REPORT TO THE BOOK AND PERIODICAL COUNCIL

ON OPTIONS FOR MAKING PUBLISHED MATERIALS MORE ACCESSIBLE

TO THE VISUALLY IMPAIRED

Final Report

February 18, 1998

Prepared by:
Campbell Consulting Ltd.
400 Walmer Road, Suite 510
Toronto, ON M5P 2X7

                             TABLE OF CONTENTS

EXECUTIVE SUMMARY

1    INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2    KEY ISSUES FOR STAKEHOLDER GROUPS. . . . . . . . . . . . . . . . . 2
     2.1   Publishers . . . . . . . . . . . . . . . . . . . . . . . . . 2
           2.1.1 Problems and issues mentioned by publishers. . . . . . 3
           2.1.2 The production process . . . . . . . . . . . . . . . . 5
     2.2   Producers of alternate format materials. . . . . . . . . . . 9
           2.2.1 Agencies providing K-12 materials  . . . . . . . . . .10
           2.2.2 Agencies providing services for post-secondary students12
           2.2.3 CNIB Library for the Blind . . . . . . . . . . . . . .15
           2.2.4 Private sector companies . . . . . . . . . . . . . . .17
           2.2.5 The process to produce braille from print source materials18
           2.2.6 Problems and issues mentioned by producers . . . . . .19
     2.3   Consumers of alternate format materials. . . . . . . . . . .22
           2.3.1 Source of e-text files . . . . . . . . . . . . . . . .22
           2.3.2 Problems with using e-text . . . . . . . . . . . . . .23
           2.3.3 Benefits of e-text . . . . . . . . . . . . . . . . . .24
           2.3.4 Improved access to information . . . . . . . . . . . .26
           2.3.5 Access to the Internet . . . . . . . . . . . . . . . .26

3    REQUIREMENTS FOR EACH STAKEHOLDER GROUP. . . . . . . . . . . . . .27
     3.1   For publishers:. . . . . . . . . . . . . . . . . . . . . . .27
     3.2   For producers of alternate format materials: . . . . . . . .27
     3.3   For consumers: . . . . . . . . . . . . . . . . . . . . . . .27

4    TECHNOLOGY ISSUES. . . . . . . . . . . . . . . . . . . . . . . . .28
     4.1   Current technologies used by alternate format agencies . . .28
           4.1.1 Large print. . . . . . . . . . . . . . . . . . . . . .28
           4.1.2 Braille. . . . . . . . . . . . . . . . . . . . . . . .29
           4.1.3 E-text - diskette, World Wide Web, digital audio . . .29
           4.1.4 Audio tape . . . . . . . . . . . . . . . . . . . . . .30
     4.2   International standards activity . . . . . . . . . . . . . .30
           4.2.1 The World Wide Web Consortium (W3C). . . . . . . . . .30
           4.2.2 Web Accessibility Initiative (WAI) . . . . . . . . . .31
           4.2.3 International Committee for Accessible Document Design (ICADD)31
     4.3   Local publishing industry standards activity . . . . . . . .32
     4.4   File formats . . . . . . . . . . . . . . . . . . . . . . . .32
           4.4.1 ASCII. . . . . . . . . . . . . . . . . . . . . . . . .32
           4.4.2 Hypertext Markup Language (HTML) . . . . . . . . . . .33
     4.5   Security of electronic files . . . . . . . . . . . . . . . .33
     4.6   Proposed standards for providing e-text to alternate format producers34

5    OPTIONS FOR PROVIDING ELECTRONIC FILES TO ALTERNATE FORMAT
     PRODUCERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
     5.1   Option 1: Archive electronic files at the publisher site . .35
     5.2   Option 2: Establish central agency to collect and release electronic files36

6    RECOMMENDATIONS. . . . . . . . . . . . . . . . . . . . . . . . . .38

APPENDIX 1:  List of law publishers participating in the OLLIS project

APPENDIX 2:  Individuals with expertise in using e-text for alternate format production

APPENDIX 3:  Projects for further consideration

APPENDIX 4:  Market Survey Report

                             EXECUTIVE SUMMARY

The purpose of  this study, which was initiated by the Canadian publishing industry, was to
determine ways in which Canadian publishers can assist in making published materials more
accessible to the visually impaired, with a focus on providing these materials in an electronic
format (e-text).  The study began with interviews with stakeholder groups - publishers and a book
manufacturer, alternate format producers, and visually impaired consumers.

Publishers mentioned a number of problems and issues related to providing e-text, including
security of their intellectual property, the fact that often they do not have the rights to distribute
in e-text, the fact that e-text may not be available, especially for older titles, the question of
suitable file formats, the variation in production software, and the question of how to assure that
the alternate format producers receive e-text from the file version that was actually used to print
the book.  

Alternate format producers fall into four main categories: agencies providing K-12 materials,
agencies providing materials to post-secondary students, the CNIB Library for the Blind, which
provides materials and other services for blind and visually impaired adults, and under contract
for the agencies serving students, and private sector companies which provide alternate format
materials, primarily for government and businesses to distribute to their clients.  The focus of this
study was on the non-commercial producers.  These producers are primarily concerned about the
time and cost to produce materials in large print, braille, and electronic formats. The production
of all three formats is greatly facilitated by using electronic files.   Without electronic files,
producers must go through a process of scanning a printed work, proofreading, and correcting
the scanned file.  Once the scanned electronic file is clean, the file is edited to prepare the content
for use by the visually impaired.  This includes adding captions for pictures, describing or
restructuring tables and charts, assuring that pagination corresponds to the printed work, and so
on.  Once prepared, an e-text file can be used to produce large print, braille or e-text (for use
with accessibility software).  If the alternate format producers could receive e-text files from the
publishers they could eliminate the scanning and correction phase, with significantly reduced costs
and more timely delivery.

The interviews with visually impaired adult consumers indicated that many would like to have
commercial access and were willing to pay for e-text titles compatible with their accessibility
software (software that allows a visually impaired person to read using their computer, either
through voice synthesis, braille printing or display, or large print production) if they could
purchase a title at the time it is published in print.  They also wanted a way to know what titles
are available and a reliable service.  Visually impaired students, both K-12 and post-secondary
were represented by the alternate format producers who provide materials for them. 

A market survey of 110 blind and visually impaired individuals was undertaken for the study. 
All of the respondents were CNIB clients between the ages of 15 and 65.  Within this age group,
almost half (44%) use a computer for reading and another 11% plan to use one in the next twelve
months, for a total of 56%.  The major purpose of the market survey was to determine the size
of the potential market for e-text of Canadian publications.  This was determined to be 17,000
individuals.  The K-12 market was estimated at approximately 1,300.  However, it was felt that
there is likely a broader market with the inclusion of learning disabled and motor disabled
students.  If these groups are added, the market expands considerably, although an estimate of
the broader market was not part of the current study.  Among the computer users, speech was by
far the most popular output technology, used by 67%, followed by 29% that use large print. 
Refreshable braille display accounted for 15% and printed braille print accounted for only 6%. 
Just over half (54%) of the computer users were using the Internet.

A central question to be answered by this study was how to facilitate the process that publishers
must go through to provide e-text to alternate format producers.  Almost all Canadian publishing
is now done using page make-up software and electronic pre-press methods, so electronic files
do exist for most titles.  Also, most text management software packages allow output in ASCII
format, and some allow output in HTML (an ASCII file enhanced with coding to indicate layout
and presentation). 

The study presents two options to facilitate the provision of e-text to alternate format producers. 
With Option 1, publishers agree to maintain a documented archival copy of the electronic version
of each title on site, in either an ASCII or HTML format, and assign responsibility for the
archived files to one individual.  This person would handle all liaison with alternate format
producers.  With this approach, each alternate format producer would be required to contact
individual publishers, and publishers would be required to respond to requests when received. 
They would also have to establish and maintain archived e-text files.  

With Option 2, a central agency or clearinghouse is established allowing publishers to send each
newly published title to a reputable agency which would then redistribute to alternate format
producers when requested.  The benefit of this approach is that publishers need send an archived
file only once to this agency, which would then set up and maintain files for redistribution.  Also,
the alternate format producers would have only one place to contact rather than each publisher
individually.  An added benefit of this approach is that publishers would have a backup copy of
each title which could be used if internal files, or files archived at the book manufacturerþs site,
are lost.

A major concern of publishers is the security of their intellectual property due to the ease of
copying electronic files.  However, agencies serving blind and visually impaired individuals now
have the legal right to distribute any published material in any format (except large print) if
requested by a qualifying person to do so.  If requested, agencies will create electronic files via
scanning if they cannot acquire the electronic files from the publisher.  Also, most blind and
visually impaired individuals with computers have scanners and they could scan any work they
want to read, although most do not, due to the work involved.  Given this environment, the best
way for publishers to protect their intellectual property is to work with alternate format producers
to control electronic distribution.  This can be done in a number of ways, such as seeking official
verification as to the existence of a visual impairment, requiring that the visually impaired user
sign an agreement which outlines the terms of their use of the electronic material, and, if the
service is offered over the Internet, requiring a pass-word for access.  These controls have been
used by publishers of electronic reference works for professions such as law and medicine for
over ten years and are considered adequate protection against unauthorized use.

The report concludes with the following recommendations:

þ    That the Book and Periodical Council (BPC) work with Canadian publishers to establish
     an industry-wide agreement to support alternate format producers by providing electronic
     text of their publications for the exclusive use of blind and visually impaired consumers,
     within the context of current Canadian copyright statutes, and that

     -     Canadian publishers agree to provide the electronic text of the final approved
           version of the work, with related documentation, in an HTML format if that
           output option is available in the software used to produce the print version of the
           title, otherwise in an ASCII format.

þ    That a Clearinghouse be established for the purpose of receiving electronic copies of the
     final approved version of published works and their documentation from publishers,
     maintaining those files so that they can be quickly and easily accessed, and providing
     those files to alternate format producers when requested, and that

     -     the Clearinghouse be established under the auspices of the BPC, and that 

     -     the BPC establish a relationship with Cancopy for the purpose of rights clearance
           as appropriate, and that

     -     the BPC be funded to produce a business plan for the Clearinghouse.

þ    That a liaison person be established at each publishing company to interact with alternate
     format producers, and later with the Clearinghouse, and that publishers begin immediately
     to create archival files of their publications.

