Captioning & Transcription Solutions for Public Entity Compliance
Public entities in the United States are navigating an important shift toward clearer, more consistent digital accessibility standards under the Americans with Disabilities Act (ADA). For teams working in digital accessibility, disability services, IT, communications, compliance, instructional design, or legal and risk management, this moment presents an opportunity to strengthen systems, reduce risk, and better serve all audiences.
With the U.S. Department of Justice’s ADA Title II Web and Mobile Application Accessibility Rule now in effect, accessibility requirements for digital content are clearly defined and enforceable. For audiovisual content in particular, compliance depends on having accurate, well-timed captions, subtitles, and transcripts that meet accessibility standards.
This article is designed for public-sector decision-makers and implementers who are looking for reliable, scalable captioning and transcription solutions—solutions that support compliance, integrate into existing workflows, and help organizations meet deadlines with confidence.
ADA Web Accessibility Deadlines You Need to Meet
According to the U.S. Department of Justice’s official guidance, public entities must comply with WCAG 2.1 Level AA by the following dates:
- April 24, 2026 – Public entities serving more than 50,000+ people
- April 26, 2027 – Smaller public entities serving less than 50,000 people
(Official DOJ guidance: https://www.ada.gov/resources/web-rule-first-steps/)
These deadlines apply to both new and existing digital content, including archived media that remains publicly available.
Who This Applies To: ADA Title II Public Entities
ADA Title II applies to state and local governments and their programs, including:
- Public offices and agencies
- State and municipal departments
- Publicly funded colleges and universities
- Community colleges and public school districts
- Public libraries and cultural institutions
If your organization publishes videos, recorded meetings, training materials, lectures, webinars, or audio content, those materials must be accessible.
What ADA Compliance Means for Video & Audio Content
For multimedia content, here’s what compliance requires in practice.
Closed Captions for Video
Public entities must provide accurate, synchronized closed captions for video content that includes meaningful audio, including:
- Public meetings and hearings
- Training videos and onboarding materials
- Recorded lectures and instructional videos
- Public service announcements
- Livestreams and recorded events
Captions must be human-quality, not just auto-generated, and include:
- Spoken dialogue
- Speaker identification
- Relevant non-speech audio (when needed for understanding)
Subtitles for Multilingual Access
While subtitles are not always legally required under ADA, many public entities provide them to:
- Serve multilingual communities
- Support ESL learners
- Improve comprehension and engagement
Subtitles also complement captioning workflows and can be generated from the same transcription process.
Transcripts for Audio & Video
Transcripts are required for:
- Audio-only content (podcasts, recorded announcements)
- Video content when captions alone do not meet access needs
From a compliance and operations standpoint, transcripts are critical because they:
- Provide a text alternative for assistive technologies
- Support SEO and searchability
- Make content easier to audit and document for compliance records
Common Challenges for Accessibility & Compliance Teams
Teams responsible for accessibility often face the same issues:
- Large backlogs of uncaptioned legacy content
- Limited internal staff or budget
- Inconsistent quality from auto-captioning tools
- Difficulty scaling captioning and transcription across departments
- Pressure to meet legal deadlines quickly
What’s needed is a centralized, scalable captioning and transcription solution that aligns with WCAG and ADA expectations.
Why Amara.org Is Different from Traditional Language Services
Amara.org was built specifically for media accessibility, not as a general language services add-on.
Accessibility Expertise
Amara.org works with a team of accessibility experts who have trained for years and are deeply committed to media accessibility. They understand that transcripts, captions, and subtitles are not just text on a screen — they are the only way many people access audiovisual information.
Quality That Respects the Audience
Amara.org’s team cares about accuracy, synchronization, and readability because they care about the people reading the captions:
- Members of the Deaf and hard of hearing community
- Users who cannot play sound in public offices or shared spaces
- Viewers relying entirely on text to understand critical information
This focus results in accurate, well-timed captions and subtitles that reflect spoken meaning clearly and respectfully.
Accessibility Is a Civic Responsibility
For public entities, accessible media is not only about legal compliance — it’s about ensuring everyone can be an active and participating member of society. Amara.org’s approach aligns with that mission, making it especially well-suited for government agencies, public universities, and civic institutions.
Action Steps for Accessibility & Compliance Teams
If you’re responsible for ADA compliance, now is the time to act:
- Inventory all public-facing video and audio content
- Identify gaps in captions, subtitles, and transcripts
- Prioritize high-risk and high-visibility media
- Implement a scalable captioning and transcription solution
- Ensure all new content is accessible by default
Final Takeaway
ADA compliance for public entities is no longer theoretical — it’s operational. Captions, subtitles, and transcripts are among the most visible and enforceable accessibility requirements, and the 2026 deadlines are approaching.
By adopting the right tools and workflows now, accessibility leaders can:
- Meet legal obligations
- Reduce risk
- Improve digital inclusion
- Create sustainable, repeatable compliance processes
Email us at client-services@amara.org and our team will be happy to assist you in finding the perfect solution for your organization to move from reactive fixes to proactive, law-aligned accessibility!
To learn more:
- Web Accessibility Initiative: Making Audio and Video Media Accessible
- Fact Sheet: New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments
- State and Local Governments: First Steps Toward Complying with the Americans with Disabilities Act Title II Web and Mobile Application Accessibility Rule
