Which Accessible Format? There are many accessible formats which can be produced, including braille, large print, Easy Read, audio CD, DAISY and easy access electronic formats. For many purchasers, deciding which accessible formats to produce or offer can be difficult. There are a number of factors to consider and making good choices will help the end-user while keeping the overall cost down and reducing wastage. The things you need to consider are: 1. The target audience If the target group is young people for example, a well-constructed accessible electronic format may be sufficient. As is true for the rest of the population, young visually impaired people are the most likely to be technologically adept! A more elderly target group however, is more likely to require large print, braille and audio. 2. Length of document Some formats lend themselves better to shorter documents. Braille, for example, takes up four times as much space as standard print and can be very cumbersome for longer documents. 3. Use of the document Is the document intended to be used once or kept for reference? Reference documents need to be more robust than single-use documents and need to be easy to navigate. 4. Location Will the recipient be accessing the information at home or away from home? If documents need to be taken to and accessed at a meeting for example, size and access method are important. Furthermore, if directions to the venue are included, will the format be accessible while on the move? 5. Individual preferences If you will regularly be producing an accessible format for a specific individual it's worth finding out their preferences. However, it’s worth noting that this may vary depending on the type of correspondence, e.g. they might prefer letters and magazines in braille but longer reports electronically. 6. Timescale If something is time sensitive hopefully you will have been able to plan your accessible formats to get them out with the standard print but where this is not possible you will have to consider what can realistically be done within your timescale. Remember that you can make “alternative formats available on request” rather than automatically producing them, however it is not good practice to include this option in small print and if you do get requests you have to be prepared to meet your obligations in an effective and timely manner. Pia is experienced in providing transcription to extremely tight deadlines and providing accessible formats on an “on demand” basis. Why not contact us for an informal, no obligation chat to see what your options are?
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