{"id":15225,"date":"2018-08-21T14:17:34","date_gmt":"2018-08-21T18:17:34","guid":{"rendered":"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/"},"modified":"2025-08-11T16:34:00","modified_gmt":"2025-08-11T16:34:00","slug":"transcription-guidelines-standards-and-legal-requirements","status":"publish","type":"post","link":"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/","title":{"rendered":"The Essential Guide to Transcription Rules and Standards"},"content":{"rendered":"\n<div class=\"wp-block-group is-style-dark alignfull p-post-header has-global-padding is-content-justification-center is-layout-constrained wp-block-group-is-layout-constrained has-background is-style-dark--1\" style=\"padding-top:var(--wp--preset--spacing--50);padding-bottom:var(--wp--preset--spacing--60);background-image:url(&#039;\/wp-content\/themes\/core\/assets\/media\/backgrounds\/hero-wave-blog.svg&#039;);background-position:50% 50%;background-size:cover;\">\n\t<div class=\"wp-block-group aligngrid has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n\t\t<div class=\"wp-block-buttons aligngrid is-layout-flex wp-block-buttons-is-layout-flex\">\n\t\t\t<div class=\"wp-block-button is-style-ghost is-style-reversed is-style-ghost--2\"><a class=\"wp-block-button__link wp-element-button\" href=\"\/blog\">Blog<\/a><\/div>\n\t\t\t<\/div>\n\t\t\n\n\t\t\n\t\t<hr class=\"wp-block-separator has-alpha-channel-opacity aligngrid\" style=\"margin-top:var(--wp--preset--spacing--20);margin-bottom:0\"\/>\n\t\t\n\n\t\t\n\t\t<div class=\"wp-block-columns are-vertically-aligned-center aligngrid is-layout-flex wp-container-core-columns-is-layout-008400e6 wp-block-columns-is-layout-flex\" style=\"margin-top:var(--wp--preset--spacing--60);margin-bottom:0\">\n\t\t\t<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\"><div style=\"padding-bottom:0;padding-top:0;\" class=\"is-style-category wp-block-tribe-terms\"><ul class=\"wp-block-tribe-terms__list\"><li class=\"wp-block-tribe-terms__term\"><span class=\"wp-block-tribe-terms__link t-category\">Captioning<\/span><\/li><\/ul><\/div>\n\n\t\t\t\t<h1 style=\"margin-top:var(--wp--preset--spacing--30);margin-bottom:0;\" class=\"alignwide wp-block-post-title\">The Essential Guide to Transcription Rules and Standards<\/h1>\n\n\t\t\t\t\n\t\t\t\t<div class=\"wp-block-group is-nowrap is-layout-flex wp-container-core-group-is-layout-9116416d wp-block-group-is-layout-flex\" style=\"margin-top:var(--wp--preset--spacing--30)\"><div class=\"has-text-align-left wp-block-post-author-name\"><a href=\"https:\/\/www.3playmedia.com\/blog\/author\/elisa\/\" target=\"_self\" class=\"wp-block-post-author-name__link\">Elisa Lewis<\/a><\/div>\n\n\t\t\t\t\t\n\t\t\t\t\t<p>\u2022<\/p>\n\t\t\t\t\t\n\n\t\t\t\t\t<div class=\"has-text-align-left wp-block-post-date has-10-font-size\"><time datetime=\"2018-08-21T14:17:34+00:00\">August 21, 2018<\/time><\/div><\/div>\n\t\t\t\t\n\n\t\t\t\t<\/div>\n\t\t\t\n\n\t\t\t\n\t\t\t<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\"><figure class=\"alignfull alignfull wp-block-post-featured-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1400\" height=\"500\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription.jpg\" class=\"attachment-post-thumbnail size-post-thumbnail wp-post-image\" alt=\"\" style=\"border-radius:1rem;object-fit:cover;\" srcset=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription.jpg 1400w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription-300x107.jpg 300w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription-1024x366.jpg 1024w, https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription-768x274.jpg 768w\" sizes=\"auto, (max-width: 1400px) 100vw, 1400px\" \/><\/figure><\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n\n\n\n                                                <p style=\"text-align: center\"><span style=\"text-decoration: underline\"><strong><span style=\"font-size: x-large\"><a href=\"https:\/\/go.3playmedia.com\/wp-diy\" target=\"_blank\" rel=\"noopener\">DIY Resources for Captioning and Transcription [Free Guide]<\/a><\/span><\/strong><\/span><\/p>\n<p>Transcription rules are essential for creating accurate and accessible transcripts. Transcription is the process of converting spoken language into text, and transcription rules are a set of guidelines that ensure that transcripts are complete and easy to understand for everyone. You need video transcription for many reasons, including accessibility and user experience, SEO, and content repurposing.<\/p>\n<p><span style=\"font-weight: 400\">When creating transcripts, it is essential to follow transcription rules and guidelines. These guidelines ensure that transcripts are accurate, complete, and accessible to everyone and comply with all relevant legal requirements.<\/span><\/p>\n<p><span style=\"font-weight: 400\">In this blog post, we will discuss when you might need transcription and legal requirements related to transcripts and provide some tips and best practices to meet set standards and guidelines.