þ    That the BPC organize an information seminar before March 31, 1998 for the book
     production and manufacturing sectors to discuss the implications of the report

                 REPORT TO THE BOOK AND PERIODICAL COUNCIL

        ON OPTIONS FOR MAKING PUBLISHED MATERIALS MORE ACCESSIBLE 

                         TO THE VISUALLY IMPAIRED

1    INTRODUCTION

In response to a request from the Canadian publishing industry, the Book and Periodical
Council (BPC) has undertaken this study in order to determine ways in which the publishing
industry can assist in making published materials more accessible to the visually impaired,
with a focus on providing these materials in an electronic format.  As computer technology
has become more pervasive in society in general, the proportion of the visually impaired
population using computer technology is also increasing.  The benefits of using computer
technology are significant for visually impaired consumers, with the use of personal scanners
to capture information, and various output options such as voice synthesizers, braille
translators and braille display to make materials accessible.

There are a number of organizations that supply alternate format materials for blind and
visually impaired individuals, and these organizations want to receive text from publishers in
an electronic form to make braille and large print production easier, and to use in new
delivery technologies such as the Internet and digital talking books to supply electronic text to
their clients.  Most publishers have very generously given permission to alternate format
producers to distribute their publications in the traditional alternate formats of braille, large
print, and audio tape.  However, publishers have concerns regarding distributing those
publications in an electronic format.  Concerns centre around the ease of copying and loss of
control over their intellectual property.  The intent of this report is to address the concerns of
the three stakeholder groups (publishers, alternate format producers and consumers), and to
develop some approaches to facilitate the distribution of electronic text of Canadian
publications to blind and visually impaired individuals.

In order to oversee the study, the BPC established a Task Force on Publishing for the
Visually Impaired.  Members of the Task Force noted that the same issues apply to
individuals who are learning or motor disabled, however, they decided to limit this study to
the blind and visually impaired and to possibly extend the study to other consumer groups at a
later date.

The objectives of the study, as presented in the Request for Proposal, are to:

     1.1   identify the variety of current publisher input technologies,

     1.2   identify the current output technologies being used by those agencies assisting
           the visually impaired,

     1.3   investigate currently available translation software,

     1.4   explore the policies and practices of publishers in handling requests for
           digitized information for the use of the handicapped, both for educational and
           leisure purposes,

     1.5   inquire into the current and projected size of the market for print materials in
           alternate formats,

     1.6   identify those groups with a stake in promoting access technology, and those
           individuals with particular expertise,

     1.7   prepare an analysis of the above areas.

Sections 2 and 3 provide the results of the first phase of the study, the intent of which was to
describe the current situation in relation to providing information in an electronic format.  A
series of interviews were undertaken with the major stakeholders.  These included Canadian
publishers and a book manufacturer, producers of materials in alternate formats, and
consumers, who were a group of blind and visually impaired individuals who use their
computers to read.  The report looks at the major issues and concerns of these stakeholder
groups.  Section 4 looks at the technical issues related to providing e-text, including the
current technologies used by alternate format agencies, international standards activities, local
standards activity in the printing and publishing industry, standard file formats, security of
electronic files, and proposed standards for publishers to provide e-text.  Section 5 provides
two options for publishers to provide e-text to alternate format producers.  The report
concludes with recommendations in section 6.  

A second part of the study involved a market survey of 110 blind and visually impaired
consumers, and the report of the findings of the market survey is provided in Appendix 4.

2    KEY ISSUES FOR STAKEHOLDER GROUPS

     2.1   Publishers

     A total of 14 interviews were conducted with representatives of publishing companies
     and a book manufacturer in order to determine what they saw as the most critical
     issues related to providing electronic text of their books for use by the blind and
     visually impaired.  These issues are discussed below.

           2.1.1 Problems and issues mentioned by publishers

           þ     Security of the intellectual property

           All of the publisher representatives mentioned this as their major concern.  All
           indicated a willingness to provide their material for distribution in alternate
           formats such as braille or four-track audio tape as these are formats which are
           inaccessible to the sighted population.  However, there was concern about
           releasing e-text or giving permission to blindness agencies to distribute in e-text
           as it can be easily copied and used by the sighted population, leaving no
           evidence that it has been copied.  Publishers would need assurance that their
           copyright was protected and that access to e-text was limited to the blind and
           visually impaired.  A related concern, mentioned by one publisher, is the fact
           that electronic information is easy to change.

           þ     Availability of rights

           Not all books produced by Canadian publishers are produced in-house.  Co-
           publishing with U.S. or British publishers is common, and in this case, the title
           is produced in the U.S. or U.K. with the Canadian publisherþs imprint.  With
           co-publishing, the electronic files are not available to the Canadian publisher. 
           In addition, Canadian publishers are often distributors of imported titles - one
           publisher said that 90% of their catalogue was non-Canadian titles.  Canadian
           publishers usually do not have electronic distribution rights for these titles.
           There is also the question of third party rights (e.g., for photographs or other
           contributed material) for electronic distribution.  While distribution of
           photographs is not an issue for materials for the blind and visually impaired,
           there may be a task for publishers to clear other relevant third party materials.

           þ     Availability of e-text

           While most of the publishers indicated that about 100% of their publishing for
           the last one or two years has been done electronically, this is not true for older
           materials.  Also, while some publishers do their typesetting in-house, others use
           external services.  If a publisher uses an external service they may not request
           or have easy access to the electronic files.

           þ     Variations in production software and changes during the
                 production process

           Publishers and their typesetters or book manufacturers use different page layout
           software such as QuarkXPress, Frame Maker, and Adobe Page Maker, on either
           Mac or PC platforms, to prepare files for their book manufacturers.  Also, it is
           possible for changes to be made while the file is with the book manufacturer so
           the version originally sent by the publisher is not necessarily the version that
           gets printed.  Care would need to be taken to assure that the version used for e-
           text production was the version that was actually printed.  Even within one
           publishing house, different projects can be done using different software
           packages because the publisher may be using different typesetters or book
           manufacturers.

           þ     Suitable file formats

           Files would need to be converted to a different format in order to be of use to
           the blind and visually impaired, but much would be lost in the translation.  For
           example, Quark files can contain ligatures (two letters that are combined in
           typesetting, e.g., fi) and these have no representation in ASCII, and captions
           and footnotes would not appear where they need to.  Blindness agencies are
           used to dealing with the problem of re-structuring texts for alternate formats
           (e.g., providing textual descriptions of pictures, graphs, tables and charts, and
           providing information on the page numbering of the original print version), but
           it is unlikely that publishers would be willing to do this type of preparation.  If
           e-text for accessibility software were to become part of the production process,
           there would need to be standards for delivering files.  Publishers would be
           reluctant to incur costs related to delivering digitally.

           þ     Fitting e-text production into the print publishing process

           To work smoothly, publishers would need to build e-text production into their
           publishing process, but this would require the blindness agency to know what
           they want at the time of publication.  It would be difficult for publishers to
           produce e-text files on a demand basis, e.g., with a phone call for a specific
           title.  While the CNIB Library for the Blind orders titles at the time of
           publication, agencies producing materials for school and university use cannot. 
           Books are requested by teachers or students at the beginning of each school
           year and this is often long after the book was originally published.

           þ     Distribution

           The point was made that book publishing is a print-based industry and that
           distribution channels are set up for printed books.  The whole system is set up
           for mass production and distribution of single copies through the stores.  Cash
           is collected by the booksellers, who also give feedback on the demand for
           specific titles.  Publishers are not set up to supply to individuals.  Nevertheless,
           there is more and more electronic publishing happening in other sectors of the
           publishing industry.  These include publishers who produce materials for the
           professional market, scientific, technical, and medical (STM) publishers, and
           publishers of time-sensitive materials such as magazines and newspapers. 
           Electronic data is distributed in entirely different ways, through entirely
           different channels such as online services, Web sites, specialty distributors, or
           directly from the publisher.  

           Legal publishers are one group that now have extensive experience in
           distributing their titles in an electronic form, and these publishers are
           participating in a Web site for blind and visually impaired law students called
           OLLIS (On-Line Law Library and Information System).  This system is
           described in Section 2.2.2.  In addition, magazine publishers and one
           newspaper are providing e-text files to the CNIB for electronic distribution (see
           Section 2.2.3).

           Several of the publishers interviewed indicated that they would be willing to
           distribute e-text to one central agency that is accountable for security.

           þ     Charging vs not charging

           Several publishers said that they would require payment for any titles that were
           used for creating alternate format materials, while others said they would be
           willing to provide one copy to a blindness agency for free.  Most publishers
           were not aware that, regardless of the alternate format that is produced, either
           the blindness agency or the consumer must purchase at least one copy and
           usually two in order to transcribe a title.  This is explained in Section 2.2.
     
           2.1.2 The production process

           A brief overview of the book production process at the publishing company and
           the book manufacturer follows:

           The publisherþs production process:

           þ     A book enters production as a copy-edited manuscript.  The publisherþs
                 production department receives the manuscript with copy-editing marks,
                 accompanied by a disk in a word processing format of the pre-copy-
                 edited version.  The word processing format is usually whatever is used
                 by the author.  If the author does not use a computer, the publisher
                 receives a typescript which will be scanned at the next stage.

           þ     The manuscript and disk are sent to a supplier for scanning (if required),
                 conversion to word processing software usable by the publisher, and
                 formatting.  The supplier also checks for consistency in the text and
                 deals with some design issues such as formatting the text for the various
                 sections and general layout.  The end product is a file in the publisherþs
                 word processing format (e.g., Word, or WordPerfect).

           þ     The publisherþs typesetting department or an external typesetting service
                 imports the electronic file into a layout software package (e.g.,
                 QuarkXPress or PageMaker).  Galleys are generated, which incorporate
                 most or all aspects of the bookþs design including font and size,
                 footnotes (when applicable), and chapter headers.  Graphics may or may
                 not go in at this point depending upon whether they are integral to the
                 text.  Photographs are usually produced separately and are printed on
                 glossy stock as inserts. 

           þ     The galleys are then sent to the author, copy editor, and design
                 department, along with the marked-up manuscript, in order to confirm
                 that all copy-editing marks have been incorporated and that all design
                 and editorial elements are in place.  Changes to the text at this point can
                 either be minor or quite significant, in which case revised galleys could
                 be required. 

           þ     The galleys are returned to the typesetting department or external
                 service for paging.  At this point the typesetter will make mostly
                 aesthetic alterations to the text in accordance with the publisherþs house
                 style, while also inputting any corrections to the galleys that the editor,
                 author or design department has pointed out.  The typesetter will also
                 confirm a page count in order for the production department to confirm
                 printing costs.   The pages can go back and forth several times between
                 the typesetting service and the editors at this point.  

           þ     If required, the pages go to an indexer, who will provide a manuscript
                 to the typesetting department or service.  This may or may not go to an
                 outside supplier to key or scan, depending on its size and complexity. 
                 The typesetting department or service will incorporate the index at some
                 point during the paging process.

