2008 03 Floppy Disk Survey

RNIB Centre for Accessible Information (CAI) Research report #3

Analogue to digital transition Floppy disk survey

Published by: RNIB Centre for Accessible Information (CAI), 58-72 John Bright Street, Birmingham, B1 1BN, UK

Commissioned by: As publisher

Authors: (Note: After corresponding author, authors are listed alphabetically, or in order of contribution)

Heather Cryer*, John Worsfold, Sarah Home

* For correspondence Telephone: 0121 665 4211 Email: [email protected]

Date: 27 March 2008

Document reference: CAI-RR3 [03-2008]

Sensitivity: Internal and full public access

Copyright: RNIB 2008 © RNIB 2008 Citation guidance: Cryer, H. et al (2008). Analogue to digital transition - Floppy disk survey. RNIB Centre for Accessible Information, Birmingham: Research report #3.

Acknowledgements: Thanks to: Dave Gunn Joan Longstaff Rob Longstaff Sarah Morley Wilkins

CAI-RR3 [03-2008] 2 © RNIB 2008 Analogue to digital transition - Floppy disk survey

FINAL Version ©RNIB 27 March 2008

Prepared by:

Heather Cryer (Research Officer, CAI) John Worsfold (Consultant, Access and Innovation Group)

Contents

Executive summary...... 5 Introduction...... 10 Section 1 - Environmental landscape...... 11 Introduction...... 11 The environmental landscape...... 12 Floppy disk manufacturers...... 13 Technology...... 14 How others have tackled this issue...... 15 RNIB’s current position...... 16 Conclusion...... 16 Recommendations...... 17 Section 2 - Survey of the transcription industry...... 19 Introduction...... 19 Analysis of respondents...... 20 Procedure...... 21 Analysis...... 21 1. To what extent are floppies being used?...... 21 2. Types of information stored on floppy...... 22 3. Feedback from customers...... 23 4. Impact on business...... 23 5. Indications from suppliers...... 23 6. Are customers asking for floppy disk?...... 24 7. Worldwide organisations...... 24 8. General comments...... 24 Conclusions and recommendations...... 25 Section 3 - User feedback on use of floppy disk...... 26 Introduction...... 26 Procedure...... 29

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Analysis...... 29 1. Information received on floppy disk...... 29 2. Reasons for receiving information on floppy disks...... 31 3. Devices relying on floppy disk...... 32 4. Alternative formats...... 34 5. Moving away from floppy disk...... 38 6. Further comments...... 40 Conclusion and recommendations...... 42 Overall report conclusions...... 45 Appendix 1 – Industry questionnaire...... 47 Appendix 2 - User Survey...... 56

CAI-RR3 [03-2008] 4 © RNIB 2008 Executive summary

Introduction

A three-part project was carried out into the use of floppy disks, to inform RNIB's decision making regarding continued use of this format. The first section, a study of the environmental landscape, was carried out to determine current trends in the production and availability of floppy disk media. Secondly, a survey of transcription agencies was conducted to determine current levels of distribution of floppy disks, and how any transition away from this media may affect the transcription industry. Thirdly, users were interviewed regarding their use of floppy disks to determine whether they could access information in alternative formats.

Section 1 – The environmental landscape

The floppy disk as a medium is on its way out, with it becoming increasingly difficult to get hold of floppy disks and equipment in which to use them. Various manufacturers of floppy disks are ceasing production, and allowing their stocks to run out. RNIB's current stocks of floppy disks should last for approximately 2 years.

In considering what should replace the floppy disk, figures suggest CDs have mostly filled this gap. However, CDs themselves are beginning to lose out to solid state1 media such as memory sticks, compact flash, SD memory cards etc. Solid state media may be a useful replacement for floppy disk, as it can mimic the functionality of the floppy with further benefits. Solid state media has greater capacity than floppy disk, and can hold various formats of data (such as audio, text, video, and pictures). Formats such as DAISY come with further benefits such as easy navigation, ability to bookmark and so on. Furthermore, solid state media can be used in a variety of devices, making it a flexible medium.