<\/span><\/p>\n<h2><b>Do I Need Captions or Transcripts?<\/b><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-30036 alignright\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/captions-or-transcript-pondering-300x253.jpg\" alt=\"Person thinking with a CC button and a transcript next to them\" width=\"300\" height=\"253\" \/><\/p>\n<p><span style=\"font-weight: 400\">You may be wondering: \u201c<\/span><a href=\"https:\/\/www.3playmedia.com\/blog\/transcript-video-accessibility-compliance\/\"><span style=\"font-weight: 400\">Are transcripts enough to make videos compliant?<\/span><\/a><span style=\"font-weight: 400\">\u201d Captioning is required for pre-recorded and live presentations to make auditory information accessible to people who are deaf or hard of hearing. In order to ensure equal access and equal opportunity to participate for people with disabilities, many entities are obligated by law to provide captions. This applies to a variety of industries and governments, including education, entertainment, and local and state governments.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Typically, captions are needed when there is video content like a television show or PowerPoint presentation with a voice over. In this case, users are able to see what\u2019s happening on a screen while simultaneously getting the audio information.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">Transcripts, however, are sufficient for audio-only content like teleconferences or podcasts. There are many benefits to transcripts. They not only increase accessibility for deaf or hard of hearing users, but they additionally help non-native English speakers and viewers who are in sound-prohibitive environments. It\u2019s worth noting that a transcript alone is not enough to make a video accessible.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">A fully accessible video should include both captions and a transcript.<\/span><\/p>\n<h2><b>Legal Requirements for Transcription<\/b><\/h2>\n<p><span style=\"font-weight: 400\">The<\/span><a href=\"https:\/\/www.ada.gov\/2010_regs.htm\"> <span style=\"font-weight: 400\">Americans with Disabilities Act<\/span><\/a><span style=\"font-weight: 400\"> (ADA) is a broad anti-discrimination law for people with disabilities. Title II of the ADA prohibits disability discrimination by all public entities at the local and state level. Governmental agencies must provide assistive technology or services as needed, in order to ensure effective communication with citizens. Title III of the ADA prohibits disability discrimination by \u201cplaces of public accommodation\u201d that are privately owned &#8211; this includes libraries, universities, museums, theaters, and much more. The law states that all videos displayed within or distributed by such places must be captioned. This includes providing transcriptions for audio as well.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Some online businesses are considered \u201cplaces of public accommodation\u201d even though they may not be brick and mortar stores. The landmark case,<\/span><a href=\"https:\/\/www.3playmedia.com\/2015\/07\/23\/nad-v-netflix-ada-lawsuit-requires-closed-captioning-on-streaming-video\/\"> <span style=\"font-weight: 400\">NAD v. Netflix<\/span><\/a><span style=\"font-weight: 400\">, is a prime example of how digital companies can be sued if they aren\u2019t compliant with the law.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-22960 alignright\" src=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/22-1-300x258.png\" alt=\"Law case file on pink blob\" width=\"202\" height=\"174\" \/><\/p>\n<p><a href=\"https:\/\/www.dol.gov\/oasam\/programs\/crc\/sec504.htm\"><span style=\"font-weight: 400\">Section 504<\/span><\/a><span style=\"font-weight: 400\"> of the Rehabilitation Act states that no person in the United States should be excluded from participating in any program receiving federal funding because of their disability. Federal entities, as well as organizations funded by the federal government, must provide equal access for users who are deaf or hard of hearing by offering closed captioning.<\/span><\/p>\n<p><a href=\"https:\/\/www.section508.gov\/manage\/laws-and-policies\"><span style=\"font-weight: 400\">Section 508<\/span><\/a><span style=\"font-weight: 400\"> of the Rehabilitation Act requires all electronic communication and information technologies, such as websites, email, or web documents, to be accessible. In 2018, Section 508 was revised. Compliance with WCAG 2.0 AA standards was incorporated into this refresh. The goal is to establish a congruous standard for the federal government or entities receiving federal grants while achieving global accessibility.<\/span><\/p>\n<p><i><span style=\"font-weight: 400\">*Note: While WCAG 2.1 was published on June 5, 2018, and WCAG 2.2 is underway, they are all backwards compatible.