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The Newsletter of COTIS
The Confederation of Transcribed Information Services
To promote the provision of information in alternative formats to print
Editor - Linda Pearce, Email:
ontrack@cotis.org.uk .
Project Office, 67 High Street, Tarporley, Cheshire, CW6 ODP. Tel: 01829-733351
(Answerphone)
Reg Charity No: 299024 © Issue 47 -May 2004
by Wendy Davies, COTIS Chair
The story so far: From its inception in 1987, COTIS has striven to improve
the quality of recorded information, offering advice to transcription services
through our series of tapes and guidelines. More recently, the committee has
worked to establish a consensus amongst users as to what they see as 'quality'.
The findings were incorporated into the Production Checklist, available on our
website, and in the assessment questionnaire being used to judge the TNAUK
competition.
Now read on…
Confirming the Need
Two years ago, we presented a joint bid to the Ulverscroft Foundation asking for support to enable COTIS, the United Kingdom Association of Braille Producers (UKABP) and the National Centre for Tactile Diagrams (NCTD), with backing from the Royal National Institute of the Blind (RNIB), to establish standards for accessible formats. Despite attaching letters of support from RNIB, the National Association of Local Societies for the Visually Impaired (NASLVI) and the Federation, their advice was to undertake some market research, to ensure that everyone involved really thought such a standard was necessary.
We had no funds for formal research, so instead talked in depth to as many people in as many sectors as possible, both individuals and representative organisations. From transcription services such as Access to Information and Resource Services (AIRS) and Vision Support Trading, through intermediaries such as Wendy Gregory of the Informability Unit at the Central Office of Information (COI), to commercial purchasers such as Centrica and Thames Water, the message was 'just get on with it, we want it now'.
Another illustration of the 'we need something now' line of thought was expressed by Stuart Ball of the Accessible Information Forum in Wales. He gave a warm welcome to the British Standards Institute (BSI) initiative, but asked permission to use the existing COTIS checklist as a basis for the standard that his members in Wales were demanding, and were about to research and set up themselves.
At the request of the Talking Newspaper Association of the UK (TNAUK), we have run their tape competition since 2002 and received much feedback welcoming what we are doing. We also ran a 'Media Intermediary' scheme for six months on behalf of RNIB, offering to help recipients dissatisfied with material they had received in alternative formats from service providers. Such organisations have usually contracted out the actual transcription, and it is almost impossible to find someone in, say, the bank concerned who will take responsibility, let alone comprehend the issue being raised about a format they do not understand.
All of this confirmed our previous findings - that applying a range of standards in the way we have planned is still very necessary, and was actively wanted by blind and partially sighted end-users, by transcription services, and by service providers and others who sub-contracted transcription of their print documents.
Getting on with it: Accreditation System
As pressure was strongest in the field of 'commercial' recording, at our November AGM we undertook to set up an accreditation scheme and to run two pilots by the end of this year. The committee has always felt that, once set up, the accreditation scheme could be self-financing, and that the business opportunity presented by such a system should be offered to a blind or partially sighted person. In collaboration with Blind in Business, we have recently identified a suitable organiser who will receive business support from Blind in Business if necessary.
This organiser is currently handling the judging process for this year's Talking Newspaper competition, logging the entries received, and she will soon be sending them out to the panellists. This practice is enabling her both to get to know the panellists and to refine the system so that she can produce a robust business plan.
Last month, we again approached the Ulverscroft Foundation for funding to train panellists and complete the set-up phase. Following our experience over the last two years of using a volunteer panel to judge the annual TNAUK tape competition, we know we need to physically gather the panel together for training sessions to ensure consistency of judgement. We estimated the likely total costs to be £10,000, and the very good news is that the trustees have pledged £10,000, to be released once we have an equivalent amount of funding in place!