           þ     The final pages are supplied to the book manufacturer on a disk which
                 includes the text, the fonts, and any linked images such as the
                 publisherþs logo, photographs, and other graphics.  Printed pages are
                 produced from the disk and are also sent to the book manufacturer for
                 their reference.  

           þ     The printed pages are reviewed by the design department, editor, and
                 production department to make sure that no new major errors occurred
                 at this stage.  If required, corrections are made.  Printing and review
                 take about 1 day.

           þ     The book manufacturer supplies blue line proofs of the text and inserts
                 (if any) to the publisher.  These are approved by the designer, editor,
                 and production staff.  Changes can occur at this point, but they are
                 expensive and time consuming.   The approval process usually takes
                 about 2 days.

           þ     The book is printed by the book manufacturer, bound and the jacket or
                 cover is added.  Advance copies of the finished product are sent to the
                 publisher for their approval in advance of the bulk shipment.  If the
                 book is approved by the editorial, design and production departments, it
                 is then sent to the publisherþs warehouse for distribution.

           The production process at the book manufacturer:

           þ     The book manufacturer receives from the publisher:
                 - transportable media containing page layout files, images, and all fonts.
                 - hard copy proof
                 - transparencies or reflective artwork 
                 - a printed directory 

           þ     The book manufacturer receives files from their clients in many
                 different formats.  PostScript format is preferred (PostScript is a general
                 purpose page description language that has become the defacto standard
                 in the pre-press industry), but they must also support the most popular
                 page make-up software packages used by publishers.  These are
                 QuarkXPress, Adobe Page Maker, and FrameMaker, and they must be
                 supported in both Mac and PC platforms.

           þ     The book manufacturer must be able to receive files on many different
                 media, including:  
                 - 3 1/2" diskette
                 - 3 1/2" Syquest (Mac only)
                 - EZ drive (Mac only)
                 - 5 1/4" Syquest
                 - CD-ROM
                 - QIC Tape (Colorado) (PC only)
                 - Iomega Zip Disk
                 - Iomega Jaz Disk
                 - 5 1/4" M/O Disk (1.3 GB) (Mac only)

                 The most common are the Syquest disks and Zip disks, followed by the
                 Magneto/Optical and Jaz disks.  Most manufacturers do not accept DAT
                 (digital audio tape) or DLT (digital linear tape) as they require the exact
                 version of software to read the tape as wrote it.  The disks are more
                 flexible for working cross-platform.

                 Files are also accepted via e-mail or FTP (File Transfer Protocol). 
     
           þ     The electronic version of the manuscript which has been received from
                 the publisher is run through the þPre-flight stage,þ where operators use
                 special software to look for anything that will stop the job as it goes
                 through the system, e.g., any missing images or odd file formats.  An
                 electronic job ticket is developed at this stage.  Problems are referred
                 back to the publisher.

           þ     The next step opens up the files in the software program in which they
                 were produced, e.g., QuarkXPress.  Various pre-press adjustments are
                 made, including    adjusting spine widths, þtrappingþ (where the colour
                 fill is expanded slightly), and adding hairline rules (rules to the
                 resolution of the output device).  If necessary, problems specific to the
                 press process are discussed with the client at this stage.  Because this
                 work must be done in the software in which the manuscript was
                 produced, the book manufacturer must have both Mac and PC platforms
                 and staff trained in all of the possible software packages.

           þ     Operators then create high resolution proofs.

           þ     Operators create an in-house PostScript file.  This file is different for
                 each book manufacturer because it is created for the specific press
                 equipment they are using. At this stage operators create the þimpositionþ
                 - printing 16 or 32 pages on a sheet.

           þ     The next step is the digital imposition of PostScript files.  Again, these
                 can run on both Mac and PC platforms.  This step:
                 - assigns the job to a specific spot on the printing press
                 - creates an þimposed flatþ for the press
                 - runs the rip (raster image processing) which turns the file into a bit-
                 map image
                 - generates a sign-off proof.

           þ     The rip file is sent to a server which creates plates digitally and the
                 print job is run.

     2.2   Producers of alternate format materials

     Producers of alternate format materials fall into four main categories:

     þ     Agencies providing K-12 materials

     þ     Agencies providing materials to post-secondary students

     þ     The CNIB Library for the Blind, which provides materials and other services
           for blind and visually impaired adults, and under contract for the agencies
           serving students.

     þ     Private sector companies which provide alternate format materials, primarily for
           government and businesses to distribute to their clients.

     Representatives of each of these types of agencies were interviewed for the study in
     order to determine what alternate format materials they are currently producing, how
     they are produced, and what they saw as the most critical issues related to providing
     electronic text to their clients.  The agencies are described below, followed by a
     discussion of the  issues related to providing e-text.

     It is noted that all of the agencies have reciprocal borrowing arrangements with one
     another and with other blindness agencies.  All of the agencies maintain a library of
     materials they have produced and are willing to share these.  However, if items cannot
     be borrowed or purchased elsewhere, then they must be produced in-house or
     contracted out.

           2.2.1 Agencies providing K-12 materials 

           School materials for K-12 are a provincial responsibility.  Interviews were
           conducted with representatives of two provincial agencies - the W. Ross
           Macdonald School, which provides materials for Ontario, and The Manitoba
           Ministry of Education and Trainingþs Special Materials Services.  Their
           services are described briefly below.
     
           The Resource Services Library at the W. Ross Macdonald School (WRM)
           was established by the Ministry of Education and Training in Ontario for the
           loan of large print books, braille, tape and tactile materials to school boards
           throughout the province.  Materials are loaned free of charge for the school
           year.  They are sent directly to the school and are not sent directly to individual
           students.  Students must be approved, and this is done by having them
           complete an application form which is signed by an appropriate person and
           kept by the Resource Services Library.  Tactile maps and diagrams are
           purchased from the CNIB.  WRM also provides materials for print impaired
           students registered in courses at Ontario colleges, universities and approved
           private vocational schools.

           The WRM produces all required large print books in-house.  They have
           braillists on staff, but the majority of work for braille and tape is contracted out
           to the CNIB, and some audio tape work for post-secondary use is done under
           contract by the Ontario Audio Library Service at Trent University, and the PAL
           Reading Service at the University of Toronto.  WRM has not yet begun to
           provide books in e-text, but they state that materials in this format are being
           requested at the college and university level.

           Students served by WRM in the 1996/97 school year were as follows:

                                  K-12       Post-secondary
           Visually impaired      535 (76%)        134 (35%)
           Learning disabled      168 (24%)        232 (61%)
           Physically disabled        2 ( .3%)       17 ( 4%)
                                  ____             ____
           Total:                 705              383

           Circulation statistics for the 1996/97 school year were as follows:

           Books on tape          3,942 (58%)
           Braille                1,135 (17%)
           Large Print      1,684 (25%)
                            ____
           Total            6,761

           The Special Materials Services (SMS) of the Manitoba Ministry of
           Education and Training produces all K-12 materials in-house, but contract out
           post-secondary materials to the CNIB.  They only provide braille for materials
           not accessible in audio tape, e.g., mathematics, physics, and maps.  SMS notes
           a trend away from text books.  Schools are going more to resource based
           learning, so a course may be based on other types of materials such as case
           studies.  Students start using computers in elementary school and  by junior
           high school they can do word processing and some are using the Web.  High
           school students prefer e-text because they do not have to carry multi-braille
           volumes and it provides much quicker access to printed information allowing
           them to move with ease around the book.  Most students are very computer
           literate by the time of high school graduation. 

                 Production statistics for the 1996/97 school year were as follows:

                            K-S4       Post-secondary (Contract with UGC/CNIB)
           Braille                    77           14         
           Audiotape            62           40
           Large Print        155              3   
                            ____             ____
           Total:             294            57
     
           Circulation statistics, by type of disability, for the 1996/97 school year were as
           follows:

           Visually Impaired      2,232 (33%)
           Physically Disabled           0 (  0%)
           Learning Disabled      2,654 (39%)
           ESL                         10 (0.1%)
           Multiply Handicapped        82 (  1%)
           Unknown                1,770 (26%)
                                  _____
           Total                  6,748

           2.2.2 Agencies providing services for post-secondary students 

           While all of the provinces provide about the same level of service for students
           at the K- 12 level, post-secondary services vary widely.  Generally, the
           responsibility is assigned to the specific colleges and universities which use a
           variety of methods to get materials in alternate formats.  Usually they will try
           to borrow materials that have already been produced by other agencies within
           Canada or the U.S.  If these are not available, then the agency must either
           produce the title in-house, or contract for services from other agencies.  Two
           representative post-secondary agencies are Langara Collegeþs B.C. College and
           Institute Library Services (CILS) and the Crane Library at U.B.C.  These two
           agencies were chosen for interviews because both are producers of alternate
           format materials and both have had experience working with e-text.  Also
           included here is a description of the OLLIS service at the University of Ottawa.

           þ      Langara College - BC College and Institute Library Services
                 (CILS)

           CILS is a library service for special students and instructors at publicly funded
           colleges and institutes in B.C.  Their clients are people who have print
           disabilities comprising visual, learning, and physical impairments.  CILS
           provides learning materials in formats suitable to the needs of instructors and
           students in Adult Basic Education, college and institute, apprenticeship and four
           year university-college programs.  A copy of the documentation of an
           individualþs disability is kept on file in order to satisfy copyright requirements.  
           CILS is funded by the B.C. Ministry of Skills, Training and Labour.  CILS
           services are free, with the exception that if they must produce a title, the
           requesting college must provide a print copy of the material. 

           CILS statistics indicate that there are about 250 students with print disabilities
           in B.C., with about 150 borrowing from CILS.  The breakdown is as follows:

                 Blind and visually impaired 45%
                 Learning disability         50%
                 Physical disability           5%

           CILS has a collection of over 1,000 titles on cassette, in braille and large print,
           and on computer disk.  When CILS does not own a book, they search several
           databases to find other locations of books for borrowing or purchase.  If a book
           is not available they will produce it in tape or large print format.  They do not
           produce braille or computer disks but borrow or buy these formats when they
           are available for loan or sale.  CILS must pay a $37 USD registration fee and
           $39.50 USD per title borrowing fee for materials borrowed from Recording for
           the Blind and Dyslexic (RFB&D) in the U.S., and the $60 annual per title
           borrowing fee for the CNIB.  Over half the books borrowed are from RFB&D.