1 The term "solid state" has been used when referring to storage media. Solid state storage is implemented using integrated circuits (semiconductors) with no moving parts as opposed to disk storage using rotating disks. As solid state devices have no moving parts they are less likely to break down than devices with moving mechanisms.

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The end of floppy disks is not imminent, as stocks will take some time to run out. However, the media will eventually be gone, therefore plans should be made for its replacement. Recommendations based on the environmental landscape include:

 User requirements should be explored to determine demand for an alternative to floppy disks  Clients should be informed of the variety of media available, to inform their choice of replacement formats  A transition strategy should be drawn up, involving users and industry  The transition strategy should be communicated within RNIB to ensure staff awareness and commitment  The potential of solid state media as a replacement medium should be explored, including the cost implications of this transition

Section 2 – Survey of the transcription industry

Transcribers were surveyed to determine current production of information on floppy disks, how the transition away from floppy disks may affect the transcription industry and to help develop solutions to support this transition.

25 UK transcribers and 2 transcribers from other countries responded to a questionnaire. 39% reported having produced information on floppy disks, with 22% currently doing so. Those currently producing floppy disks stated they would continue to do so in line with demand, although one respondent estimated they would cease within the next 2 years. Those who no longer produced floppy disks had stopped in the past 1 to 3 years, due to lack of demand.

Users receiving information on floppy disk represented around 1- 2% of organisations' customer base.

In terms of what information was distributed on floppy disk, respondents reported putting up to 5 different formats on floppy disks. The most common format was Word files, which all producers of floppy disks reported distributing.

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Transcribers who had stopped producing information on floppy disks stated that this had had no negative impact on their business. Floppy disks had been commonly replaced by CDs, although some producers reported replacing floppy disks with email and web distribution of information.

Most organisations stated they were not asked for floppy disks except from customers who already received that format.

Overall, it appears demand for floppy disk is low. Research with current users of floppy disks was undertaken to determine whether these users could receive other formats (see section 3).

Section 3 - User feedback on the use of floppy disk

Previous research showed that BT provide bills on floppy disk. BT's Age & Disability team were contacted to discuss this, and reported that a recent survey found 100% of customers receiving floppy disk would be happy to move to an alternative format.

This survey aimed to determine whether feelings were similar amongst RNIB customers, and to explore any problems users might have in moving away from floppy disks.

A random selection of 22 customers who receive information from RNIB on floppy disk were interviewed. Few (18%) received floppy disks from any other source, other sources being TNAUK and personal friends. The most popular material received on floppy disk was leisure reading, particularly magazines.

The main reason for users receiving information on floppy disk was that they didn't know it was available in other formats. Other reasons included habit and to be able to put the information on their computer and to manipulate this information. Some respondents reported also using floppy disks for storage and transfer of personal files.

Few respondents (14%) reported owning devices which relied solely on the use of floppy disk, these devices being a scanner, an old PC and a Braille Lite. All these respondents could receive information in other formats, but required floppy disks to transfer information between machines.

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100% of respondents could access information in alternative formats, the most commonly used being audio (particularly CD and DAISY), email, data CD and over the internet. 86% reported they could move away from floppy disks if the information was available in other formats, with the most popular formats being CD, email and DAISY.

Findings suggest RNIB could cease provision of information on floppy disks, as users can access alternative formats. Potential alternative formats to offer could be audio or email. User requirements should be considered in decision making regarding formats offered, for example, whether users like to edit or manipulate the information they receive. Improved communication with customers is required to inform them of other formats available, and training may be required for some users to get to grips with other formats. Further research may be required regarding how users with older technology transfer their information as technology progresses.

Conclusions/Recommendations

The supply and demand for floppy disk over the last few years has continued to steadily decline, to a level that commercial high street retailers have now ceased to make provision for this format. Some manufacturers and suppliers are also ceasing production of the format, meaning stocks will start to decline. This said RNIB are in an advantageous position holding approximately 2 years worth of stock reserve.

