GETTING THE MESSAGE
Information In Accessible Formats:
Who Needs It, And How To Provide It
Second Edition
April 2006
© Blind Citizens Australia
ACKNOWLEDGMENTS
This booklet was first produced by Blind Citizens Australia (Sydney Branch) in July 2000 and was revised and updated in April 2006.
We would like to express our appreciation to Dr Lynne Davis for writing the document from information researched by the Executive Committee of the Sydney Branch.
Production of this information was made possible by a grant from the Disability Council of NSW.
1. What are accessible formats?
2. Choosing appropriate accessible formats
3. Guidelines for producing accessible formats
4. Producers of accessible formats
5. Using mainstream media to get your message across
6. Using specialist media for people with print disabilities
1. What are accessible formats?
In an information-rich society such as ours, people who are blind or vision impaired are greatly disadvantaged when they cannot get access to the same information as the general population. In Australia there are many people who are blind or vision impaired, or who have other disabilities which restrict their access to standard printed materials. Recognition of the principles of equity and access is bringing about a change in the quantity and quality of information available in accessible formats.
There are a number of ways to present information to people with print disabilities, including:
· Large Print.
Print which is enlarged (usually to 16 point or larger), which uses plain fonts, and has good contrast between text and background.
· Braille
Writing which is read by touch; letters and symbols are represented by raised dots on the page.
· Audio Cassette or Compact Disk
Recorded voice presentation of text onto tape or CD, often using tone or voice indexing to assist in the location of contents.
· Computer Disk
This may include text files on floppy disk, compact disk, or flash drive (memory stick). Text material on computer disks can be transformed by the reader into accessible formats such as large print, Braille, and synthetic speech.
· DAISY
Digital technology that enables audio and text information to be recorded digitally onto a Compact Disk. DAISY is the acronym for Digital Accessible Information System. The term refers to a standard for producing accessible and navigable multimedia documents, or Digital Talking Books. DAISY technology enables information to be produced digitally so that a person who is blind or vision impaired can navigate through information in a way comparable to how a print book would be used. For example, readers can examine the book by page, section, or chapter, use a table of contents or an index, and insert bookmarks. This is accomplished by creating a structured text file integrated with a human-narrated audio file. DAISY books can be played on a computer with DAISY software, or on a portable DAISY reading machine.
· Internet and Email
Used by an increasing number of vision impaired readers, Website pages should be designed using published guidelines for universal access.
· Telephone
The telephone system can be used for the delivery of information using either recorded voice or synthetic speech; interactive voice response (IVR) systems are increasingly used for purposes such as bill payment, banking, and obtaining timetable information.
· Tactual maps and diagrams
Maps and diagrams using raised lines and symbols and Braille text.
The production of material in accessible formats can involve additional time, so it is necessary to allocate sufficient time for the accessible format versions to be available at the same time as the standard print version.
It is not sufficient that these formats are produced: their availability needs to be made known to people with print disabilities who will, in most instances, be unable to access standard printed promotional material such as newspaper advertisements and flyers (see ‘Using mass media to get your message across’ and ‘Using specialised media for people with print disabilities’).
2. Choosing appropriate accessible formats
Some formats are more suitable for certain purposes than others, and most people have definite preferences regarding the way in which they receive information of various kinds. It’s important to consider the kind of information you are producing, and the audience for which it is intended, when making a decision about the format(s) in which you will produce it.
If you are producing material specifically for an individual person, enquire about the format in which they would prefer to receive this material. If you regularly produce information for an individual, it makes sense to enquire at the outset about that person’s full range of preferences for materials of different kinds.
If you are producing information for universal access, you cannot gear your production to individual preferences. In this instance, it will be necessary to consider what kind of information you wish to distribute, and how people will use it. The important point here is that one size does not fit all: what you want to achieve is the most accessible information for the largest number of people, and this will probably require more than one strategy. To help you in thinking about the best way to deliver your information, we’ve included below some examples of the choices that people make in their reading preferences, and why they make them.
Many people who have been blind since early in life, and some who have experienced later sight loss, are Braille readers. Others may never have learned to read Braille, and may require material to be presented in auditory format, either on recorded cassettes or by using computers with synthetic speech. Some people with vision impairments, including many older people, have useful reading vision which they prefer to use in some contexts. For these people, photocopy or computer enlargement of print materials may be required. In another section of this brochure we provide references to technical guidelines to help you in the production of these various formats to a high standard. In this section, we are simply concerned to explain why it is that different people use different ways of reading.
Hassan
Hassan was born with congenital cataracts, and has always used a variety of magnifying devices to assist him in reading print materials. At work he uses a closed circuit television (CCTV) to read documents in standard print, and a computer with screen enlargement software for reading materials on computer disk. He carries a small hand-held magnifier which he uses to read telephone directories and transport timetables, but even with the magnifier these are often difficult to read and he finds it easier, where possible, to use the telephone to get this kind of information. He also does most of his banking over the telephone these days, as he finds many ATM’s unreadable.