<\/span><\/i><\/p>\n<h2><b>Transcription Standards<\/b><\/h2>\n<p><span style=\"font-weight: 400\">WCAG 2.0 was developed by the World Wide Web Consortium to create a set of guidelines in order to make digital content accessible for all users, including those with disabilities. While WCAG 2.0 isn\u2019t a law, many countries and organizations have adopted it as a standard.<\/span><a href=\"https:\/\/www.w3.org\/WAI\/WCAG21\/quickref\/?versions=2.0#consistent-behavior\"> <span style=\"font-weight: 400\">WCAG 2.0 has three levels of compliance<\/span><\/a><span style=\"font-weight: 400\">: Level A, AA, and AAA. Level AAA is the highest standard to meet. At the lowest level, Level A, transcripts are a recommendation for audio-only content.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">The Level A standard of WCAG 2.0 states that \u201can alternative for time-based media is provided that presents equivalent information for pre-recorded audio-only content.\u201d This means that audio content must accommodate d\/Deaf or hard of hearing users by providing transcripts.<\/span><\/p>\n<p><span style=\"font-weight: 400\">There are four essential principles set in place to meet WCAG 2.0\u2019s standards:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400\"><b>Perceivable<\/b><span style=\"font-weight: 400\">: users must be able to perceive the information and user interface in a way that is presentable to users<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Operable<\/b><span style=\"font-weight: 400\">: users must be able to operate the interface successfully<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Understandable<\/b><span style=\"font-weight: 400\">: users must be able to understand the information and user interface<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Robust<\/b><span style=\"font-weight: 400\">: content must be robust enough that it can be interpreted reliably by a wide variety of user agents, including assistive technologies<\/span><\/li>\n<\/ol>\n<p style=\"text-align: center\"><a class=\"btn btn-blue-blank\" href=\"https:\/\/go.3playmedia.com\/wp-wcag\" target=\"_blank\" rel=\"noopener\">Learn More About WCAG 2.0 and 2.1 Standards<\/a><\/p>\n<h2><b>Best Practices for Transcription<\/b><\/h2>\n<p><span style=\"font-weight: 400\">The main purpose of transcripts is to <\/span><b>provide a text version of the audio information to people who cannot hear the audio<\/b><span style=\"font-weight: 400\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">Generally, you transcribe all speech and relevant non-speech audio information needed to understand the content. Depending on the context, this could include information such as: baby cries, keys jingle, or car approaching.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">At 3Play Media, we recommend the following transcription rules and best practices to get the most out of your transcripts:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Transcripts should be at least 99% accurate<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Grammar and punctuation are important for providing maximum clarity<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Speaker identification helps users identify who is speaking<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Essential to communicate non-speech sounds<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Transcribe content as close to verbatim as possible<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\"><a href=\"https:\/\/www.3playmedia.com\/blog\/5-tips-for-improving-transcription-quality\/\">Discover more tips for improving transcription quality<\/a> or visit the W3C to learn <\/span><a href=\"https:\/\/www.w3.org\/WAI\/media\/av\/transcribing\/#what-to-transcribe\"><span style=\"font-weight: 400\">what to transcribe<\/span><\/a><span style=\"font-weight: 400\"> and <\/span><a href=\"https:\/\/www.w3.org\/WAI\/media\/av\/transcribing\/#how-to-transcribe\"><span style=\"font-weight: 400\">how to transcribe<\/span><\/a><span style=\"font-weight: 400\">, including how to incorporate non-speech sounds, adding the appropriate level of detail, and how to transcribe audio that you can\u2019t understand.<\/span><\/p>\n<hr \/>\n<p>Ready to get started?