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Library Technology Services: Video & Captioning

Resources from Library Technology Services, for library employees

Best Practices

Best practices for video vary slightly for different types (e.g., recorded presentation, general meeting). Overall best practices include Virtual Accessibility and enabling captions.

If there additional costs related to highest quality transcriptions or captioning needs, please put in a Grover ticket, and LTS will route for support/fund approval.

Video Support in the Libraries

This page is specific to recorded video created by the Libraries, for technical options. Also, especially for course instruction, see CITT and UF Academic Technology.

If the target technology/use is for instructional video, please contact the Information Literacy Committee. If the target technology/use includes YouTube or social media, please reach out to Moxy.

Please note:

  • Captions are required for recordings. 
  • If access is mediated through Communications, 3 weeks notice is needed (to ensure all requirements are met, as noted below).
  • For videos to be shared to social, they should be in a system that will persist and should be entertaining (non-entertaining content does not do as well).
System/Service When to Use Contacts
UFLIB on YouTube

PR and externally-facing; content that has enduring relevance. To load, video needs to be: MP4 file, 1080p (1920x1080) and in a 16:9 aspect ratio; and, must include:

  • High resolution, landscape-oriented image to make the thumbnail image (editable, not too detailed, no text);
  • Caption file as .srt or other YT accepted caption file with accurate captions;
  • Description (2-3 sentence minimum);
  • Links to relevant website/UFDC items; and,
  • If using music, only NO COPYRIGHT/Royalty Free music (see resources and this site), with credit/link for the music in the video description.

When sending to load to YouTube, should also include DSS for load to UFDC.

Communications (Barbara and Moxy)
Zoom Best for temporary storage of videos; can be restricted to campus; if videos need to endure, should route to another system Self-service
MS Teams, MS Stream Best for sharing within UF with limited distribution (e.g., class)  Self-service
Your @UFL YouTube For sharing widely; tied to your personal @UFL account Self-service
MediaSite Streaming, can be restricted to campus  Acquisitions (or through UF Academic Technology)
UFDC and dLOC For videos, contact Digital Support Services (DSS) to confirm that UFDC/dLOC is appropriate. In general, appropriate means needing ermanent access and preservation, should be content that has enduring relevance, Open Access. DSS can also inform on optimal file formats, metadata requirements, and any other needs. As noted above, all videos require captions. Digital Support Services

Resources for professional videography:

  • UF Academic Technology
  • The Libraries have also worked on specific projects with people from SPOHP, the College of the Arts, and the College of Journalism & Communications. Contacts for prior projects include Communications, Exhibits Program, and LTS.

Cleaning Zoom Auto-Transcripts

Steps for cleaning automatic transcripts:

  • Whoever has access to the zoom recordings: go to My Recordings, select the recording, and download and send the Audio Transcript (transcript is just a text file; extension is .vtt).
  • Text is edited in the text .vtt file.
  • Text should be cleaned up in three areas: word choice verification/spelling, fixing any odd punctuation choices, and deleting any odd spacing.
  • Corrected file can be uploaded to zoom for use there, or is sent along as the corrected text (with other required files as applicable) for loading/disrtibution via another system.
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