If RNIB's previously promised £5,000 is still available, the Ulverscroft Trustees have agreed to release a matching £5,000, giving us the £10,000 we need to set up an audio accreditation scheme, complete with panellist training. At the time of writing we are awaiting a response, so fingers crossed…
BSI Initiative
Alongside this, we are delighted to report on a stroke of luck: one of our consultation strands was a piece on In Touch. This broadcast caught the attention of someone in the BSI, who then approached us to see if they could help. Following meetings with them, COTIS - supported by RNIB - has been offered the opportunity to obtain a Publicly Available Standard (PAS) at the greatly reduced rate of £50,000 per format. (A PAS document is a rapid standard that BSI can develop with the industry where there is no formal standards programme in place.) Obviously, a BSI standard would have great standing and recognition with service providers, all of whom are now working to some kind of quality scheme requiring recognised standards for every aspect of their enterprise.
But the aspect that COTIS sees as being of the greatest benefit is the
actual BSI process of developing the standard:
a) During the drafting process, all stakeholders are contacted and invited to a
discussion meeting, thus ensuring understanding and increasing acceptance and
ownership within the industry.
b) Despite our best efforts, most literature written by those within the
transcription and 'blind' world tends to be full of jargon and therefore
difficult for those without specialist knowledge to understand. BSI is very
skilled at writing documents which are still rigorously explicit, yet read
easily and are widely understandable. This would open up understanding amongst
purchasing service providers, etc, to whom accessible information seems at
present rather more like a black art than just an alternative to print.
c) Following finalisation of the standard, BSI undertakes a widespread
marketing exercise, targeting (amongst others) every quality standards officer
with whom they have been in contact. Thus the issue of accessible information
is raised in areas of industry that the 'blind' world could never hope to
reach.
We all (including RNIB) feel these benefits are more than worth the fee.
NB To clarify RNIB's role, which was questioned during our last submission: RNIB itself has the development of quality schemes for accessible formats as one of its strategic objectives, but currently lacks the resources to bring this to fruition itself, and has expressed gratitude to COTIS (of which it is a member) for taking the lead. RNIB has been part of the COTIS team negotiating with BSI, and will act as a 'banker' for funding and as a contract signatory. RNIB is fully committed both to complying with and to promoting the schemes developed.
Thus we are now looking for a sponsor for this work, which will cost £57,000 for each of the four formats (braille, audio, large print and etext) - that is, £228,000 in total. As BSI's literature says, a PAS "puts down a marker which says 'this is the way things should be done in our industry'. As a PAS sponsor, you gain market credibility as the originator of a key industry standard, and facilitate knowledge capture and sharing within the industry."
Do you know anyone who fits this description?
In conclusion
So, in summary, we're refining our systems whilst running this year's Talking Newspaper competition. That experience will enable our panel co-ordinator to move on to offering a pilot accreditation scheme later this year (if you are interested in taking part, do get in touch). Once equivalent funding is acquired, we will be able to run a training session for panellists. And we have the exciting possibility of an official BSI standard, again if funding can be found.
by Wendy Davies, COTIS Chair
Even if you don't work in a library, please do all you can to let people know about the following information (especially your customers and clients with sight problems).
Look out librarians! The National Library for the Blind (NLB) is encouraging visually impaired people to get vocal in their local libraries during Make a Noise in Libraries Week from 19-25 July 2004. The aim of the week is to work towards improving library services for the estimated 2 million people in the UK who have a visual impairment.
Make a Noise in Libraries is a two-way campaign. NLB wants more public libraries to recognise the needs of blind and visually impaired people in their local community and make their services more accessible. At the same time, they want visually impaired people to realise how important it is for them to make their needs known. It can very often be a case of 'if you don't ask - you don't get', and it can be all too easy for libraries to cite insufficient demand when challenged on why they don't provide services.
As part of Make a Noise in Libraries Week, NLB is encouraging visually impaired people to visit their local library and find out what services the library has to offer, as well as taking part in any activities the library may have organised for the week. Library services will only be improved if visually impaired people are prepared to make a noise and work with libraries to bring about change. Many libraries contain enthusiastic, caring staff who want to make a difference, but aren't sure of demand or what they need to do to improve access. Local societies that support visually impaired people are also encouraged to contact their library and make sure they are getting involved. If they are not participating, please let them know about the range of resources available on the Make a Noise in Libraries Week website at [Invalid Link] to help them improve library services and provide tips and hints for organising accessible events.
