Alternative Formats
Ensure that where a document states that it is available in alternative formats, that these can actually be provided. Try as far as possible to provide these at the same time as the print copy.
There is a wide range of alternative formats for written information and visually impaired people are often able to use more than one format. Where possible, discuss their requirements directly, as this is likely to achieve an effective and efficient response to their needs.
1. Large print
Type size - use 16 point bold. Consult your readership where possible as requirements vary. Larger than 20 point is not recommended.
Layout - check that the change to large print has not made the layout unclear.
2. Braille
Braille is a tactile form of writing using permutations of six raised dots, like the six in dominoes. It is much bulkier and heavier than ordinary text, though there are many contractions used.
Numbering of sections, headings, paragraphs and lists are important because Braille is more difficult to scan than print.
Braille pages are numbered in the top right hand corner.
Always include a contents page at the beginning of the document to help the reader get a quick idea of the document's structure and contents.
The cost of producing information in Braille can be reduced by transcribing only those parts of a document that are specifically required in Braille. This should be discussed with the person concerned.
A Braille transcription service is available through the Royal National Institute for the Blind. See Useful Addresses below.
Commercial transcription services are also available.
3. Audiotape
This can be a useful way of providing information to people. However, it has its limitations - it is not easy to locate information on a tape when you want to refer to it.
Side 'A' of the tape should be clearly identified with clear print, and with tactile marking.
When recording, use an external microphone if available. Place it on a flat surface and face the centre of the room to avoid sound bouncing off the wall.
Start by stating clearly what the document is and, if you know, how long it is in time.
Read clearly, not too slowly, and vary the tone of your voice to give some interest and meaning to the words.
Pause briefly at the end of the paragraphs and sections to indicate where they end.
Tape over mistakes as you go along.
Spell important or unusual words.
Remember to label your tapes, if possible using large print and/or Braille.
Give a name and contact number for further information where appropriate.
See Useful Addresses for the local Talking Newspapers, Rockvale Rebound and Bankie Talk which may be able to help in the production of audio taped material.
4. Computer Disc
A small but growing number of blind and partially sighted people can now make use of information on computer disc. When providing discs, keep in mind the following:
> ask people to specify the computer format in which they require information;
> start the information with a 'read me' message explaining the contents; and,
> where possible, give a name and phone number which people can access with any queries.
5. CD Rom
Increasing numbers of visually impaired people use CD Rom and may regard this as an alternative to computer disc or tape.