Maria
Maria is a blind teenager. She learned to read Braille in her first years of schooling, and receives most of her school texts in this format. Occasionally, she receives texts on audiocassettes but she finds it more difficult to locate material quickly in this form and prefers to use it only for recreational or one-off reading. Maria’s school makes increasing use of computers in the classroom, and Maria uses a computer with synthetic speech output. She has recently discovered the Internet in this way, and communicates by email with teenagers around the world.
Joyce
Joyce began losing her sight several years ago, in her late 60’s. An avid reader all her life, she now reads fiction and biography on audiocassettes. Her local newspaper is also available on audiocassette, and she has recently subscribed to the Sydney Morning Herald read over the telephone, although she’s still having some problems getting used to the synthetic speech on this service. Joyce lives alone, and relies on visiting friends and family members to read her personal correspondence and assist her with writing cheques and paying bills.
Michael
Michael is a teenager who is totally blind from birth. He learned to read and write Braille fluently at school, however with advances in digital technology, he now has far better access to information. Michael uses a computer with synthetic speech output to surf the internet, and use email. He uses audio streaming on the internet to listen to, and download MP3 music. Michael reads audio books and magazines on CD in digital DAISY format, and has talking software on his mobile phone that enables him full access to all text and menu functions of the phone.
3. Guidelines for producing accessible formats
If you wish to produce your own materials in accessible formats, we recommend that you consult published guidelines for the production of the various formats.
The Round Table has produced a number of guidelines and standards on the preparation and production of materials in various accessible formats. These guidelines should be used by anyone producing accessible formats to ensure quality and usability for those for whom the material is intended.
Full details of guidelines, pricing structure and how to order the guidelines are available on the Round Table’s website;
http://www.e-bility.com/roundtable/productionguidelines.php
Guidelines for the Preparation of Text Material (1995).
Guidelines for the production of textual materials for people with print disabilities.
Australian Braille Chemistry Notation.
Produced by the Australian Braille Authority Standing Committee on mathematics, Science and Computer Science for use in the transcription of chemistry material into Braille.
Guidelines for the Formatting of Braille material (1995).
Guidelines prepared by the Australian Braille Authority for transcribers of Braille material to ensure uniformity without too much rigidity within the Braille environment.
Examination Guidelines for students with vision impairments (1995).
Guidelines for teachers, examiners and examination boards to minimize any possible disadvantage imposed on students with a print disability in sitting for examinations.
Guidelines on Narration of Visual information in student and vocational material (1995).
To assist in preparation of audio descriptions of visual information (graphs, diagrams, tables, maps, flowcharts etc).
Guidelines for the Production of Large Print (1996).
Basic guidelines for producing computer generated and photo enlarged materials for people with low vision. Includes equipment and paper selection, binding and storage.
Sound Advice (1994).
Guidelines for the production of audio materials for people with print disabilities covering equipment, narration, technical aspects of production, labelling, packaging, audio indexing, copyright.
Enquiries to Round Table.
Telephone: 03 6265 1519
Postal:
PO Box 229
North Hobart Tasmania 7002
A Guide For The Production Of Tactual And Bold Print Maps. (2nd edition) (1992)
Copies of the guidelines are available from Tactual & Bold Print Mapping Committee (TABMAP) in association with Vision Australia Information Library Service.
Enquiries to TABMAP.
Telephone: 02 9334 3524
Accessible Website Design
Information on the design of accessible Website pages for people with disabilities can be found at the following Web address:
W3C Web Accessibility Initiative.
Australian and New Zealand Standard AS/NZS 4263. User Interface Requirements of Interactive Voice Systems.
A discussion paper on the above standard and a range of good design principles can be found at:
www.softspeak.com.au/ivrpap98.htm
Better Information and Communication Practices (1999) Commonwealth Department of Family and Community Services.
Communication Handbook For NSW Government Agencies (1998). NSW Department of Ageing & Disability.
4. Producers of accessible formats
If you do not wish to produce your own materials in accessible formats, you may wish to investigate the services offered by the following organisations:
· Brailleways
[Production of Braille, large print and computer disk]
Contact:
Bruce Maguire
Telephone: 02 9686 3665
Fax: 02 9868 2784 Postal:
Postal:
PO
Box 4588
North Rocks NSW 2151
Email:
bruce@brailleways.com
Website: www.brailleways.com
· Canbraille
[Production of Braille, large print, audiotape and computer disk]
Canberra Blind Society Inc.
Telephone: 02 6247 4580
Fax: 02 6247 2927
Postal:
PO Box 1188,
Canberra ACT 2610
· Vision Australia
Information Library Service)
[Production of Braille, large print, audiotape, compact disk, DAISY format, tactual mapping, accessible website design consultation]
Telephone: (03) 9864 9600
Facsimile: (03) 9864 9560
Email: library@visionaustralia.org.au
Website: www.visionaustralia.org.au
· Royal Institute for Deaf and Blind Children
[Production of Braille and large print for school age students]
Telephone: 02 9871 1233
TTY: 02 9872 0270
Fax: 02 9871 2916
Postal:
Private Bag 29
Parramatta NSW 2124
· ACT Department of Education and Training
[Production of Braille material for school age students]
Special Education and Early Intervention Program.