NLB is also encouraging public libraries to get involved in the week by organising events and activities to encourage visually impaired people to visit the library and find out about the accessible services that the library has to offer. Many libraries have heeded the call and are organising events. The events taking place are all across the UK and include anything from library tours to reading groups, and launching accessible technology for blind and partially sighted people. For more information on an event near you, visit the NLB website at [Invalid Link] or contact your local library directly to find out what they are doing.
For more information about Make a Noise in Libraries Week, to register an event, or to order promotional posters and bookmarks for your library, contact NLB on 0161 355 2007 or email to campaigns@nlbuk.org
by Wendy Davies, COTIS Chair
You are probably all too aware of the problems in tracking down a book or information available in an accessible format. Are you interested in being part of the solution? If so, then you will probably be interested in Revealweb (www.revealweb.org.uk) so read on.
What is it?
Revealweb is a free web based database that brings together information about material produced in alternative formats. There are over 100,000 bibliographic records of material that is in the process of being produced, or has been produced, in a variety of accessible formats - including audio, large print and braille. For the first time, you can find out in a single place what is available from organisations such as Calibre, NLB, RNIB, and over 150 other organisations.
Revealweb is now the copyright notification register and replaces the RNIB Notification of Intent to Transcribe (NIT) scheme. So, if you are producing material under the Copyright Licence Scheme, it is now essential to notify Revealweb.
What's on it?
Revealweb covers a wide range of subjects from Harry Potter to a history of household appliances, and there is something for every level of ability, from pre-school to specialist. Using a wide range of search options, it is easy to find a specific title or what's available on a particular subject. The user can also set a limit on a search to only look for material in, for example, their preferred format or from a particular organisation.
Revealweb also shows which organisation has the item, the terms and conditions under which items can be supplied, and how to contact them; for example, you may need to be a member, or perhaps they will be willing to supply copies of material for a fee.
Very shortly we will be adding commercial producers' records to the database so you will be able to check that the title you want to produce is not already commercially available. This will help to make life easier in meeting the copyright legislation requirements.
Who's it for?
Well, it's for organisations like yours and the people you serve.
Recently Revealweb has been at various exhibitions in Leeds, Glasgow and London. Teachers, parents, students and librarians were amongst the visitors to the Revealweb stand. Many were excited to discover that at last there is something that can help them to find how and where to get hold of the material that they, or the people they serve, want to have transcribed.
The web site has been designed to be totally accessible, so that a person with a visual impairment can search independently for information. Many of the records include a short summary of what the title is about to help users browse. Imagine the freedom that this means for some people - an opportunity to browse a catalogue without relying on anyone else; being able to find what's available; and making your own choices. It has also widened people's options as they become more aware of the different services that are available to them.
So how can Revealweb help you?
I have already mentioned Revealweb's role in helping you to track down resources and comply with the requirements of the Copyright Licensing Agreement if you produce material under licence. There are additional value added benefits by sharing information on the resources you produce.
Especially important is that Revealweb has the potential to reduce duplication and the waste of time and effort that this involves. Why expend resources on producing an existing title when you could be doing a new one? Why make your customer wait when you could get an item within a fraction of the time it takes to produce a book?
Existing data providers have also reported that Revealweb can help to raise the profile of their organisation, resulting in an audience with an increased interest in - and awareness of - their services.
Adding data to Revealweb means that you have an online catalogue of your material which is available online 24 hours a day, seven days a week; a service many of your users would appreciate.
How can you help?
Get involved. Revealweb's success depends on as many organisations as possible adding their data. This means your organisation - even if it only produces one or two titles a year. If you were looking for a particular title, you'd want to be able to find it on Revealweb, wouldn't you?
If you are interested in adding your data or have a comment on Revealweb, contact Deborah Ryan, Revealweb Manager, to see how you could become involved in getting better services for people with a visual impairment.
Visit manager@revealweb.org.uk or phone for a chat without any obligation on 0161 355 2082.
by David Galway, Communications Services Manager
The leading local society for the blind and partially sighted in Northern Ireland, The Blind Centre, has been providing a range of practical services to people with sight loss across the Province for the past 25 years.