           E-text is relatively new to CILS, and they have produced only about 3 or 4
           titles in the last 12 months.  But there is a growing interest from their clients
           and they have borrowed additional titles from other agencies.  CILS produces
           audio tape (using paid readers), simple tactile drawings and large print, which
           they either scan and print or enlarge on a photocopier.  They contract out
           braille production to the CNIB.

           þ     Crane Resource Centre, University of British Columbia

           The Crane Resource Centre produces alternative format materials for university
           students in B.C.  They serve 40 to 65 students at U.B.C. each year, and
           students at other university level  institutions in B.C.  Staff at government or
           corporate offices form a secondary clientele.  The majority of the titles
           produced are text books, while about 15% is leisure type material related to
           course work, e.g., literature, history, biography.  All users must have some sort
           of certification regarding their disability.  The University pays for the
           transcription service and the U.B.C. Library maintains their catalogue and
           makes it available online through their Web site.

           Statistics:

           Blind            50%
           Visually impaired48%
           Motor disability  2%

           Most of the information produced at the Crane Resource Centre comes from
           hard copy books which have been purchased by students.  Usually the students
           have to buy two copies so they can get started with readers while the
           transcription is being done.  The U.B.C. bookstore allows them to get their
           money back for the second copy if it is undamaged.  Crane also transcribes
           licensed in-house compendia that professors have put together (generally these
           are produced by the bookstore), newspaper and journal articles, and popular
           literature.  For popular literature, the Crane Resource Centre purchases two
           copies at the retail price for their leisure collection.  These are titles that would
           normally appear in a university collection and represent supplementary reading
           for courses.

           Crane is also involved in re-selling leisure books and text books in alternate
           formats to other universities.  Most publishers do not object to this as it is not
           on a profit basis.  Crane charges only the cost of the raw materials, machine
           labelling, and shipping.  No labour is included in the price.  Revenue amounts
           to about $40,000 annually and Crane considers this to be similar to a library
           charging for photocopies for interlibrary loan.

           þ     On-Line Law Library & Information System (OLLIS)

           OLLIS was started in May, 1996 by students at the Faculty of Law, University
           of Ottawa, originally for students with a print disability at the University.  The
           Dean of Law took the project to the Canadian Council of Law Deans which
           decided to extend the project nationally.  In July, 1996, Human Resources and
           Development provided a grant of $50,000 for each of two years.  Hardware
           was loaned by a corporate sponsor.  The aim of OLLIS is to create a
           comprehensive online collection of law materials required for the study of
           English and French Common Law in Canada.  Use is restricted to students with
           a print disability.  This includes sensory disabilities, such as vision; physical
           disabilities that limit the individualþs use of his or her extremities for turning
           pages; or learning disabilities which require material to be provided in a format
           other than the traditional printed word.  Functional limitations can be of a
           temporary or permanent nature.

           The OLLIS database can be accessed via the Internet at their homepage
           (http://OLLIS.uottawa.ca).  The database contains textbooks, casebooks, class
           notes, summaries, handouts, and other materials assigned for each class. 
           Material that is protected by copyright is secured by a system of user-idþs and
           passwords and access is restricted to  students with a print disability.   Material
           that is not subject to copyright is accessible to a greater audience of law
           students, academics, practitioners, and general Internet users accessing OLLIS. 
           OLLIS also provides links to a host of related Internet sites.

           OLLIS is designed to be used with adaptive technologies.  These include voice
           recognition systems and voice synthesis, braille printers, large screen monitors,
           and variable background options and font sizes.  There are currently about
           thirty students using the system, although this is expected to increase.  There is
           a proposal to extend OLLIS to disciplines other than law so that all print
           disabled students in the country have access to the course materials they need
           via the OLLIS web site.

           OLLIS depends upon corporate sponsorship and government funding to assist
           in the costs of hardware, software, human resources and administration. 
           Eighteen sponsors, including  both public service organizations as well as
           corporations are listed as contributors.  OLLIS also lists 25 law publishers that
           have made their resources available.  These are listed in Appendix 1.

           The participating publishers support the concept of OLLIS, recognizing that a
           Web site is of benefit to all concerned.  For the publisher, one set of disks
           serves all students with print disabilities across the country.  For the students,
           everything they need is in one place.  Also, the work required to prepare text
           for online access is only done once.  All Canadian legal publishers have agreed
           to participate when asked as have most U.S. publishers (a few have refused).

           OLLIS has provided several levels of security:

           þ     down loading of copyrighted material is disallowed.

           þ     Students need a password in order to access copyrighted materials on
                 OLLIS.

           þ     Students must provide verification of a print disability in order to
                 receive the password.  This is provided by an authority within their
                 university, such as the Dean of their faculty or the Coordinator of
                 Special Services.  

           þ     Students are required to sign a license agreement, verifying their print
                 disability and agreeing to the terms and conditions of use, e.g., that the
                 material is for their own personal use and that they understand that they
                 cannot download.

           þ     OLLIS tracks use of the system so they can identify mis-use of the
                 system to publishers and legal action can be taken.  Students misusing
                 the system will be suspended from its use.

           2.2.3 CNIB Library for the Blind

           The CNIB Library for the Blind is Canadaþs largest producer of materials in
           alternate formats.   In 1996 it transcribed over 6,000 print documents into
           braille, audio or e-text format for their clients either directly or through 450
           service providers such as schools, governments, businesses and libraries.  The
           Library has a lending collection of over 50,000 titles in braille, PrintBraille,
           audio, electronic text and descriptive video and lends close to 1 million books
           by mail each year.

           As mentioned above, blind and visually impaired adults are not funded for
           reading services unless they are students.  These individuals receive their
           information from a variety of sources, including purchasing a title if it is
           available commercially.  The other option is to borrow books from the CNIB
           Library or use their electronic services.  Out of a total of 17,000 registered
           library users, only about 1,200 (7%) use braille, while 195  (1%) are currently
           receiving e-text.  Most CNIB Library clients receive their reading materials on
           specially-produced 4-track audio tape.  CNIB produces about 500,000 audio
           tapes per year using volunteer readers.

           The CNIB Library is developing a new service called Visunet:Canada.  This is
           a national network of library and other information services.  It will integrate
           the CNIBþs alternate format collection with Internet resources and other
           libraries making them available in homes and offices across Canada, providing
           one place to look.  Books, newspapers, magazines and reference and
           information sources will be delivered via mail, electronic transmission, or by
           telephone according to the preference of the users.  Visunet is made up of
           VisuCat, VisuNews, and VisuText, which are described below: 

           VisuCat - Provides access to the CNIBþs Libraryþs catalogue of 50,000 titles in
           braille, PrintBraille, audio, electronic text and descriptive video.  Users access
           VisuCat through a Telnet connection, which allows them to search and order
           items.

           VisuText - Provides access to books and other materials in an electronic
           format.  Currently, these are all public domain materials.  CNIB clients contact
           the library and request e-text which is sent to them on diskette.  This allows
           access to public domain materials for individuals who do not have Internet
           access (e.g., Project Gutenburg).  The CNIB intends to put these files on a
           server so individuals can download the materials directly.

           Newspapers by phone - This is a pilot project currently available to about 350
           subscribers in the Toronto area over local telephone lines.  The service offers
           access to the Globe and Mail and several U.S. newspapers using software
           designed and operated by the National Federation for the Blind in the U.S. 
           The pilot project is being used to assist with the development of VisuNews.

           Visunews - This is CNIBþs telephone information access and delivery system,
           currently being developed by Bell Canada and Computer Talk Inc. in
           conjunction with the CNIB Library for the Blind.  It will allow consumers to
           access Canadian newspapers, magazines and other publications via the
           telephone.  Visunews will be launched in June 1998 as a six month pilot
           project in Ontario, Alberta, Northwest Territories, Nova Scotia and PEI.  In
           addition to the Globe and Mail, Visunews will include a number of regional
           newspapers.  Visunews will use digitized human voice and will have a number
           of enhanced search and navigational capabilities.  The CNIB plans to extend
           the service Canada wide at the completion of the pilot project.

           The Magazine project - This is a pilot project to offer five Canadian
           magazines in audio, braille, or e-text on a paid subscription basis.  The titles
           are Canadian Business, Harrowsmith, Beaver, Canadian Living, and Health
           Watch, and users pay close to the print subscription price (depending upon the
           package of titles chosen).  All but one of the publishers provides an electronic
           file.  The pilot project will end December 31, 1997 and will be evaluated after
           that time with the intent to make the service available to all CNIB clients.

           The DAISY Talking Book System - DAISY (Digital Audio-based Information
           System) provides a full marriage of e-text and audio for a talking book which
           has search capabilities, bookmarks, hot links between the table of contents and
           parts of the book, as well as options such as selecting a male or female voice. 
           DAISY is currently being developed in Sweden and is being tested by an
           international consortium of blindness agencies, of which CNIB is an associate
           member.

           2.2.4 Private sector companies 

           There are a number of private sector companies that create alternate format
           materials, primarily for government departments and corporations to distribute
           to their clients.  Three of these companies are described briefly below:

           þ     Access 20/20

           Access 20/20 is based in Nepean, Ontario.  It was established in 1984 to
           provide facilities for producing alternate media and staff size ranges from eight
           to fourteen people, depending upon demand.  Their clients are government
           departments, financial institutions, and Fortune 500 companies.  They produce
           documents such as corporate annual reports and government information for
           these organizations to distribute to their clients.  They also provide a service
           where they will produce a document quickly if a company needs it for a
           meeting with a visually impaired person.  Access 20/20 will produce large
           print, braille, audio tapes and computer diskettes.

           þ     Info Equity Inc.

           Info Equity Inc. is owned by Ross Eadie, who is visually impaired, and based
           in Winnipeg.  Its mission is to provide services that make information available
           to everyone.  Its primary service is integrated document production, producing
           large print, audio tapes, braille, and electronic text in ASCII format.  Most of
           Info Equityþs clients are non-profit social service agencies.  The company also
           provides computer training and trouble shooting for the visually impaired.

           þ     T-Base Research and Development Inc.

           T-Base is an Ottawa based company that provides consultation for universal
           design of communications, a complete design and publishing service to provide
           information in alternative formats, and automated delivery of documents
           through InfoTouch.  They have provided services for the Treasury Board of
           Canada, National Defence (Emergency Preparedness Canada), the National
           Library of Canada, the Royal Bank Group and Bell Canada.  T-Base recently
           worked with the Royal Bank to develop the first audio automatic banking
           machine.  The company also offers a service called InfoTouch, which provides,
           through specific agreements, documents published by their government or
           corporate clients.  InfoTouch allows consumers to call a 1-800 number from a
           touch-tone telephone or through a teletypewriter (TTY) and request the
           documents in braille, audio cassette, computer diskette, or large print.  The
           InfoTouch system automatically produces the requested document in the chosen
           format in French or English for direct mailing to the consumer.   The company
           employs eight staff.