Telephone: 02 6205 9365
Fax: 02 6205 5447
Postal:
PO Box 1584,
Tuggeranong ACT 2901
· NSW Department of Education and Training
[Production of Braille, large print and disk texts and examination papers for students in NSW schools]
Disability Program.
Telephone: 02 9886 7313
Fax: 02 9886 7114
Postal:
Locked Bag 3
Ryde NSW 2112
Email: josie.howse@det.nsw.edu.au
· Information Alternatives
[Production of Braille, audio and computer disk]
Telephone: 03 9889 0392
Fax: 03 9889 6286
Postal:
18 Prosper Parade
Glen Iris VIC 3146
Email: infoalt@bigpond.net.au
· SoftSpeak Consulting Services
[Accessible user interface design for interactive voice response (IVR) telephone systems]
Contact:
Tim Noonan
Mobile: 0419 779 669
Email: tnoonan@softspeak.com.au
Website: www.softspeak.com.au
This list is not exhaustive. Inclusion in the list is for information purposes only and does not constitute an endorsement of quality or price by Blind Citizens Australia (Sydney Branch).
5. Using mainstream media to get your message across
5.1 Use media outlets which are accessible to blind and vision impaired people, eg. Radio.
5.2 If using television, ensure that images are employed to augment spoken information rather than replacing it. For example, do not display telephone numbers or dialogue on screen without also speaking them.
5.3 If print media is used, make reference to material being available in accessible formats.
5.4 Where possible, allow blind and vision impaired people to respond to announcements or advertisements by telephone as well as providing forms on Internet web pages or by email.
5.5 Try to use more than one medium, at least one of which is accessible to blind and vision impaired people.
5.6 Make short radio announcements advising of detailed newspaper advertisements / articles, eg. The Department of xxx is seeking regional representatives for yyy. Check tomorrow's Sydney Morning Herald for details.
5.7 Where phone numbers are given as letters, ensure that the numbers are also spoken, eg. for 13 FIND, also say 13 3463.
5.8 Ensure that emergency announcements are provided in spoken form on radio, and not solely displayed in text on television or in the print media.
6. Using specialist media for people with print disabilities
Sometimes it may be appropriate to target information specifically to people with print disabilities, or to supplement the information provided in mainstream media by using media specifically intended for people with print disabilities, such as the following:
6.1 Newsletters
· Association of Blind Citizens of NSW
Telephone: 02 9744 1516
Quarterly newsletter available on audio cassette.
· Blind Citizens Australia
Telephone: 1 800 033 660
[SoundAbout] Quarterly newsletter available on audio cassette.
[Blind Citizens News] Quarterly newsletter available on audio cassette, in Braille, large print, and electronically via Email or on computer disk, also available online from the BCA website at www.bca.org.au
· Deaf Blind Association of NSW
Telephone (also TTY): 02 9744 0160
Email: dbansw@bigpond.com
[Rainbow News] Monthly newsletter available on audio cassette and in Braille, large print and electronically via Email.
· Guide Dogs NSW/ACT
Telephone: 02 9412 9300
[Soundtracks] Quarterly newsletter available on audio cassette.
· Retina Australia (NSW)
Telephone: 02 9744 7738
[RODS] Quarterly newsletter available in large print and on audio cassette.
· Vision Australia
Telephone: 1 300 134 560
Quarterly newsletter available on audio cassette and electronically via Email.
6.2 Radio
· 2RPH - Radio for the Print Handicapped.
A radio station at 1224 KHz on the AM band, where volunteers read newspapers, magazines and books for people who are blind, vision impaired, or print disabled.
Telephone: 02 0518 8811
Email: 2rph@2rph.org.au
Website: www.2rph.org.au
6.3 Internet Email Lists
BCA-L
bca-l@yahoogroups.com.au
bca-l is an email list for Blind Citizens Australia members to discuss and
debate issues of relevance to blind and vision impaired people in their
day-to-day lives. To join the list, send an email message to bca@bca.org.au. Adding subscribers is a manual
process by BCA.
VIP-L
vip-l@softspeak.com.au
vip-l is Vision Impaired People's Information List in Australasia. To
join the list, send an email message to majordomo@softspeak.com.au
In the body of the message, type subscribe vip-l. [List moderator: Tim Noonan. tnoonan@softspeak.com.au]
6.4 Website
The Homepage for Blind Citizens Australia
7. Want more information?
For further information contact:
Blind Citizens Australia Sydney Branch.
Telephone: 02 9744 7366
Email: sydney@bca.org.au
Postal:
PO Box 493
Burwood NSW 1805.
Blind Citizens Australia National Office.
Postal:
Ross House
247 - 251 Flinders Lane
MELBOURNE VIC 3000
Telephone: 03 9654 1400
Free Call: 1800 033 660
Facsimile: 03 9650 3200
TTY: 03 9376 9275
Email: bca@bca.org.au
Website: www.bca.org.au