7. Appendix 1: Web Video Guidelines

These guidelines address publicly accessible video content that will be posted to the Library web sites for instructional purposes, to represent Library events, or as part of news items. These guidelines are not applicable to video reserves, secured SCRC content, or other video content with limited or controlled access.

Types of Video Content

For policy purposes, there are two primary types of public video content. The first type is instructional video, which explains how to complete certain tasks in the Library or in Library-provided tools. The second type is video which serves as a record or representation of Library events.

Instructional video is treated similarly to other web content, subject to the same policies regarding ownership and maintenance as general web content. Instructional videos need to meet the Library's web accessibility standards, and must be fully captioned. However, these videos will be considered ephemeral, and will be exempt from long term archiving. These videos are hosted on YouTube for presentation purposes. A working copy of each instructional video is to be retained as a shared staff-accessible drive. This file should be in the editable format associated with ScreenFlow or other video editing software.

Event videos are treated as objects of intellectual content, and included in the Library collection. They should be cataloged, and preserved in the Library's system for long-term digital preservation. These videos will be hosted on YouTube for public access purposes, and a media file should be submitted to the digital repository for preservation.

Recording & Editing

For production of event recordings, the Library recommends use of UChicago Creative. We recommend that events be recorded in as high as resolution as possible (at least 720p HD resolution, and 1080p or higher, if possible.) The preferred file formats are MP2 or MP4 (as suggested on Library of Congress Collections' Sustainability of Digital Formats Planning).

For production of instructional video, the Library recommends use of ScreenFlow or Camtasia.

In all cases, the department or individual in need of the video should be in charge of production processes. Reference and DLDC are not able to produce video content for other Library units, but will act in an advisory capacity.

All videos to be posted to the site should include images and audio that are clear, and of reasonable quality.

Public Access

YouTube is to be the primary point of access for Library-produced videos. Completed videos can be uploaded to Box and shared with YouTube account managers Rachel Rosenberg (rrosenbe@uchicago.edu) or Rebecca Starkey (rstarkey@uchicago.edu) to be uploaded to the Library's account. Once posted to YouTube, video content may be embedded within Library pages, including research guides.

Videos published on the Library channel should include the Library and/or University of Chicago logos, unless the video is produced for an organization that the Library is collaborating with or that has its own branding. (Whenever possible, the Library logo should be used with other collaborating organizations' logos.) Including the logo on the title frame is satisfactory.

Accessibility

All videos must be fully captioned. YouTube is able to produce baseline automatic captioning, which does not meet campus accessibility standards but which can be edited for accuracy to comply with campus standards.

For longer videos (such as event videos), captioning must be obtained commercially and included in the project budget. University Communications will arrange for captioning (and charge accordingly; currently $2.30/minute) if they are hired to do the filming.  If filming is done by someone else, these vendors can be hired to do captioning:

3Play Media http://www.3playmedia.com/

Automatic Sync http://www.automaticsync.com/captionsync/

Dotsub https://dotsub.com/

As of winter 2018, the average price per minute for captioning using these vendors typically ranges from $2.50 - $3.90 per minute.

Captioning in SRT file format can currently be uploaded to YouTube following these directions.

Note that captioning is required for videos on social media. Certain exceptions are made for live streaming. If the nature of the live stream is spontaneous, any content using the LIVE feature should have descriptive information in the copy, and provide an email address at the end for those who would like to receive transcripts (i.e., Accessibility Questions? Email  accessibility@lib.uchicago.edu). However, if the event is planned then the proper steps should be taken to provide closed captions during the streaming. Caption First is used by the University for streaming services for real time closed captions for the webcast audience. Contact Joe Booth scheduling@captionfirst.com.

Platforms such as Instagram don’t allow .srt files (caption files) to be uploaded to its system.  Videos that don’t allow srt. files should have the captions burned into the video (i.e., subtitles) before it is made publicly available.

Storage

Working copies of videos should be stored on Box. Working files are those initially generated and editable by ScreenFlow and Camtasia, rather than exported files in formats such as QT or WMV.

Event videos, and other content of ongoing value should be submitted to the institutional repository for long term preservation. This can be done via a selector (bibliographer or archivist). (See the Institutional Repository FAQ for details.) Preferred video formats are mp2, followed by mp4, at the highest resolution available. Compressed formats (AVI, Quicktime, WMV) may be submitted if that is all that is available.

Event videos and original content should also be sent to Renee Martonik for original cataloging. MARC records will be created in OCLC and the local catalog to promote access for this content. Renee should be informed of the names of the speakers, date of the event, and topic of the presentation. Cataloging should occur after the video has been posted to YouTube, and the YouTube URL should be included in the communication.

Policy Review

This policy should be reviewed on a periodic basis by the Web Content Group to determine whether changes are needed due to new technologies, new Library uses for video content, and changes in best practices in the field.