           2.2.5 The process to produce braille from print source materials

           þ     The book is purchased and is analysed for its suitability for scanning,
                 graphic materials, and any major editing that may have to be done, in
                 particular, accommodating the presence of graphics such as charts,
                 tables, photographs, etc.

           þ     The book is scanned in order to convert it to electronic text in a word
                 processing format.

           þ     The scanned file is checked to detect errors.  Scanners have a high error
                 rate.  Manufacturers often advertise that scanned files are 98% error
                 free, but this results in two incorrect words in every 100.  One producer
                 estimates a minimum of 6 errors per page, all of which need to be
                 corrected.  Most producers use a scanning editor software package to
                 clean up the scanned text.  These included Type Reader, Open Book
                 Unbound, and Omni Page Pro. The CNIB states that it took 17 hours to
                 scan and correct Margaret Atwoodþs Alias Grace, which is straight
                 forward text, and 23 hours to scan and correct one issue of  Canadian
                 Business.

           þ     Once corrected, the scanned file must be edited for ease of use by the
                 visually impaired.  Most producers follow standards set by the Braille
                 Authority of North America which includes guidelines for how to
                 format structural elements of the text such as headings, sub-headings,
                 lists, table of contents, and pagination. 

           þ     The file is then run through a translation program and converted into
                 braille.  The braille file can be output to a refreshable braille display or
                 hard copy braille. Once corrected, the information is output on braille
                 paper using an embossing machine.

           2.2.6 Problems and issues mentioned by producers 

           þ     Time to produce alternate format materials

            If a specific title is not available for purchase or loan, it must be produced in-
           house.  WRM tells schools that the lead time required for materials is 6 to 8
           weeks or more for large print, 12 to 15 weeks for tape, and 6 to 8 months for
           braille.  Schools must provide one regular print book for large print, two copies
           for tape, and 2 to 3 copies for braille transcriptions.  SMS states that the time
           to produce alternate formats varies tremendously.  Braille can take months, e.g.,
           a grade 12 math book would be produced over 10 months, providing just what
           the student needs for the coming month.  CILS estimates that if a book is not
           already available in their collection or cannot be borrowed, it will take about 3
           months to produce it.

           A major problem for the K-12 agencies is that often little lead time is given for
           student materials.  In most provinces teacher resignations are not received until
           June.  School boards must then go through a hiring process, so that a teacher
           may not know that he or she has a blind child in the class until August.  The
           same problem occurs for post-secondary students, where professors do not have
           reading lists completed until late summer.  With such long lead times to
           produce alternate format materials, students often have to begin classes with a
           hired reader.

           þ     The complexity of text books

           Text-books are far more visually oriented than they used to be.  Large portions
           of the content have to be dealt with in some other way.  Symbols, diagrams,
           charts, graphs, and math equations cannot be easily output.  Visuals must be
           created in a tactile format or described in words inserted into the text.

           þ     Costs to produce alternate format materials

           CILS, which uses paid readers, estimates that it costs on average about $1,800
           to read a book onto tape, although these costs can go as high as $6,000.  One
           braille book ordered from the CNIB can cost $25,000 if it is complex, e.g.,
           math.  One producer estimated that the lowest quote for braille production is
           $.50-.60 per page, which would be for a simple text document.  For 300 pages
           the cost would be $150.  

           Producers of alternate formats note that their cost to produce braille and large
           print would be significantly reduced if they could work from e-text provided by
           the publisher.  Receiving these files would at least reduce the cost to scan and
           correct print copies.

           þ     Pricing

           Currently, the production of alternate formate materials for students is provided
           free of charge and materials for adult consumers are produced by the CNIB for
           loan from their library.   If e-text for use with accessibility software were
           produced for sale, true production costs may be greater than the retail cost of
           the print edition due to the file preparation work that is required.  Delivery
           mechanisms such as providing a Web site and administrative costs would also
           need to be taken into account.  As it would be unfair to pass these costs on to
           blind consumers, additional sources of funding would need to be found to
           support such a service.

           þ     Copyright

           The new Copyright Act (April, 1997) allows any person or non-profit
           organization to put any title into an alternate format if it is for the use of an
           individual who is blind or visually impaired.  Specifically, the Act states that:

                 32.(1) It is not an infringement of copyright for a person, at the request
                 of a person with a perceptual disability, or for a non-profit organization
                 acting for his or her benefit, to (a) make a copy or sound recording of a
                 literary, musical, artistic or dramatic work, other than a
                 cinematographic work, in a format specially designed for persons with a
                 perceptual disability.

           Two limitations are cited - Subsection (2) states that this does not authorize the
           making of a large print book, and Subsection (3) states that this does not apply
           where the work or sound recording is commercially available in a format
           specially designed to meet the needs of any person referred to in subsection (1).

           This means that there is no longer a requirement for organizations serving blind
           and visually impaired individuals to request copyright clearance from Canadian
           publishers or to pay a fee to CANCOPY.  However, most agencies continue to
           request permission to put titles into e-text because their major concern is to
           receive an electronic file from the publishers in order to facilitate production of
           all alternate formats.

           Producers of alternate formats note also that they have usually purchased at
           least 2 copies of a title, and the CNIB often purchases 4 copies in order to
           produce both audio and braille formats for their library.  This would not change
           even if they received e-text from the publishers as they need copies for readers
           and their monitors doing audio tape production, and at least one additional copy
           to see the structure of a book in order to prepare an adequate e-text version.

           þ     File formats

           As mentioned in the section on publishers above, the files used for printing a
           book vary tremendously in the various file formats that are used, and in the
           media on which they are delivered.  At the present time, a blindness agency
           would need staff who are trained to work with different software packages, and
           equipment to handle different media.  In addition, as well as the work required
           to prepare the content of an e-text file (adding captions for pictures, describing
           other types of visuals, etc.), a fair amount of work is required to get the
           publisherþs e-text file into a format suitable for use with accessibility software. 
           OLLIS reports that, in spite of the fact that they are receiving files in e-text, a
           fair amount of staff time is required to strip out SGML and typesetting codes
           and add HTML codes in order to prepare a file for their Web site.

     2.3   Consumers of alternate format materials

     A total of 10 consumers of alternate format materials were interviewed in depth
     regarding their use of electronic text (e-text).  The consumers included students,
     professionals, small business owners, homemakers and retirees.  For those who were
     employed, jobs included social service mediation, psychologist, and civil servant.  One
     person was unemployed. In general, the consumers tended to use e-text for work or
     volunteer activities.  While they considered e-text a great benefit for many purposes,
     they preferred braille or audio tape for leisure reading.  As one respondent said, the
     preference for the type of format depends upon the type of material and the intended
     use.

     The purpose of the interviews was to determine how these individuals were using e-
     text, where they were getting it from, the technology they used to read it, and what
     they saw as the benefits and weaknesses of e-text for accessing information.

           2.3.1 Source of e-text files

           The Internet was the most frequently mentioned source of information, with 8
           active Internet users among the 10 interviewees.  Of the non-Internet users, one
           said that while she used a computer to read at work, she found it awkward to
           read from a computer and did not want read that way at home.  One other did
           not yet have a modem but planned to get one soon.  Of those that used the
           Internet, several mentioned the Gutenburg Project (public domain classics) as a
           source of leisure reading materials, others mentioned þpublished itemsþ and
           electronic magazines.  All used the Internet for e-mail.

           Several mentioned scanning as a way to obtain e-text.  These individuals had
           scanners at home or at work and they were used in particular for reading
           correspondence.  One of the students said that if information he needed could
           not be obtained in any other way he used his scanner to access it.

           E-text on disk was another major source.  This included an in-house database
           accessed at work, files for reports and other documents needed for work or
           volunteer committee work, manuals, legal codes, etc. distributed by companies
           and government, and diskettes received from friends and family.

           Several mentioned e-text received from the CNIB, e.g., a cookbook, or
           purchasing e-text titles from Recording for the Blind and Dyslexic (a U.S.
           based organization). 

           2.3.2 Problems with using e-text

           þ     Acquiring it

           Problems in acquiring e-text included knowing what is available, locating it,
           and then actually receiving it.  One individual said he simply wanted to be able
           to get what he wanted in a timely fashion and not have to wait for an agency to
           produce it.

           þ     File formats

           A number of problems related to file formats were mentioned.  These included
           files that are not very accessible to a voice synthesizer, or files that come in
           Windows format and need to be converted to an ASCII file.  Some mentioned
           that not initially knowing what format the file is in creates a problem.  Also
           mentioned was the fact that files in ASCII do not work for math and computer
           science because ASCII does not accommodate symbols, diagrams, mathematical
           equations, etc. 

           þ     Formatting of  documents

           If documents are converted to ASCII, the pagination is lost and sometimes the
           text refers to this.  Also, if information is in a table it is hard to read with a
           voice synthesizer.  A similar problem occurs with federal government
           documents where English and French are in adjacent columns on a page.  One
           person mentioned that lines that go further than 80 characters are a problem. 
           Another mentioned a table of contents with dots leading up to the page number
           as an irritant.

           þ     Graphical interfaces

           There is a growing emphasis on graphical interfaces, which are preferred by the
           sighted but create difficulties for voice synthesizers.   The Windows interface is
           not helpful, nor is any software that requires heavy use of a mouse.

           þ     Labelling of disks

           Disks from any source other than a blindness agency are not labelled in a way
           that can be read by people who are visually impaired, i.e., with large print and
           braille.

           þ     Lack of computer expertise  

           Several of the respondents felt they lacked computer expertise and this made it
           difficult to resolve problems.   One mentioned that if there is an error message,
           she was uncertain as to whether it was caused by the e-text or a problem with
           the computer.  She also mentioned that there are many different programs to
           learn.

           þ     Learning styles not compatible with voice

           One interviewee said that she preferred braille, but most of the technology is
           for speech.  She felt that she does not learn well with audio, but braille is
           inconvenient. Another said she canþt absorb information as easily as she could
           if she were reading from braille copy.  However, she felt that a benefit of e-
           text is that it can be converted into braille easily.

           þ     Not a very comfortable way to read 

           One interviewee said that she likes to read the newspaper, but does not want to
           sit in front of a computer to do it.  Convenience and comfort are important
           factors for her in accessing information.

           þ     Scarcity of materials in French

           One interviewee, whose first language is French, mentioned the lack of
           materials in French as a problem.