Findings from the transcription industry survey showed under a quarter (22%) of organisations stated they currently distribute floppy disks with less than a fifth (19%) being asked for floppy disks by customers, representing only 1% to 2% of their overall customer base. Those organisations that had stopped disseminating information on floppy disk reported no negative impact on the business of the move from floppy to another format. The floppy disk has primarily been replaced with the compact disk (CD) but organisations also indicate that they utilise email, and web distribution methods instead of floppy disk.

Findings from the user survey suggest RNIB could cease provision of information on floppy disk, as users can and do access information in alternative formats. Further consideration should be

CAI-RR3 [03-2008] 8 © RNIB 2008 given to which alternative formats should be offered. Survey findings suggest audio or email may be preferred by users, although as highlighted in the environmental landscape section of this report, there may be scope for the use of solid state media in replacement of the floppy disk.

Recommendations for further work into the provision of floppy disk include:

 User requirements should be gathered to gauge demand, to determine which alternative formats may be required and highlight the functionality required by users (for example, ability to edit information)  A strategy should be drawn up detailing how the transition away from floppy disks will be made. This should involve users and the transcription industry, and be clearly communicated within RNIB  Communication should be improved between RNIB and its customers to keep customers informed of the other formats available  Training and information may be required to help users move away from floppy disks  Further research may be required to look into the issues surrounding personal use of floppy disks for storage and transfer of information

CAI-RR3 [03-2008] 9 © RNIB 2008 Introduction

An internal RNIB report by Rob Longstaff (Operations Manager, Technical Development) published in August 2007 highlighted the fact that internal production and distribution of information on floppy disk is diminishing. Further investigation was deemed necessary and the Access and Innovation group (AIG) was tasked with undertaking three pieces of research conducted by a consultant from AIG and the Centre for Accessible Information (CAI). These three studies were:

1. Assessing the environmental landscape in terms of production and demand forecasts for floppy disks 2. Investigating the use and dissemination of floppy disks within the transcription industry 3. Surveying users, including gathering user views about why they use floppy disk, what they like about the format and why they choose to use this format over any other

Initially, this was attempted as part of a wider project regarding the transition to digital media, with particular focus on the transition of audio information from compact audio cassette. However it was soon deemed necessary to separate the findings for audio and data related information, hence this separate floppy disk report.

This report covers the three studies:

 Section 1 - Environmental landscape in terms of production and demand forecast  Section 2 - Use and dissemination of floppy disk within the transcription Industry  Section 3 - User feedback on the use of floppy disk

CAI-RR3 [03-2008] 10 © RNIB 2008 Section 1 - Environmental landscape

This section of the report aims to provide an insight into the global availability of floppy disk media now and in the foreseeable future.

Section contents

Introduction...... 11 The environmental landscape...... 12 Floppy disk manufacturers...... 13 Technology...... 14 How others have tackled this issue...... 15 RNIB’s current position...... 16 Conclusion...... 16 Recommendations...... 17 Introduction

The information within this section of the report has been gathered from worldwide manufactures and distributors as well as information within the public domain.

This information will enable RNIB to form a national strategy for the provision of information on floppy disk media by:

 Providing a realistic timeline and guidelines for the availability of the floppy disk media  Enabling RNIB to plan any transition necessary to other digital media  Developing solutions to support industry and end users in making the transition  Implementing these solutions to help industry and end users to make the transition

It is RNIB’s intention to support organisations in the transition to other digital media and this report is a step in the right direction. After reviewing the future availability of floppy disk, we will have a better idea of options open to us. We will endeavour to provide guidance and support in the form of a road map to successfully empower organisations with the continued delivery of accessible information.

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This section covers 2 main areas:

 The environmental landscape - a global overview looking at the supply and demand chains for the availability of floppy disk now and in the foreseeable future  Recommendations as to the impact of replacing floppy disk media

The environmental landscape

The environmental landscape in relation to the continued supply of the floppy disk has largely been influenced by the success of new technology and the effect this has had on prices and consequently manufacturers.

