How to Prioritize Backlog Video Content for EAA Compliance

Step 1: Inventory and Categorization

The first step is to create a list of all videos hosted on your website. This can be an excel document, or imported into a project management system. Then create the following columns:

(Optional) Expiration date: Include if your videos have a limited shelf life.

• Create date: Add a column for the creation date, if possible.
• Platform: Add a column for the video’s hosting platform.
• Video length: Indicate the length of the video.
• Accessibility Assets: Create a column for each video accessibility asset required (e.g. captions, audio description). Indicate which videos already have these assets.
• Format: Note if this video is a webinar recording, interview, short-form video, promotional, social video, etc.
• Department: If applicable, note which department owns this video (e.g. marketing, sales, customer support, human resources).

Step 2: Define Prioritization Criteria

There are several avenues you can take when deciding which videos to prioritize, such as:

• User Demand/Requests: If users have specifically requested accessibility features for certain videos, those should be given higher priority.
• Audience Reach and Impact: Videos with the highest viewership, engagement, or strategic importance should be prioritized.
• Content Relevance and Lifespan: Focus on content that is still current and will remain relevant for the foreseeable future.
• Legal and Regulatory Risk: Prioritize content that is most likely to be subject to EAA scrutiny (e.g., public-facing, monetized video).
• Ease of Remediation: Consider the complexity and cost of making each video accessible. Some videos might be easier to address than others.

Step 3: Scoring and Ranking

The next step is to score and rank your videos for prioritization.

• Devise a scored categorization system: You can use simple categorization systems like a high/medium/low scale or a numerical scale. Align the scoring criteria with your organization’s priorities.
• Calculate overall priority: Use your scoring system and criteria (ex. length of video, content relevance, user demand, or number existing accessibility assets) to calculate the overall priority score for each video.
• Organize your videos by rank: Arrange the videos in descending order based on priority, with the highest-scoring videos at the top. You can also use tiered systems or graphs to visually illustrate the order of remediation.

Step 4: Resource Allocation and Planning

Once you’ve prioritized and outlined the assets needed for compliance, it’s time to create a resource allocation plan. Your plan should encompass budgetary needs, a breakdown of team duties, and a roster of potential external vendors.

• Budget: Analyze the financial resources required for each prioritized video. This includes the cost for transcription, captioning, audio description, and other potential fees.
• Team members: Identify the skills and expertise needed for each video and assign team members accordingly.
• External Vendors: Determine the gaps you’ll need to fill with external resources. Research and select vendors based on expertise and costs.

Next, create a realistic timeline for addressing the backlog, considering the resources available, priority list, and the compliance deadline. Break down the timeline into smaller milestones to track progress.

It’s also recommended you create a detailed project plan that outlines the tasks, deadlines, and responsibilities for each team member. Include contingency plans for unexpected delays or challenges.

Step 5: Ongoing Monitoring and Maintenance

Accessibility is an ongoing commitment. It requires continuous attention and updates to ensure all users can access and engage with video content.

The last step is to implement procedures to guarantee that all new video content is created with accessibility in mind from the start. This includes establishing cross-departmental communication channels and encouraging feedback from team members throughout the process to increase adoption and prioritization.