           2.3.3 Benefits of e-text
     
           þ     Independence 

           This was the most frequently mentioned benefit.  One interviewee said þIt has
           opened up a whole new world for me - it is now so much easier to
           communicate, especially with e-mail and Internet news groupsþ.  Another said
           she can store and retrieve information independently and write letters on her
           own and does not need to depend upon another person to read or write for her. 
           Another said that she can now have access to parts of a newspaper where
           previously she needed a reader.  Others said that there is a greater variety of
           information available, and that it is much easier to communicate by sending
           information easily to another person.

           þ     Ownership

           The convenience of ownership was also seen as a major benefit, where the
           consumer can keep and access information when they want to and do not have
           to return it to a library.

           þ     General benefits of electronic information 

           The interviewees mentioned several benefits that would likely also be
           mentioned by sighted users, but are of even greater benefit to the visually
           impaired.  These include being able to search on a specific word or phrase - 
           braille and audio are not searchable, and audio takes a lot of patience; being
           able to pull out sections to quote in a paper, or to study it in more detail; spell
           checkers; and being able to share information with others in the moment (at the
           screen).

           þ     Speed in receiving the information

           If information is available in e-text, there is no need to wait for it to be
           transcribed from print.

           þ     A computer is more interactive.  

           One interviewee liked the interactivity of the computer.  This individual felt
           that braille is too slow to read and with audio þyou fall asleep as you listenþ.

           þ     Information does not take up space.

           Braille books are cumbersome, often resulting in several large volumes that are
           difficult to store.  E-text requires little or no space to store.

           þ     Ability to reproduce in any format 

           E-text can be used to produce braille, speech, or large print.

           þ     Cheaper to produce

           One interviewee noted that e-text would be much cheaper than braille or audio
           tape to produce and distribute.

           2.3.4 Improved access to information

           Interviewees were asked what would make it easier to get the information they
           need.  The responses follow:

           þ     Commercial access 

           Several of the interviewees mentioned that they want to get the material at the
           same time as everyone else - when it is published, at the same price.  There are
           major problems for consumers in finding out who does what, and in having to
           wait for agencies to transcribe books.  One interviewee wanted to be able to go
           to a bookstore and purchase a title on disk, or to be able to order the e-text
           locally, or to download from the Internet and pay for it. 

           þ     Access on the Web

           Several interviewees mentioned some variation on a web site as desirable,
           preferably one where all resources are available in one place, formatted to work
           with accessibility software. 

           þ     A way to know what is available 

           This interviewee suggested better availability of catalogues e.g., a web site
           about what is available and how to order it. 

           þ     Reasonable pricing.

           Most of the interviewees said that they would be willing to pay the same
           amount as the printed version for the e-text.

           þ     Reliability

           This individual wanted e-text that she could be sure she could load and read
           easily with her current software.

           2.3.5 Access to the Internet

           Eight of the 10 people interviewed were using the Internet and all but one of
           these preferred a text-based interface.  The one that preferred a graphics-based
           interface said he had the right voice software to use it - Jaws for Windows or
           Windows 95.  The two that did not have access did not have a modem,
           although one was planning to get one soon.

3    REQUIREMENTS FOR EACH STAKEHOLDER GROUP

In order to establish a system to provide e-text to blind and visually impaired consumers, the
following requirements would need to be met:

     3.1   For publishers:

     þ     Assurance of the security of their intellectual property, including a clear
           knowledge of the distribution and control in the marketplace.

     þ     Standards or guidelines related to preparing files, including file format and
           delivery medium (e-mail, diskette, etc.).

     þ     Little or no additional production cost for each title.

     þ     One-time delivery of a title in e-text, at the time of production.

     þ     Delivery to a central agency (note that there could be more than one central
           agency, each specializing in a particular market or type of publication).

     þ     Option to collect revenue from sales.

     3.2   For producers of alternate format materials:

     þ     Receipt of files in a standard format (e.g., HTML ASCII)

     þ     Receipt of files on a standard medium, or a limited range of media.

     þ     Available on demand (e.g., when requested by a student).

     þ     For services that are not government funded, subsidy of costs to prepare files,
           provide access (e.g., hardware), collect revenue (if required) and administer.

     3.3   For consumers:

     þ     A source of information as to what titles are available in e-text.

     þ     Information about the titles and the e-text versions available in one place.

     þ     Ability to purchase e-text and therefore have the benefits of ownership.

     þ     Price equal to the print version.

     þ     Available on demand (i.e., when they need it).

     þ     Material in a format compatible with accessibility software.

     þ     Content prepared for meaningful use.

     þ     If delivered on a diskette or CD-ROM, labelled in large print or braille.

     þ     Available in a variety of formats to accommodate different levels of technology
           use, e.g., diskette, Internet, straight ASCII files, HTML structured text.

4    TECHNOLOGY ISSUES

There are a number of technology issues which need to be considered when looking at ways
in which publishers can provide their materials to alternate format producers.  This section of
the report addresses those issues, including the current technologies used by alternate format
agencies, international standards activities, local standards activity in the printing and
publishing industry, standard file formats, and security of electronic files.  The section closes
with proposed standards for publishers to provide e-text.

     4.1   Current technologies used by alternate format agencies

     Alternate format producers currently produce in four formats - large print, braille, e-
     text, and audio tape.  Of these four formats, production of all but audio tape would be
     significantly more efficient if producers could work from an electronic file received
     from the publisher.  The four formats and their method of production are described
     briefly below.

           4.1.1 Large print

           The proportion of large print materials produced by alternate format producers
           varies.  The W. Ross Macdonald School statistics indicate that 25% of their
           circulation is for large print materials, while the Special Materials Services
           (SMS) of the Manitoba Ministry of Education and Training statistics indicate
           that over half of their production work is for large print materials.  These
           materials are produced either by using a photocopier to enlarge the text, or
           scanning to produce e-text from which large text can be printed.  Working
           from e-text is preferred because this allows flexibility in choosing font sizes,
           bolding where required, and printing on standard size paper (8.5" x 11") which
           is much easier for students to handle than larger paper formats.  The market
           survey indicated that 31% of visually impaired individuals aged 15 to 65 use
           large print.

           4.1.2 Braille

           The process to produce braille is described above (see section 2.2.5).  Almost
           all braille production is done from electronic files created by scanning the
           original text.  As already discussed, this is an expensive and time-consuming
           process due to the inaccuracy of the scanning process.  However, it is more
           efficient than re-keying text using a brailler.  Alternate format producers
           emphasize that reading and writing braille are essential literacy skills for blind
           individuals, just as reading and writing text is for the sighted.   For this reason
           braille will always be required for students.  The market survey indicated that
           37% of visually impaired individuals aged 15 to 65 used braille, but many of
           these also use audio and e-text.

           4.1.3 E-text - diskette, World Wide Web, digital audio

           Alternate format producers have been distributing e-text primarily on diskette. 
           This is a new mode of distribution of alternate format materials, but it is in
           great demand by students due to the ease of use, and the ease of handling
           compared to large, heavy, multiple braille volumes.  The market survey
           indicated that almost half (44%) of the respondents used a computer for
           reading, with another 11% planning to use a computer in the next 12 months. 
           Some of the alternate format producers serving student populations have been
           distributing e-text, with publisher permission, while the CNIB so far has
           distributed only public-domain titles. 

           Using the Web as a distribution mode for alternate format materials has been
           limited to the OLLIS project.  However, it presents opportunities for the
           distribution of e-text as it would eliminate the cost of purchasing, preparing,
           labelling, and mailing diskettes.  E-text files could be made available to
           individuals, and access could be controlled by passwords.  There are also
           mechanisms for charging for use on the Web, if a commercial system were to
           be established.  However, it should be noted that the market survey indicated
           that only about 50% of visually impaired computer users have access to the
           Web, so diskette distribution would also need to be offered as an alternative for
           those who do not have Web access.

           Digital audio books are another medium for distribution of e-text.  The DAISY
           (Digital Audio-based Information System) Talking Book System was described
           above (see section 2.2.3).  These are books which are distributed on a CD-
           ROM disk and played back on a special CD-ROM player which can handle the
           compressed data on the disk.  The benefit of digital audio books is that they
           can be navigated in much the same way as sighted readers navigate, e.g.,
           moving from the table of contents to specific parts of the book and moving
           from the index to specific pages.  While digital audio books are currently in the
           testing stage, in the future they may well replace the current analogue 4-track
           tapes distributed by the CNIB and blindness agencies in other countries.

           4.1.4 Audio tape

           Most of the alternate format producers serving student populations distribute
           audio tapes on standard 2-track formats.  However, the CNIB, along with other
           blindness agencies, distributes audio tapes in a special 4-track format, which
           allows twice the information to be recorded on one tape, thus reducing storage
           and mailing costs.  However, these 4-track tapes cannot be played on standard
           equipment, and special tape players must be distributed to users.  Recording of
           the tapes is done either by volunteers or by paid readers, depending upon the
           policies of the specific alternate format producer.  Audio tape is by far the most
           popular form of alternate formats, with 94% of the market survey respondents
           indicating that they use it.

     4.2   International standards activity
     
     The standards activity described below is related to electronic distribution, primarily on
     the Web.   However, most of these standards have been developed in order to allow
     publishers to leverage their investment in authoring by providing markup standards
     that are independent of output media and various platforms.  Also, these standards are
     important to the current study due to the recognition of accessibility requirements by
     the World Wide Web Consortium.

           4.2.1 The World Wide Web Consortium (W3C)

           The W3C was founded in 1994 to develop common protocols for the evolution
           of the World Wide Web.  It is an international industry consortium, jointly
           hosted by three organizations in the U.S., Europe, and Japan and is funded by
           member organizations.  The Consortium provides an opportunity to meet,
           discuss and reach agreement on common specifications.   Some of the issues
           dealt with by the W3C include standards for HTML, representation of math,
           graphics, accessibility (see WAI, below), intellectual property rights, security,
           privacy, and electronic commerce.  For further information see
           http://www.w3.org.

           4.2.2 Web Accessibility Initiative (WAI)

           The WAI (pronounced þwayþ) is a W3C activity with the purpose of making
           the Web formats and protocols (e.g., HTML) more accessible to people with
           disability.  In October 1997, the W3C launched the International Program
           Office (IPO) for the WAI to promote its activities.  The IPO is sponsored by a
           partnership of government, industry, research, and disability organizations and
           is funded by the National Science Foundation, the U.S. Department of
           Educationþs National Institute on Disability and Rehabilitation Research, the
           European Commissionþs TIDE Programme, and W3C industry members.  The
           IPO will coordinate the following five activities with regard to Web
           accessibility:

           þ     data formats and protocols
           þ     guidelines for browsers, authoring tools, and content creation
           þ     rating and certification
           þ     education and outreach
           þ     research and advanced development

           The WAI technical working group reviewed the format and protocol elements
           of the HTML 4.0 specification and provided feedback regarding accessibility
           issues to the W3C HTML working group.

