When producing documents in accessible formats (such as Braille, large print, on audiotape, and so on) there are two principal rules to remember:

• Consider your audience – is there anybody who will require your document in an alternative format?
• How will you advertise the fact that the information is available in alternative formats?

Following these rules allows production of accessible formats to be demand-led. This ensures not only that people’s needs are met, but also that money is not wasted in producing unnecessary copies in specific formats.

The most commonly used information solutions are transcription to large print, Braille, audiotape or electronic formats. Listed below is further information on the different aids that enable blind and visually impaired people to communicate effectively.

Large print
Braille
Audiotape
Electronic
Websites

Large print

Large print is accessible for many people who have some sight loss, but still have a some vision remaining. The easiest way to produce large print is by working with an electronic file to increase the point size of the text, and printing the document over an increased number of pages. The standard size for large print is 18-point size font. This should be in a sans serif script such as Arial. Although some people may need a larger font, they rarely need a size above 20 point.

Care must be taken to make sure data – such as tabular information – still makes sense when it is enlarged. Avoid blowing up copies on a photocopier, as the definition is likely to be blurred.

Braille

This is a tactile method of reading and writing where raised dots represent letters on paper. Braille is being used by a decreasing number of blind people, and often people will be prepared to use other formats, such as information via email. A Braille transcription service is offered by the Royal National Institute for Blind People (RNIB).

Audiotape

Audiotaping requires basic equipment, and can be carried out using a domestic recorder. However, longer and more complex sets of information require more sophisticated procedures. Basic guidelines recommend:

• the use of different voices for different types of information and sections in any report or other transcribed document. This breaks the monotony of hearing the same voice throughout the tape, and separates information into recognisable segments (paragraphs, chapters, sections, and so on)
• the use of audio markers to signal the start and end of different sections in the transcription. These signals allow specialist tape players to find and play different sections at the press of a button.

Electronic

This format is becoming increasingly popular as more blind and visually impaired people have access to computers. It is cheap and quick to produce from standard materials. It is also more popular than audiotape because users can navigate more easily. Users can either increase the font size themselves or ‘read’ the text with the use of a screen reader.

Websites

The accessibility of a website influences the degree to which anyone can access and use a website using any web browsing technology. A fully accessible site is one that is designed to make use of the latest web technologies such as multimedia, while at the same time accommodating the needs of those who have difficulty with using, or are unable to use, these technologies.

For further information making websites as accessible as possible, refer to PAS 78: Guide to good practice in commissioning accessible websites.

For further advice on accessible information formats for blind and visually impaired people, visit the Royal National Institute for Blind People’s (RNIB) website.