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Confederation of Transcribed Information Services
To promote the provision of information in alternative formats to print
Over the past months you
have been bombarded from every direction - New Beacon, Viewpoint, Soundings,
NALSVI - with requests for individuals to act as User Panellists for various
formats of transcribed material.
So where's this taken us to?
We now have nearly 60 panellists from across the UK in audio, braille, print
and moon. Thank you.
Audio has been the first one under the microscope, and the majority of the tape
user panellists have gone through two trial runs, in order to acquaint
themselves with the process.
It also enabled us to:
· ensure the right questions are being asked;
· established a scoring system that prioritises the items listed.
The next stage is to arrive at the optimum score that will define which tapes
should or should not be accredited.
Once this system has been judged to work against further sample tapes, the
scheme will be launched before the end of 2002.
Organisations wishing to be accredited will pay a fee which will be graded,
depending on their status, Charity / Commercial, and will be reviewed annually.
The system should not be viewed as a negative process to eliminate anyone
producing transcribed material. What the scheme is saying is, here are some
ideas to produce a tape that users would prefer to listen to.
At the end of the day, people will choose whether to listen to a tape from an
accredited producer or to continue to listen to .... anything.
The whole process will be driven by user demand and expectation. They alone can
influence the production of better audio presentations through service
providers, whose aims will be to supply information to a standard that gives
respect to the users rights.
The checklist that follows is a series of questions relating to each of the key media. It is designed to ensure that producers are providing material in alternative formats to a quality standard acceptable to users. It does not give advice on how best to answer the questions in the affirmative. Many of the areas covered are difficult and complex. There are a number of publications (which are given in a source list at the end of this document) which should be read in conjunction with this checklist. These will explain the complexities involved and will give you practical information on how to produce a good standard of braille, audio etc. This checklist is intended to be used as a final quality check.
The checklist should always be adhered to with the following key proviso; it may seem an obvious point but the overwhelming priority for any producer is to provide the user with what they specifically require. Communication with the user is crucial. If an individual (or group of individuals) requests something different to that which has been prescribed in the checklist, then that request should take precedence..
Audio, Braille, Electronic Text, Large Print, Moon, Guidelines, Tape, Pricing
1. Identification .
For all documents is the following information given within the first
minute?
a) Who the information is from.
b) What the subject matter is (title, author, anything omitted? etc).
c) How long the recording is.
d) Is the tape to be returned?
2. Layout.
Is the layout clear, making the use of the document as easy as possible?
Thought should be given to the correct positioning of eg.
a) Footnotes.
b) Key diagrams.
c) Floating text eg boxed information.
d) Important addresses.
3. Navigation.
Is the following navigational information given within the first minute (at
least for documents of more than 500 words)?
a) Description of the system used to mark the start of sections.
b) A list of the items included, their position in the recording and how to
navigate directly to the start of each item.
c) Location of any detailed contents list and/or index.
4. Content
Is the information conveyed accurately and in such a way that helps
understanding? Thought should be given to the following.
a) The correct interpretation of diagrams, tables and illustrations.
b) Spelling of words particularly of addresses, unusual names or technical
terms.
5. Labelling.
Is the cassette easily identifiable with the following information in clear
print and tactile form?
a) Which side of the cassette is side 1.
b) The (abbreviated) title or content of the cassette.
c) The number of the cassette in a series where there is more than one.
6. Packaging.
a) Have the cassettes been packaged in such a way that they arrive with the
user in good condition?
b) If the cassettes have to be returned, has thought been given to making this
as easy as possible?
7. Timeliness.
Have the cassettes arrived in good time with the user?
a) At the same time as sighted users receiving their print copy (when the
document is part of a general distribution).
b) By a pre-determined deadline agreed with the user.
8. Other medium specific points.
a) Is the recording loud enough (peaking at about 0db) with no unintended
background noise?
b) Are the words clearly understandable by someone of normal hearing (at a
distance of 3 feet, in a quiet indoor environment, with the volume control at
no more than midway setting on a portable tape player?
c) Does the reader read with;
i) apparent understanding and interest?
ii) sensible phrasing?
iii) appropriate speed?
iv) no key mispronunciations?
1. Identification.
For all documents is the following information given within the first 2
pages?
a) Who the information is from.
b) What the subject matter is (title, author, anything omitted? etc).
c) The number of volumes, even if only one.