           4.2.3 International Committee for Accessible Document Design (ICADD)

           ICADD is dedicated to making printed materials accessible to persons with
           print disabilities.  ICADD is an international nonpartisan consortium of
           representatives from industry, education, and the disabled community.  The
           objective of the committee þis to develop techniques and raise awareness
           (particularly in the publishing industry) so that documents will be made
           available to persons with print disabilities simultaneously and at no greater cost
           as the print enabled community enjoys.þ  ICADD participates in WAI.

     4.3   Local publishing industry standards activity

     The Canadian Publishers Association (CPA), the Association of Canadian Publishers
     (ACP), and the Canadian Book Manufacturers Association (CBMA) have established
     seven joint task forces to consider standards for the Canadian printing and publishing
     industries.  The Joint Task Force on Electronic Pre-Press was established to consider
     the topics of file preparation, proofing standards, and file archiving.  It is file archiving
     that is relevant to the current study, as it is possible that copies of the archived files
     could be used by alternate format producers.  The Task Force has been meeting since
     January, 1997 and the chairman stated that the final document is currently being
     prepared and will likely be completed by April, 1998.

     4.4   File formats

     There are two options for standard file formats which could be provided by publishers
     to alternate format producers.  These are ASCII and HTML.  A discussion of ASCII
     vs HTML for publishing in e-text is provided in a paper written by George Kerscher,
     Research Fellow at RFB&D for the IFLA Conference August 28, 1997 in Copenhagen,
     Denmark, titled Structured Text, the Key to Information Now and in the Future
     (http://www.rfbd.org/ifla97.htm).  ASCII and HTML are described briefly below:

           4.4.1 ASCII

           ASCII (American Standard Code for Information Interchange) is a standard
           code for representing characters as binary numbers.  It provides codes for 127
           characters (e.g., the alphabet in both upper and lower case, numbers, symbols
           and punctuation marks) and control codes (e.g., carriage return, backspace).  It
           is the most simple way to provide e-text, and most text formatting programs
           have modules which will output ASCII files.  Likewise, accessibility software
           can read ASCII files, and these are used by many blind computer readers to
           access all types of information.  But ASCII files are inadequate for producing
           books - structural elements such as headings, page numbers, list items, and
           tables can not be easily defined.  Kerscher notes the following problems with
           using ASCII files for standard book-reading actions:

           þ     moving from heading to heading within a chapter is difficult
           þ     going to a certain page is not dependable
           þ     searching for something in the book involves searching many different
                 files
           þ     moving from an index entry to the referenced page is difficult.

           In addition, the more complex the book, the more important the structural
           elements.  Textbooks, dictionaries and cookery books all require special
           elements to be identified which make them easier to use.

           4.4.2 Hypertext Markup Language (HTML)

           Hypertext Markup Language (HTML) is an SGML application but is designed
           specifically for coding layout and presentation on the Web.  An HTML file is,
           in fact, an ASCII file which carries tags, making it quite flexible for the
           purposes of alternate format producers.  HTML 4.0 is the latest version,
           developed and recently approved by the W3C in December, 1997.  However, it
           will be some time before version 4.0 is carried in text software packages.  Most
           will currently be carrying either version 2.0, developed in mid-1994 or 3.2,
           recommended in January of 1997.

           HTML files are now offered as an export option from the latest versions of
           Word and WordPerfect and some page make-up software.  If page make-up
           software does not export in HTML, it would be possible for those programs to
           export to Word or WordPerfect and then convert those files to HTML.

           The W3C has included universal accessibility as a general principle for good
           HTML design.  The belief is that making the Web more accessible to those
           with disabilities will effectively help everyone.  This is the þcurb-cutsþ
           philosophy, named after the introduction of curb-cuts to sidewalks, originally to
           accommodate wheelchairs, but with benefits for mothers pushing strollers,
           people on bicycles and in-line skates, and people with grocery carts or luggage
           on wheels.  HTML 4.0 has accessibility features including the requirement to
           provide textual and aural descriptions for visual resources for Web pages.

     4.5   Security of electronic files

     A major concern of publishers is the security of their intellectual property due to the
     ease of copying electronic files.  However, agencies serving blind and visually
     impaired individuals now have the legal right to distribute any published material in
     any format (except large print) if requested by a qualifying person to do so.  If
     requested, agencies will create electronic files via scanning if they cannot acquire the
     electronic files from the publisher.  Also, most blind and visually impaired individuals
     with computers have scanners and they could scan any work they want to read. 
     However, most do not do this due to the time and effort involved.  Given this
     environment, the best way for publishers to protect their intellectual property is to
     work with alternate format producers to control electronic distribution.  This can be
     done in a number of ways, such as:

     þ     seeking official verification as to the existence of a visual impairment.  All of
           the non-commercial alternate format producers currently do this.
     þ     requiring that the visually impaired user sign an agreement which outlines the
           terms of their use of the electronic material.  Users could sign one blanket
           agreement at the time they are registered for service.
     þ     if the service is offered over the Internet, requiring a pass-word for access.

     User agreements and pass-word access are used by most electronic publishers and are
     considered adequate for protection against unauthorized use.  Publishers of professional
     reference works (law, medicine) have been living with this risk over the last ten years. 
     Also, alternate format producers point out that materials prepared for use by the
     visually impaired are not generally appealing to the sighted public.  They contain none
     of the visual layout and formatting conventions, no graphics, and inserted explanatory
     text which likely would be irritating to sighted readers.  In addition, most sighted
     readers prefer to read books in print rather than on their computer screen.

     4.6   Proposed standards for providing e-text to alternate format producers

     It is clear that a project to provide e-text to alternate format producers should build
     upon existing international standards and the capabilities of the software packages
     currently in use by publishers and their suppliers.  Alternate format producers have
     indicated that, at a minimum, they would like to receive ASCII files.  These would
     eliminate the costly and time consuming work of scanning printed publications and
     correcting the scanned files.  However, when working with ASCII files, there will still
     be extensive work required to add structure to the electronic files, and this will be
     required whether the planned output is large print, braille, digital audio books, or
     books delivered in e-text.  Therefore, the preferred format is HTML files.  These are
     ASCII files which carry coding for the structure of the book.  If the coding is not
     needed (e.g., the consumer does not have the software to use it), then it can be
     stripped out relatively easily.

5    OPTIONS FOR PROVIDING ELECTRONIC FILES TO ALTERNATE
     FORMAT PRODUCERS.

This section of the report looks at two options for providing published materials in electronic
format to alternate format producers.  Note that both options require that publishers perform
one extra task in the publication process.  They must assure that an archival copy of the
electronic version of a title is produced and documented.

The options are based on the following assumptions:

þ    alternate format producers would prefer to receive files in an HTML format, as it
     provides coding for the structure of the work, and it is easier to strip these codes if
     they are not needed than to add them if they are not present.  The second choice is to
     receive files in an ASCII format.

þ    all text management software today will output ASCII files, and many will output
     HTML files.

þ    most book publishing in Canada is done using page layout and typesetting software, so
     that electronic files have been produced for most titles published within the last two
     years.

þ    alternate format producers for students produce materials on demand.  They do not
     know at the time that a title is published that they will need it in the future and they
     therefore need access to archival files of titles in an electronic format.

þ    publishers may not have easy access to current or archival electronic files.  While
     some publishers maintain archival copies of the electronic files used to produce their
     titles, many do not.  Often archival electronic files are not easy to retrieve.  In
     addition, some publishers contract out most of the electronic preparation and
     typesetting work, and those files may remain with the external service company.  Each
     publisher will have to add an extra step to the end of the publishing process in order to
     create an electronic file in ASCII or HTML.

     5.1   Option 1: Archive electronic files at the publisher site

     With this option, publishers agree to maintain an archival copy of the electronic
     version of each title on site, in either an ASCII or HTML format, with appropriate
     documentation as to the format, how it was created (e.g., the software package and
     version), when, and by whom (i.e., the internal staff or external company). They also
     agree to assign responsibility for the archived files to one individual within the
     publishing company.  This person would also be assigned responsibility for liaison
     with the alternate format producers and their name and title would be published in a
     list of people to contact if and when the title is requested by a person with visual
     impairments.  When requested, the publisher liaison would find the archived electronic
     file and the documentation and would transmit both to the alternate format producer,
     on a mutually agreed medium.

           5.1.1 Benefits

           þ     Is faster and easier to implement as it requires less industry-wide
                 coordination and organization than option 2.

           þ     Requires no special funding allocation for a central service.

           þ     Publisher maintains control of their own files.

           5.1.2 Limitations

           þ     There is a greater cost for publishers as they must set up and maintain
                 the archival files.

           þ     Publishers must respond to each individual request from alternate format
                 producers.

           þ     Alternate format producers must go to each publisher each time they
                 request a title.

     5.2   Option 2: Establish central agency to collect and release electronic files

     With this option, a central agency or clearinghouse is established allowing publishers
     to send each newly published title to a reputable agency which would then redistribute
     to alternate format producers when requested.  This agency could be established either
     within the publishing industry, or it could be an alternate format producer.  The work
     required by the publisher is limited to the creation of an archival copy at the time of
     publication of the electronic version of each title in either an ASCII or HTML format,
     with appropriate documentation as to the format, how it was created (e.g., the software
     package and version), when, and by whom (i.e., the internal staff or external
     company). The publisher would also agree to assign responsibility for the archived
     files to one individual within the publishing company, but this personþs responsibility
     would be limited to assuring that the archival copy is sent to the clearinghouse. 
     Clearinghouse staff would then be responsible for liaison with the alternate format
     producers.  Clearinghouse staff could also maintain information on whether a publisher
     had an electronic file in the first place (e.g., if jointly published they may not) or
     whether they have electronic distribution rights, and could field requests from the
     alternate format producers. 

           5.2.1 Benefits

           þ     There is less cost and effort for the publisher.  They are required to
                 produce one archival copy of the electronic file plus documentation and
                 send both to the clearinghouse, but they are not required to maintain
                 files and respond to requests.

           þ     The publisher has one organization to interact with (the clearinghouse)
                 rather than each alternate format producer.

           þ     For alternate format producers, there is only one organization to interact
                 with rather than each publisher individually.

           þ     The clearinghouse staff can assure that publisher requirements for
                 distribution of their titles are met.

           þ     The clearinghouse staff can identify and resolve problems that arise for
                 both the alternate format producers and the publishers.

