never reliable evidence of completion. Burned-in captions may help on social media, but also supply selectable captions where the platform supports them.
A transcript should present spoken content and relevant non-speech information in logical order. Place it near the video as accessible HTML when practical, rather than only inside a scanned PDF. For an interview, labels such as “Interviewer” and the participant’s name make the conversation easier to follow.
Audio description and alternatives
If vital information appears only visually, integrate it into the main narration or provide audio description during natural pauses. A separate described version may be needed when pauses are too short. For a silent animation explaining an evacuation route, captions alone do not solve the barrier; users need an equivalent spoken explanation. Auslan can improve access for some Deaf audiences, but it does not automatically replace captions, transcripts or other required alternatives.
Test the player, page and publishing workflow
A compliant media asset can still fail inside an inaccessible player or page. Test the published experience without a mouse, at increased zoom and on a small screen. Confirm that controls are reachable in a sensible order, focus is visible, buttons have understandable names, and playback does not trap keyboard focus. Viewers must be able to pause, stop or adjust audio without racing a timer.
Pre-publication acceptance check
Caption quality
Check every spoken word, speaker change, significant sound, spelling and timestamp.
Transcript equivalence
Confirm the transcript includes meaningful audio and visual context in reading order.
Visual access
Ensure names, titles, charts, demonstrations and calls to action are spoken or described.
Player operation
Test play, pause, volume, captions, full screen and seeking with keyboard commands.
Page structure
Verify the video has a descriptive heading, nearby alternative and no inaccessible autoplay.
Platform parity
Review each destination separately; captions or transcripts may not transfer between systems.
Use a documented government video compliance checklist
Assign each item an owner, status, due date and evidence link. Keep the completed record with the final assets so future teams can verify what was tested and reproduce accessible versions. A useful register contains the following gates:
- Brief names the applicable policy, standard, audience needs and channels.
- Script communicates essential visual information and expands unfamiliar acronyms.
- Production captures clean speech, clear visuals and accessible on-screen text.
- Post-production supplies verified captions, transcript and description where needed.
- Quality assurance tests content, player, webpage, devices and keyboard use.
- Approval records reviewer names, issues fixed, exceptions and final sign-off.
Do not mark an item complete with “looks fine.” Attach evidence: the caption file, transcript URL, test notes, screenshots and approval record. If an exception is unavoidable, document the barrier, affected users, interim accessible alternative, responsible officer and remediation date. Accessibility statements should describe reality, not excuse unresolved problems.
Edge cases communications managers should anticipate
Live events need a rehearsed captioning plan, a backup communication channel and rapid publication of corrected captions or a transcript afterwards. Public consultations may require accessible questions, downloadable materials and a way to respond without watching the video. Emergency messages prioritise speed, but should pair video with concise accessible text carrying the same instructions.
For archival footage or user-generated submissions, assess purpose, audience and risk. If remediation is disproportionate or technically constrained, seek authorised advice and offer an equivalent route to the information. Never assume that age alone removes responsibility, especially when old footage remains part of an active service or decision process.
Maintain accessibility after publication
Publication is not the finish line. Platforms change, links break, caption tracks disappear and policy details become outdated. Schedule checks for high-traffic and long-lived videos, and retest after migrating pages or changing players. Provide a visible method for users to report a barrier, then route feedback to a named owner with a response time appropriate to the service risk.
Version control matters. When an edit changes dialogue, timing or visuals, update every caption file, transcript and described version. Avoid overwriting the only approved master; retain the publication package and change log according to agency information-management rules. This makes audits and future remediation faster and more defensible.
Frequently asked questions
Are captions enough for an accessible government video?
No. Captions address access to audio, but they do not describe unspoken visuals, repair an inaccessible player or provide a well-structured transcript. Requirements depend on the content and delivery context.
Should social media videos follow the same checks?
Yes. Review each platform’s caption behaviour, mobile controls and text alternatives. Also publish essential public information in an accessible format that does not depend on a social account or proprietary app.
Next step: make compliance repeatable
Turn this checklist into a mandatory template for every government video brief and approval. Start with your next production, identify one accountable owner and require evidence before release. For complex campaigns, ask an experienced production partner to explain how scripting, filming, post-production and delivery will meet your agency’s accessibility criteria. Then have the published page independently reviewed, record the result and schedule a check. Accessible communication is clearest when governance is routine.
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