<span style=\"text-decoration: underline\"><strong><span style=\"font-size: x-large\"><a href=\"https:\/\/go.3playmedia.com\/wp-diy\" target=\"_blank\" rel=\"noopener\">DIY Resources for Captioning and Transcription [Free Guide]<\/a><\/span><\/strong><\/span><\/p>\n\n\n                                                \n                                                <hr class=\"wp-block-separator has-alpha-channel-opacity\" style=\"margin-bottom:0\" \/>\n                                                \n\n                                                \n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-6c28011a wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--40);margin-bottom:0;padding-right:0;padding-bottom:0;\">\n\t<p style=\"margin-top:0\">Filed under<\/p>\n\t\n\n<span class=\"wp-block-tribe-terms__empty-msg t-category\">No Tags<\/span><\/div>\n\n\n\n                                                \n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-container-core-group-is-layout-dda23514 wp-block-group-is-layout-constrained\" style=\"margin-top:var(--wp--preset--spacing--40);padding-top:var(--wp--preset--spacing--40);padding-right:0;padding-bottom:var(--wp--preset--spacing--40);\">\n<p style=\"margin-top:0\">About the author<\/p>\n\n\n<div style=\"margin-top:var(--wp--preset--spacing--20);\" class=\"wp-block-post-author\"><div class=\"wp-block-post-author__avatar\"><img alt='' src='https:\/\/secure.gravatar.com\/avatar\/1439da97da9b43d5b48d58116be8bcd72d59d6b10e43e00298f39ab94f88eb5f?s=96&#038;d=mm&#038;r=g' srcset='https:\/\/secure.gravatar.com\/avatar\/1439da97da9b43d5b48d58116be8bcd72d59d6b10e43e00298f39ab94f88eb5f?s=192&#038;d=mm&#038;r=g 2x' class='avatar avatar-96 photo' height='96' width='96' \/><\/div><div class=\"wp-block-post-author__content\"><p class=\"wp-block-post-author__name\"><a href=\"https:\/\/www.3playmedia.com\/blog\/author\/elisa\/\" target=\"_self\">Elisa Lewis<\/a><\/p><p class=\"wp-block-post-author__bio\">Elisa Lewis is a Senior Marketing Manager at 3Play Media, where she leads content and brand strategy. 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Transcription is the process of converting spoken language into text, and transcription rules are a set of guidelines that ensure that transcripts are complete and easy to understand for everyone. You need video transcription for many reasons,&#8230;<\/p>\n","protected":false},"author":19,"featured_media":2763,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[133,138],"tags":[],"industry":[],"resource_type":[92],"class_list":["post-15225","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-captioning","category-legislation-compliance"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.0 (Yoast SEO v26.0) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The Essential Guide to Transcription Rules and Standards<\/title>\n<meta name=\"description\" content=\"Learn how to create accurate and accessible transcripts with this comprehensive blog on transcription rules and best practices. Here, we&#039;ll cover everything you need to know, from formatting and style to accuracy and compliance.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The Essential Guide to Transcription Rules and Standards\" \/>\n<meta property=\"og:description\" content=\"Learn how to create accurate and accessible transcripts with this comprehensive blog on transcription rules and best practices. Here, we&#039;ll cover everything you need to know, from formatting and style to accuracy and compliance.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\" \/>\n<meta property=\"og:site_name\" content=\"3Play Media\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/3PlayMedia\/\" \/>\n<meta property=\"article:published_time\" content=\"2018-08-21T18:17:34+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-08-11T16:34:00+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1400\" \/>\n\t<meta property=\"og:image:height\" content=\"500\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Elisa Lewis\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@3playmedia\" \/>\n<meta name=\"twitter:site\" content=\"@3playmedia\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Elisa Lewis\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\"},\"author\":{\"name\":\"Elisa Lewis\",\"@id\":\"https:\/\/www.3playmedia.com\/#\/schema\/person\/07aac1426e59f43a5aab406ee063ede8\"},\"headline\":\"The Essential Guide to Transcription Rules and Standards\",\"datePublished\":\"2018-08-21T18:17:34+00:00\",\"dateModified\":\"2025-08-11T16:34:00+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\"},\"wordCount\":973,\"publisher\":{\"@id\":\"https:\/\/www.3playmedia.com\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription.jpg\",\"articleSection\":[\"Captioning\",\"Legislation &amp; Compliance\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\",\"url\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/\",\"name\":\"The Essential Guide to Transcription Rules and Standards\",\"isPartOf\":{\"@id\":\"https:\/\/www.3playmedia.com\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.3playmedia.com\/blog\/transcription-guidelines-standards-and-legal-requirements\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.3playmedia.com\/wp-content\/uploads\/2018\/08\/blog-header-transcription.jpg\",\"datePublished\":\"2018-08-21T18:17:34+00:00\",\"dateModified\":\"2025-08-11T16:34:00+00:00\",\"description\":\"Learn how to create accurate and accessible transcripts with this comprehensive blog on transcription rules and best practices. 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