The Blind Centre's two recording studios offer a variety of accessible formats for blind and partially sighted people. "Commissioned work for local statutory, voluntary and private sectors are also provided," said Communications Services Manager David Galway.
Audio cassettes are still the main medium for information and transcription; however, due to major expansion in the region of £10,000, the charity can now offer CD transcription via new digital equipment in both studios.
The equipment consists of Dell computers featuring Windows XP with Cool Edit Pro and Roxio CD burners. This is complemented by Tascam MD 350 minidisc recorders, Tascam 130 cassette decks and Tascam CC 222 cassette and CD recorder decks. Two professional staff and 20 volunteers operate the equipment and provide back-up for these facilities.
We also provide a computerised Braille service, which is regularly requested by individuals and local Government departments.
We can also provide helpful advice to local Talking Newspapers about the recording equipment and are more than happy to speak with anyone on production matters. Over the past 12 months the Blind Centre has also been providing training sessions to rural Talking Newspapers about the COTIS guidelines.
UKABP is holding a conference in Shrewsbury on Monday 4th and Tuesday 5th October 2004. The two days will be packed with presentations, demonstrations and workshops of interest to anyone involved in braille production in any capacity - including staff of charities, prisons braille units, school resource bases, local societies, commercial producers, and voluntary transcribers. Topics will include changes to the braille code, copyright rules, tactile diagrams, tactile books for children, and Moon production; producers of the latest braille software, embossers and raised diagram machines will be demonstrating their latest products. A gala dinner will be held on Monday night at the conference venue, the Albright Hussey Hotel just outside Shrewsbury. The organisers are aiming to keep the cost of the conference as low as possible so that the maximum number of people are able to attend.
To receive further details as soon as these are available please register your interest by emailing conference@ukabp.org or by phoning 0161 355 2069.
by Paul Wood
Having just joined you as a Committee member of COTIS, I thought it would be a good idea to give you a bit of background as to who I am and whom I represent. The Torch Trust for the Blind is a charity which aims to overcome sight loss as a barrier to finding a personal faith in Christ and living a fulfilled Christian life. We try to encourage visually impaired people in their Christian faith through literature, specially organised holidays and fellowship groups in local areas. We supply magazines and have free lending libraries of material on audio cassette, and in braille, giant print (24pt) and DAISY. We have been recording and editing the audio work on computers since the end of 1999, when I started working for Torch Trust. My background was initially as an electronics engineer, repairing and servicing computers, and then for 7½ years I worked as sound engineer-cum-driver/road manager for Marilyn Baker. Marilyn, as some of you might know, is a blind Christian singer-songwriter who is based in the UK, but who also travels around the world performing her special ministry. During this time I had the opportunity to develop and experiment with software and hardware to be able to set up the digital audio work here at Torch Trust.
Unfortunately, we haven't been able to develop as much in DAISY as I would have hoped, except to produce a bimonthly set of daily Bible reading notes. Producing these in DAISY format has enabled us to add the further reading passages which we were unable to do on the cassette version due to lack of space. The navigation side of the medium has also been an added bonus, enabling the listener to skip back to the questions at the end of the readings and jump days, etc. Due to the complexity of these daily Bible reading notes, we have made use of five of the six heading levels. If any of you are producing DAISY material, I would be very interested to hear from you.
by Linda Pearce, Editor
On Track brings to your attention details about equipment, materials and services that COTIS feels will be of interest to you. Please note that this is for your information only. COTIS is not endorsing them or making any recommendations. Equally, reviews are personal comments by the writers of the articles.
Please remember - if you would like to submit an article or send details of any forthcoming events which may be of interest to COTIS members, the latest dates by which material should reach the editor are:
18 September for October's issue,
6 January for January's issue and
1 May for May's issue.
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material to be obtained from
The COTIS Secretary, Project Office, 67 High Street, Tarporley,
Cheshire, CW6 0DP, tel: 01829-733351 (answerphone), or Email:
ontrack@cotis.org.uk .
or from the On Track editor.
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Email: administrator@cotis.org.uk
COTIS President: Sir John A. Wall - Charity Number 299024
COTIS Web Site last updated 24th June 2005