           þ     The archival electronic files at the Clearinghouse provide a backup for
                 publishers if internal files or files archived at the book manufacturerþs
                 site  are lost.

           5.2.2 Limitations

           þ     Requires more industry-wide organization and coordination than option
                 1.

           þ     Requires funding for staff, office space and equipment.

           þ     Publisher does not maintain direct control over distribution of its files,
                 but can set requirements with clearinghouse staff.

6    
RECOMMENDATIONS

It is recommended that:

     6.1   The Book and Periodical Council (BPC) work with Canadian publishers to
           establish an industry-wide agreement to support alternate format producers by
           providing electronic text of their publications for the exclusive use of blind and
           visually impaired consumers, within the context of current Canadian copyright
           statutes, and that

           6.1.1 Canadian publishers agree to provide the electronic text of the final
                 approved version of the work, with related documentation, in an HTML
                 format if that output option is available in the software used to produce
                 the print version of the title, otherwise in an ASCII format.

     6.2   A Clearinghouse be established for the purpose of receiving electronic copies of
           the final approved version of published works and their documentation from
           publishers, maintaining those files so that they can be quickly and easily
           accessed, and providing those files to alternate format producers when
           requested, and that

           6.2.1 the Clearinghouse be established under the auspices of the BPC, and
                 that 

           6.2.2 the BPC establish a relationship with Cancopy for the purpose of rights
                 clearance as appropriate, and that

           6.2.3 the BPC be funded to produce a business plan for the Clearinghouse.

     6.3   A liaison person be established at each publishing company to interact with
           alternate format producers, and later with the Clearinghouse, and that publishers
           begin immediately to create archival files of their publications.

     6.4   The BPC organize an information seminar before March 31, 1998 for the book
           production and manufacturing sectors to discuss the implications of the report.

                                APPENDIX 1:

         List of law publishers participating in the OLLIS project

Carswell                          Industrial Relations Centre 
Canada Law Book                   Law Society of Upper Canada
Butterworthþs                     Reed Books
Irwin Law                         West Publishing Co.
Aspen Publishers, Inc.            Oxford University Press
CCH                               Purich
Libraxus                          McClelland & Stewart
SOQUIJ                            Fred B. Rothman & Co.
Yvon Blais Inc.                   Universit‚ de Sherbrooke
Emond Montgomery                  Societ‚ DuBarreau Canadien
Canada Communication Group        Les ditions Th‚mis Inc.
Captus Press Inc.                 Wilson & Lafleur
Anderson Publishing

                                APPENDIX 2:

Individuals with expertise in using e-text for alternate format production

Sharlyn Ayotte
T-Base Research and Development
Ottawa, ON
Phone: 613-236-0866

Ross Eadie
Info Equity Inc.
Winnipeg, MB
Phone: 204-339-5287

Peter Field
Policy Officer
Diversity Management Technology Centre
Public Service Commission of Canada
Ottawa, ON
Phone: 613-943-2787
E-mail: peter.field@ms.psc-cfp.x400.gc.ca

Debbie Gillespie
Manager, Braille Production
CNIB
Toronto, ON
Phone: 416-480-7520
E-mail: gillesd@lib.cnib.ca

Terry Green
OLLIS (Online Law Library & Information System)
University of Ottawa
Ottawa, ON
Phone: 613-562-5800, ext. 3713
E-mail: ollis@uottawa.ca

Mark Joly
President
Access 20/20
Ottawa, ON
Phone: 613-727-9508

Chuck Letourneau  
Sterling Access Services
Ottawa, ON
Phone: 613-820-2272
E-mail: cpl@starlingweb.com

Jessica Monk
Manager, Braille and Electronic Text Production
CNIB
Toronto, ON
Phone: 416-480-7520
E-mail: monkj@lib.cnib.ca

Karen Taylor
Director, Production and Community Services
CNIB
Toronto, ON
Phone: 416-480-7520
E-mail: taylork@lib.cnib.ca

Paul Thiele
Crane Resource Library
University of British Columbia
Vancouver, BC
Phone: 604-822-2223

Jutta Treviranus
Manager
Adaptive Technology Resource Centre
University of Toronto
Toronto, ON
Phone: 416-978-5240
E-mail: jutta.treviranus@utoronto.ca

Gary Zarbok
Compuscribe
Calgary, AB
Phone: 403-270-8834

                                APPENDIX 3:

                    Projects for further consideration

While the focus of this study was on the immediate problem of how Canadian publishers
could assist alternate format producers in making published materials more accessible to the
visually impaired, the interviews with visually impaired consumers and the market survey
indicated that there are other projects which would provide significant benefits.  These
projects are presented below for consideration by the BPC.

1    Making e-text commercially available to visually impaired consumers

Visually impaired consumers have indicated that they would like to be able to purchase
materials in alternate formats and have access to them at the same time as the print edition is
published.  Currently, visually impaired consumers who are not students can purchase a
commercially available audio tape, but only if the title has been published in that format. 
Otherwise they must borrow the title from the CNIB Library in either an audio or braille
format.  Borrowing means that they often must wait their turn, and it also means that they
must return the title when they have read it.  In addition, consumers can only borrow what
has been produced, and only a small fraction of published materials are actually converted
into alternate formats.

The BPC might consider a project to evaluate setting up a centralized service, where visually
impaired readers could purchase recently published materials, in the alternate format of their
choice.  A good model for such a service is T-Base Research and Development Inc. which
provides government and business information in alternate formats via a touch tone ordering
system.  CNIB is also offering a similar system with Visunews, their telephone information
access and delivery system which will allow access to Canadian newspapers, magazines and
other publications via the telephone.  In 1991 Statistics Canada undertook the Health and
Activity Limitation Survey (HALS) which estimated a total of 92,000 adults with severe
seeing difficulty in Canada, and these individuals would be the potential market for such a
service .  

In addition, the BPC could consider a project to evaluate establishing an Internet Web site for
the commercial distribution of e-text.  The market survey undertaken in conjunction with this
study estimated a total potential market for e-text would be about 17,000, although only about
50% (8,500) are currently on the Internet.  These numbers do not include individuals with
learning disabilities who would also greatly benefit from e-text books.

The RFB&D operates a service to sell electronic books and offers an online catalogue for use
by visually impaired consumers.  It should be possible to establish a similar service in
Canada.  E-text books from the RFB&D can be purchased in two formats - þenhanced
ASCIIþ, which carries some structural information to allow navigation through a document,
and Book Manager, a special, proprietary format developed by IBM and adapted by RFB&D
in 1993 for people with print disabilities.  Book Manager offers sophisticated search
capabilities, the ability to search multiple books on disk, the ability to use the table of
contents and move to specific pages or chapters, and bookmarks.  The Book Manager
software costs $75 USD.   RFB&D sells e-text books for between $15 and $20 USD per title.

2    Making information on alternate format titles available to consumers, preferably
     with one place to look

The individual interviews with visually impaired consumers conducted by the consultant at the
beginning of the study indicated that consumers would like to have information on specific
titles available in alternate formats, especially e-text, in one place.  There are a number of
files of these materials, maintained by various alternate format producers.  Also, the National
Library of Canada provides a source of information for alternate format producers on what is
available in alternate formats, and titles currently in production.  A discussion of some of
these files follows:

     þ     The National Library of Canadaþs Access AMICUS service

     The National Library of Canada (NLC) has maintained a centralized listing of alternate
     format materials held by Canadian libraries since November, 1983.  The union
     catalogue records for these materials are available online to subscribers through Access
     AMICUS.  There are over 145,000 AMICUS records for alternate format materials,
     with a list of which Canadian libraries hold them.  The file is used by alternate format
     producers to determine whether a specific title is available in an alternate format so
     that they can borrow it rather than undertake the costly task of producing it, and all of
     them contribute to the file, submitting records as soon as they know that a title is
     going into production.  However, a subscription fee is required to use Access AMICUS
     and for this reason it is used primarily by libraries and other information organizations,
     and not by the general public.

     The latest issue of NLCþs National Library News (January, 1998) reports that, in order
     to facilitate international resource sharing of alternative format materials, the National
     Libraryþs union catalogue records for braille, large print and talking books have been
     loaded onto the online union catalogue maintained by the Library of Congress National
     Library Service for the Blind and Physically Handicapped (NLS/BPH) since 1992. 
     The NLS database also contains information on the alternate format holdings of the
     Library of Congress itself, RFB&D, and blindness agencies in Ireland, Australia and
     New Zealand.   Libraries and producers reporting to the NLS union catalogue must
     agree to allow international interlibrary loan or sale of their alternative format
     materials.  The records in the NLS union catalogue can be searched via the Internet
     using the Library of Congress Information System (LOCIS) at
     http://lcweb.loc.gov/nls/nls.html.

     The NLC also has published a manual for libraries to use to evaluate their service to
     persons with disabilities (The Accessible Canadian Library II), a list of publications
     produced through the Large Print Publishing Program (a program that ran for 4 years
     under the National Strategy for the Integration of Persons with Disabilities) and a list
     of federal publications available in alternative formats.

     þ     The CNIBþs Visunet Canada

     As mentioned in section 2.2.3 above, the CNIB is currently developing a new service
     called Visunet Canada.  It includes VisuCat, which provides access to the CNIBþs
     Library catalogue of 50,000 titles in braille, PrintBraille, audio, electronic text and
     descriptive video through a Telnet connection; VisuText, which provides access to
     public domain materials in e-text; and Visunews, which will provide access to
     magazines, newsletters and newspapers through the telephone information access and
     delivery system.  All of these services are designed for access by visually impaired
     consumers.

     þ     Library catalogues available on the Internet

     Most universities now make their library catalogues available on the Internet as do
     many public libraries, and these catalogues contain information on materials available
     in alternate formats.  However, visually impaired consumers would have to search each
     catalogue separately.  Also, any materials they found would likely not be for sale, and
     would have to be borrowed through an interlibrary loan request initiated at a local
     library.

It is clear that information about alternate format materials is accessible, but not in a way that
meets all of the needs of visually impaired consumers.  The CNIB service is available via
computer access, but titles are not displayed until the CNIB has the item ready for circulation,
and most CNIB items are not available for sale.  Even more comprehensive information is
available through the NLC Access AMICUS service, but pricing and access methods are
geared to institutional and professional use. 

The BPC might consider a project to evaluate the creation of a file of alternate format
materials which would utilize the information contained in the NLC file and which would be
designed for use by visually impaired adults to locate titles they could purchase or borrow.  It
is noted that most alternate format producers have a mandate to provide materials only to
their specific clientele and may not be able to provide service to adult consumers who are not
students.

                                APPENDIX 4:

                           Market Survey Report