Assign the work before the event
For an owned event, identify who receives the programme audio, who provides the live text, who monitors delivery and who approves the recording's final caption file. These can be different people or systems. An unassigned correction task often becomes an inaccurate archive after the event has ended.
Prepare names, specialist terms, speaker order and any available script for the caption provider through the authorised workflow. Do not assume the script will exactly match live speech. The monitoring task should include whether the audience receives the intended text, not only whether a caption connection is open.
Keep live timing evidence
Record how the production's live picture and caption timing relate. Retain the source timeline or another useful synchronisation reference with the caption material. If the final recording removes an opening wait or interval, the archive captions will need review against that edited picture.
W3C WAI notes that captions prepared live may need editing when a recording is published. Plan that work explicitly. The archive's polished title page does not establish that the text has been corrected or that its time relationship survived the edit.
An original handoff example
Imagine an owned seminar whose live programme begins with seven minutes of waiting, followed by a presentation. The archive removes the wait and two technical pauses. A single global caption shift can account for the first removal, but cannot automatically account for every later cut.
The editor should provide the final picture revision and an edit-change record to the caption reviewer. The reviewer corrects names and relevant sound descriptions, then reconforms timing. The final approval covers both the words and the association with that exact recording.
Close the archive deliberately
Select representative checks near the beginning, at removed passages, during speaker changes and near the end. Review the final uploaded or packaged caption version in the intended destination when performing acceptance. Keep the live caption source separately if retention is appropriate.
The handoff record should identify which text was live, which was corrected and who owns later reports. Do not present an automatically saved live file as reviewed archive captions merely because it is available. A clear production boundary turns an event output into a dependable recording asset.
Questions answered
Can the live caption file be published unchanged with an edited recording?
Only after checking accuracy and timing against that exact edit.
Is a single time shift enough after several cuts?
Usually each affected edit region needs review; later cuts change the relationship locally.
Sources & further reading
Official references for the subjects discussed. Service terms and device software can change.