This section will identify the current global trend in production and demand and what the projected forecast for continued supply might be.

The following information is from data derived from Magnetic Media Information Services (MMIS). Floppy disk production follows a similar declining curve to that of compact audio cassette tape. This is for similar reasons as the cassette but its use has been further restricted by accessing the media as new PCs no longer have floppy drives.

Table 1 provides details of estimated and forecast demand of floppy disks in millions of units within the main global regions for 2007 to 2010.

Table 1 Estimated and forecast demand of floppy disks 2. 2007 3. 2008 4. 2009 5. 2010 1. Estimate forecast forecast forecast 6. Japan 7. 33 (81%) 8. 23 (70%) 9. 16 (70%) 10. 12 (75%) 11. North 13. 127 12. 175(84%) 14. 89 (70%) 15. 63 (71%) America (73%) 16. Europe 17. 191(82%) 18. 134(70%) 19. 94(70%) 20. 65(69%) 21. Other 22. 189 (75% 23. 142(75%) 24. 106(75%) 25. 80 (75%) Areas 26. Global 27. 588 28. 426 29. 305 30. 220(72%) Total (79%) (72%) (72%)

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MMIS places worldwide demand (not production) for floppy disks at 588 million units in 2007 and forecast a 62% drop to 220 million units in 2010.

In 2007, European demand is estimated at 191 million, while North American demand 175 million units with "Other Areas" demand at 189 million. Japanese domestic demand is almost completely forgotten, estimated at only 33 million. By contrast, in 2003 production of floppy disks exceeded 1,200 million units.

Japanese Recording Industries Association (JRIA) foresees a global demand for floppy disks of 220 million units even in 2010. However whilst it is difficult ascertaining who the major manufacturers for 2007 were, most of the floppy disks (diskettes) produced in 2003 were manufactured by either by Imation Corporation in the U.S, or by companies in China and India.

Since these figures were released Imation has declared that it is closing its manufacturing plant in 2009 which will have an impact on the figures forecast.

It is fair to say that floppy disks are still being produced in 2007 and production is predicted to continue into 2010, albeit very small.

Floppy disk manufacturers

Whilst there are a few manufacturers still producing floppy disks, it is important to note the current declining trend amongst manufacturers and suppliers.

Imation

Imation was once a major manufacturer, shipping 5 billion diskettes from its plant in Wahpeton, North Dakota in 2003. Following its acquisition of TDK branded media and its "Global Managing Strategy” announcement on 7th May 2007 it has taken the decision to eliminate all of the "final converting operations" relating to its data-tape products over the next two years. This indicates it’s floppy disk fabrication operations facility will be closed down, with approximately 300 employees currently working at Wahpeton USA let go in stages. It is planned for the plant to close down completely sometime in 2009.

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Maxell (once a major supplier of floppy disks) have placed their last order EVER to their supplier.

The main reasons for this are not forthcoming but the storage capacity of the floppy disk, the availability of floppy drives on new PC’s and the increase in solid state media haven’t helped.

Hong Kong Parkly Technologies

Based in China, manufacturing 3.5in floppy disk under the brand LUSTER.

Technology

With a usable data capacity of just 1.44 MB or (2MB unformatted) the floppy disk has had to compete with the optical disk2 (CD) and now increasingly solid state media memory devices such as memory sticks, compact flash, SD cards etc.

The capacity of floppy disk has become a problem. Whilst by modern standards nearly all storage media has increased in capacity due to the increased use and volume of data that is now accessed, the capacity of floppy disks has not increased from its introduction. By way of comparison a 256MB static memory can store 177 floppy disks worth of data, whereas the more popular 1GB devices would store an equivalent of 694 floppy disks.

Today, few manufacturers make computers/laptops with floppy drives, so for users it can be a real challenge to be able to use them for file sharing.

This said there are devices within our industry such as Braille Lite units that only have a floppy disk drive as a means of data access. However it is predicted that users of these machines are few and it is further suggested they would have alternate means to access the data if required.