2. Layout.
Is the layout clear, making the use of the document as easy as possible?
Thought should be given to the correct positioning of eg.
a) Footnotes.
b) Key diagrams.
c) Floating text eg boxed information.
d) Important addresses.
3. Navigation.
Is the following navigational information given within the first 2 pages
(at least for documents of more than 500 words)?
a) Description of the system used to mark the start of sections.
b) A list of the items included and their position within the text.
c) Location of any detailed contents list and/or index.
4. Content.
Is the information conveyed accurately and in such a way that helps
understanding? Thought should be given to the following.
a) The correct interpretation of diagrams, tables and illustrations.
b) Page breaks to be at an appropriate place in the text.
5. Labelling.
Is the document easily identifiable, with the subject matter (title, author etc) given in both clear print and braille?
6. Packaging.
a) Has the braille been bound in such a way that it does not inhibit easy
reading of the text?
b) Has the braille been packaged in such a way that it arrives with the user in
good condition?
7. Timeliness.
Has the braille arrived in good time with the user?
a) At the same time as sighted users receiving their print copy (when the
document is part of a general distribution).
b) By a pre-determined deadline agreed with the user.
8. Other medium specific points.
a) Is the coding correct? (does it conform to the rules of British
Braille).
b) Has consideration been given to whether grade 1 or grade 2 braille is more
appropriate for the customer?
c) Is the quality of the dots adequate? ie height (0.48mm), uniform, easily
distinguishable from surrounding material?
d) Is the alignment within and between cells consistent?
e) Is the material/paper used of an adequate weight and finish that it does not
inhibit reading?
f) Has consideration been given as to the preference of the user for different
sized paper and either double or single sided embossing?
1. Identification.
For all documents is the following information given within the first
paragraph?
a) Who the information is from.
b) What the subject matter is (title, author, anything omitted? etc).
c) How long the file is.
2. Layout.
Is the layout clear, making the use of the document as easy as possible?
Thought should be given to the correct positioning of eg.
a) Footnotes.
b) Floating text eg boxed information.
c) Important addresses.
3. Navigation.
For all documents is the following navigational information given within a
plain text README file?
a) Description of the system used to mark the start of sections.
b) A list of the items included, their position in the file and how to navigate
directly to the start of each item.
c) Location of any detailed contents list and/or index.
d) Whether files have been split.
4. Content.
Is the information conveyed accurately and in such a way that helps
understanding? Thought should be given to the following.
a) The correct interpretation of diagrams, tables and illustrations (40
character width for tabular info).
b) Appropriate treatment of acronyms.
5. Labelling.
If the information has been distributed on disc.
a) Has the disc been clearly labelled with the title and author in both print
and tactile form?
b) The number of the disc in a series where there is more than one.
6. Packaging.
Has the disc been packaged in such a way that it arrives with the user in good condition?
7. Timeliness.
Have the discs arrived in good time with the user?
a) At the same time as sighted users receiving their print copy (when the
document is part of a general distribution).
b) By a pre-determined deadline agreed with the user.
8. Other medium specific points.
a) Is all the necessary information accessible to screen readers ie are the
characters within the normal ASCII character set (single keyboard strokes).
b) Is the disc useable ie will it load onto the users PC and is it virus free?
c) Does any built in navigation system (eg document reader) conform to standard
windows appearance and behaviour?
d) In the README file, it should state the format used eg ASCII or word.
1. Identification.
For all documents is the following information given within the first 2
pages?
a) Who the information is from.
b) What the subject matter is (title, author, anything omitted? etc).
2. Layout.
Is the layout clear, making the use of the document as easy as possible?
Thought should be given to the clear positioning of eg.
a) Footnotes.
b) Key diagrams.
c) Floating text eg boxed information.
d) Important addresses.
3. Navigation.
Is the following navigational information given within the first 2 pages
(at least for documents of more than 500 words)?
a) A list of the items included and their position in the text.
b) Location of any detailed contents list and/or index.
4. Content.
Is the information conveyed accurately and in such a way that helps
understanding? Thought should be given to the following.
a) The correct interpretation of diagrams, tables and illustrations.
b) Page breaks to be at an appropriate place in the text 5.
Labelling.
Is the document easily identifiable, with the subject matter (title, author etc) given in large print?
