Notes for NMPAs who prepare accessible materials for print-disabled students
1. Scan & Save Scan the document and convert it to Microsoft Word format.
When scanning the document, ensure the scanner is set to scan at 300dpi Greyscale.
We recommend using OmniPage to perform the conversion to Microsoft Word format, but if you have access to other OCR software and are familiar with using it, there is no reason why you should not use it.
Recommended save settings in Omnipage: Look in: H:\ drive or USB pen
File name: name your file appropriately : e.g. author- title-page from-pages (ex: Stanlake-Introductory Economics-pages 23 to 36) Save as: Text
File Type: Microsoft Word (*.doc)
Formatting Level: Flowing
Note: Flowing keeps pagination but the document may need to be saved as plain text and heading styles applied in Word prior to embossing as Braille, if required.
File options: Create one file for all pages
Page range: All Pages
Note that there may be some students for whom PDF is a preferred format. In this case choose to save as PDF Searchable Image once OCR & proofreading is complete in Omnipage. If text-to-speech is not required, you can provide the original PDF without performing OCR.
2. Proofread Be sure to proofread the document both when Omnipage (or other OCR software) gives you the opportunity to do so, AND once it has been saved as a Word document.
3. Copyright Statement Every document you scan should have a completed Scanning Record Sheet detailing the terms of the Copyright (Visually Impaired Persons) Act 2002 appended to the top of it.
The Scanning Record Sheet should be fully completed with the appropriate details.
4. Distribute As well as being passed on to the student, all scanned documents should be emailed to [email protected] with a request for it to be included in the Digitool Restricted Collection.
Note: The Digitool Restricted Collection is a repository of documents scanned at the University under the terms of the CVIP which allows future access to these documents without them having to be rescanned.
5. Braille?
1. Simplify the document – if in Word, save as Plain Text (*.txt) then reopen in Word, or if working directly from Omnipage choose Plain Text as Formatting Level when saving as a Word doc.
2. In Word, use the Show/Hide button to show hidden characters such as paragraph marks.
3. Remove the following:
a. Paragraph marks if they appear at the end of every line. They should only appear at the end of a paragraph.
b. Multiple spaces
c. Blank lines
d. Images (they cannot be reproduced in Braille – leave the caption and add [Image Removed]).
4. Insert the following:
a. Heading Styles (use up to 3 levels) where appropriate to give the Braille document structure
b. Original page numbers in appropriate place (these may already be in the text if they were included in the scan)
5. Save as a Word document. Advise student to send document to [email protected] to request embossing.
See also documentation at http://www.abdn.ac.uk/assistivetechnology/facilities/braille-embosser/
6. Need help? It is recommended that you make use of the [email protected] mailing list if you are having difficulties with a particular document, to report faulty scanning/OCR equipment or just to exchange tips and ideas. This list is circulated to those who have taken on this NMPA role (so you can help each other), the disability advisers and the assistive technology team.
If you prefer, you can contact the Assistive Technology Team directly on 01224 27-3336 or email: [email protected] Documentation can be found on the Assistive Technology website at www.abdn.ac.uk/assitivetechnology