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Several people requested that I send a digest of replies to my recent query. Several people suggested the RNIB website (see below), and also magda (www.magda.org.uk; although this link seems not to work anymore - any know if they're still around?). Digest of Information follows: --------------------------------------------------------------- From Amy Elias, Access Officer, Royal Academy of Arts: How can I make information accessible? Blind and partially sighted people read information in different ways. For many partially sighted people, well-designed print information using a minimum of 12 point text is enough, although RNIB recommend 14 point, to reach more people with sight problems. Others will need this information in a different format to standard print. This could be larger print, spoken word audio on cassette tape, braille, electronic documents on floppy disk or over the internet. One format cannot suit everyone. You should produce information in a range of formats. How much does it cost? Making information accessible is often cheaper and easier than many people think. When compared with how much your company or organisation spends on standard print information, the cost is probably very small. Adopting our Clear Print guidelines can be done immediately and at virtually no cost. What is an accessible information policy? One way to make sure your organisation is meeting the needs of all your customers is to develop an accessible information policy and guidelines. Check the information you produce and prioritise it. Some information should be available from the outset in different formats to standard print, for example information for mass distribution, aimed at older people, or on issues such as health. Other information should be available in different formats when a customer requests it. When you produce information in a range of alternative formats it should be: * equivalent quality as standard print * same price as standard print * available at same time as standard print. It is essential to plan the production of the alternative formats at the same time as planning your standard print version. Accessible information guidelines will help you do this by making the production of alternative formats part of the planning process. It will also raise staff awareness of the needs of blind and partially sighted customers. How can I let people know that accessible information is available? Once you have produced your alternative formats, you need to let your customers know they are available. Unfortunately, many blind and partially sighted people have low expectations of getting information in a way they can read, so they don't ask for it. This is often misinterpreted by organisations as lack of demand. Every standard print publication should have a clear, large print statement (16 point) in a prominent place about the availability of alternative formats. Local radio, public libraries, Talking Newspapers and local societies for blind and partially sighted people are also useful ways to reach people with sight loss. Clear print Clear print is a design approach which better takes into account blind and partially sighted readers. Simply, a Clear Print document will find a wider audience. The solutions we propose are straightforward and inexpensive, focusing on some basic design elements, for example font, type size, contrast and page navigation. Clear Print differs from large print in the size of the type used (known as point size). Clear Print documents set text in a minimum type size of 12 point (although we recommend 14 point to reach more customers with sight problems). Large print documents are produced in a larger type size, ranging from 16 to 22 point. Clear Print guidelines are based on our experience of the issues over many years together with advice from experts in the field. Currently more research is underway into areas such as contrast, type size and page layout. RNIB hosts a scientific advisory panel to ensure that our guidelines are based on sound research and take expert opinions into account. Type size The size of the type (known as point size) is a fundamental factor in legibility. We recommend a typeface between 12 to 14 point. To make sure you reach more people with sight problems it's better to go for 14 point. Contrast The better the contrast between the background and the text, the more legible the text will be. Note that the contrast will be affected by the size and weight of the type. Black text on white background provides best contrast. Typeface As a general rule, be guided by typefaces such as Arial, Universe and New Century Schoolbook. These are all good examples of clear and legible typefaces. Avoid simulated handwriting and ornate typefaces as these can be difficult to read. Type styles Capital letters and italicised text are both generally harder to read. A word or two in capitals is fine but avoid the use of capitals for continuous text. We advise that italic text is not used where an alternative emphasis is available. Leading The space between one line of type and the next (known as leading) is important. As a general rule, the space should be 1.5 to 2 times the space between words on a line. Type weight People with sight problems often prefer bold or semi-bold weights to normal ones. Avoid light type weights. Numbers If you print documents with numbers in them, choose a typeface in which the numbers are clear. Readers with sight problems can easily misread 3, 5, 8 and 0. Line length Ideally, line length should be between 60-70 letters per line. Lines that are too long or too short tire the eyes. The same applies to sentence and paragraph lengths, which should also be neither too long nor too short. Word spacing and alignment Keep to the same amount of space between each word. Do not condense or stretch lines of type. We recommend aligning text to the left margin as it is easy to find the start and finish of each line and keeps the spaces even between words. We advise that you avoid justified text as the uneven word spacing can make reading more difficult for people with sight problems. Columns Make sure the margin between columns clearly separates them. If space is limited, use a vertical rule. Reversing type If using white type, make sure the background colour is dark enough to provide sufficient contrast. Setting text Avoid fitting text around images if this means that lines of text start in a different place, and are therefore difficult to find. Set text horizontally as text set vertically is extremely difficult for a partially sighted reader to follow. Avoid setting text over images, for example photographs. This will affect the contrast and, if a partially sighted person is avoiding images, they will miss the text. Forms Partially sighted people tend to have handwriting that is larger than average, so allow extra space on forms. This will also benefit people with conditions that affect the use of their hands, such as arthritis. Navigational aids It is helpful if recurring features, such as headings and page numbers, are always in the same place. A contents list and rules to separate different sections are also useful. Leave a space between paragraphs as dividing the text up gives the eye a break and makes reading easier. Printing Avoid glossy paper because glare makes it difficult to read. Choose uncoated paper that weighs over 90 GSM. As a general rule, if the text is showing through from the reverse side, then the paper is too thin. Format When folding paper, avoid creases which obscure the text. People who use screen magnifiers need to place the document flat under the magnifier, so try not to use a binding method that may make it difficult to flatten the document. Large print For many blind and partially sighted people, larger print is essential. No single size is suitable for everyone, but most people prefer their large print in the range of 16 to 22 point. If possible, for example with personal communication, always ask your customer which size suits best. You can produce simple large print documents yourself in-house with your word processor, but more complex jobs may need to be sent to a commercial printer. ------------------------------ From Virginia Havergal Regional Learning Development Officer South West Museums, Libraries and Archives Council: Try this link http://www.snh.org.uk/wwo/Interpretation/pdf/access.pdf Created by Scottish National Heritage and is a very good summary of the issues regarding museum interpretation. You may also like to view the RNIB 'See it right' pack which is also available online http://www.rnib.org.uk/xpedio/groups/public/documents/PublicWebsite/publ ic_seeitright.hcsp ----------------------------------------------- Kate Osborne of the Royal Albert Memorial Museum also sent me a very helpful text guideline document, although I don't think this list supports attachments. Ms Regan Forrest Senior Consultant (Interpretation) Haley Sharpe Design Leicester, UK