6. Packaging.
Has the large print been bound in such a way that it does not inhibit easy
reading of the text?
Has the large print been packaged in such a way that it arrives with the user
in good condition?
7. Timeliness.
Has the large print arrived in good time with the user?
a) At the same time as sighted users receiving their print copy (when the
document is part of a general distribution).
b) By a pre-determined deadline agreed with the user.
8. Other medium specific points.
a) Is the typeface of good weight (medium or bold) and a good contrast to
the background?
b) Is the paper non-glossy and sufficiently thick to prevent print-through (at
least 90gsm)?
c) Does the font type (typeface) have characters (especially numerals) which
are easily distinguished? Eg Arial and Univers.
d) Have the specific needs of your users been taken into account when choosing
font size and spacing (different users have different needs, 14 point is an
absolute minimum for large print)
1. Identification.
For all documents is the following information given within the first 2
pages?
a) Who the information is from.
b) What the subject matter is (title, author, anything omitted? etc).
c) The number of volumes (even if only one).
2. Layout.
Is the layout clear, making the use of the document as easy as possible?
Thought should be given to the correct positioning of eg.
a) Footnotes.
b) Key diagrams.
c) Floating text eg boxed information.
d) Important addresses.
3. Navigation.
Is the following navigational information given within the first 2 pages
(at least for documents of more than 500 words)?
a) Description of the system used to mark the start of sections.
b) A list of the items included and their position in the text.
c) Location of any detailed contents list and/or index.
4. Content.
Is the information conveyed accurately and in such a way that helps
understanding? Thought should be given to the following.
a) The correct interpretation of diagrams, tables and illustrations.
b) Page breaks to be at an appropriate place in the text.
5. Labelling.
Is the document easily identifiable with the subject matter (title, author etc) given in both clear print and moon.
6. Packaging.
a) Has the moon been bound in such a way that it does not inhibit easy
reading of the text.
b) Has the moon been packaged in such a way that it arrives with the user in
good condition?
7. Timeliness.
Has the document arrived in good time with the user?
a) At the same time as sighted users receiving their print copy (when the
document is part of a general distribution).
b) By a pre-determined deadline agreed with the user.
8. Other medium specific points.
a) Has consideration been given as to the preference of the user for
different sized paper.
b) Is the coding correct?
c) Has consideration been given to whether grade 1 or grade 2 moon is more
appropriate for the customer?
d) Is the tactile quality adequate? ie height (0.48mm), uniform, easily
distinguishable from surrounding material?
e) Is the material/paper used of an adequate weight and finish that it does not
inhibit reading?
No 1 General Recording Technique: Tips on positioning and using the
equipment.
No 2 General Presentation: Tips on presenting text verbally.
No 3 Reading Skills: Tips on enhancing the sound of your voice on tape.
No 4 Publicity: Tips on publicising your service.
No 5 Reading Computer Material: (under revision.).
No 6 Recording Illustrations: Tips on recording all types of
illustrative material.
No 7 Labelling and Packaging Audio Cassettes: Tips on all aspects of
labelling and packaging cassettes for producers and users.
No 8 How to Create a DIY Studio Environment: Tips on setting a simple
studio.
Technical Hints: (No 1 put into practice. Hear how to improve the
quality of your recordings.
Reading Masterclass: (No 3 put into practice). A 70 minute practical
workshop led by Edward Kelsey who plays Joe Grundy in "The Archers".
Describing Illustrations: (No 6 put into practice) takes you through 5
different types of illustrative material.
Cost of Guidelines: 1, 2 & 3 are £3.00 each, 4 & 5 are £5.00 each, and numbers 6 & 7 are £7.00 each. Postage and Packaging: 1 - 75p; 2 or 3 - £1.50; 4 or more £3.00.
Cost of Tapes: Reading Masterclass - £8.00; Technical Hints and Describing Illustrations - £5.00 each. Postage and Packaging: 1 - 75p; 2 or 3 - £1.50.
10% discount plus FREE postage & packaging to COTIS members.
COTIS, Project Office, 67 High Street, Tarporley, Cheshire, CW6 0DP, United Kingdom.
Telephone: +44 (0)1829 733351
Email: administrator@cotis.org.uk
COTIS President: Sir John A. Wall - Charity Number 299024
COTIS Web Site last updated 21st November 2008