2 The term "optical disk" also refers to storage media. An optical disk is an electronic data storage medium that can be written to and read using a low-powered laser beam. These disks are generally known as either the compact disk (CD, CD-ROM) or digital versatile disk (DVD).

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At the beginning of 2007 in the UK the computing superstore PC World, Europe's Walmart of computing, has decided that it's not worth selling floppies any more and will just let stocks run out. According to Bryan Magrath (the company's commercial director) in a recent article:

"The technology has just been left behind".

In January 2007 only 2% of PCs and laptops sold by PC World had built-in floppy disk drives and they planned to phase these out by the summer.

Many of the well known brands of floppy disk are no longer manufactured and Maxell is no exception, it has stopped manufacturing floppy disks however it does still sell them.

Maxell currently sell floppy disks under the brand MF2-HD and have budgeted sales up to March 2009.

Maxell Europe said:

“Maxell have placed their last order EVER on the disks to our supplier as we have 3m packs in stock and very low demand.”

Maxell estimate that their current stock should last another year or so, but they will not be putting floppy disks into their 2008 budget.

How others have tackled this issue

Two key international stakeholders in other global regions, having a similar role to that of RNIB have tackled this issue in different ways.

Vision Australia - A leading provider of blindness and low vision services in Australia, enabling more than 41,000 children and adult clients to live the lives they choose. Vision Australia do not send anything out on floppy disk and haven’t for many years.

Currently around 4000 out of our 15000 clients have switched from cassette tape/floppy to DAISY.

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Danish National Library for the Blind (DBB) - An institution under the Danish Ministry of Culture. DBB provides services to the blind, the visually impaired and other persons whose handicap prevents them from reading standard printed material.

DBB still distributes floppy disks to users of the Braille Lite reader and has currently no policy aimed at ending this distribution.

RNIB’s current position

The use of the floppy disk has declined in a similar fashion to that of the compact cassette tape. Current use is approximately 500 floppy disks a month (6000 a year).

RNIB have not purchased any floppy disks this financial year and the current supplier is unable to supply any more floppy disks.

With an estimated use for 2008 between 2,000 – 3,000 floppy disks and a stock reserve of 5,600 floppy disks, RNIB have approximately two years reserve supply.

As of December 2007 RNIB have not found a new supplier of floppy disks.

Conclusion

The supply and demand for floppy disks has steadily declined for a number of years, to such an extent that commercial high street retailers and some manufacturers and suppliers have ceased to make provision for this format.

This said within our industry further research would be needed to ascertain the actual demand from users for this format based on devices used, to ascertain if this format media is the only manner in which users can access data based information.

The use of floppy disks by RNIB services is very small compared to other media formats and the stock levels currently available would allow for RNIB continued service for a couple of years.

CAI-RR3 [03-2008] 16 © RNIB 2008 Recommendations

Findings suggest that the floppy disk is on its way out, with manufacturers ceasing production. However, stocks will last some time yet, suggesting there may be a window of opportunity in which to try out suitable digital replacements for this media. It is recommended that the use of solid state media rather than optical disk media is explored by means of investigation.

Being able to deliver information within an alternative digital carrier such as memory sticks, SD cards, compact flash, MMC etc provides the greatest flexibility not limiting the producer or user to any particular retrieval/playing device. Users of digital audio information may find devices which have functionality enabling them to access information currently stored on floppy disk.

This is not to say information shouldn’t be disseminated within a self contained player for some users, e.g. braille readers with USB3, and/or card readers, multi function player, but some users will still want the ability to record personal correspondence for dissemination themselves, therefore being able to use and distribute the media only (without the device) is imperative.

We should explore this digital option and introduce it to current users of the floppy disk so that feedback, informed choices and solutions can be formed. The following recommendations are made:

 Explore floppy disk user requirements and form better understanding of their needs. Further research would be needed to ascertain the actual demand from users for this format based on devices used, to ascertain if this format media is the only way in which users can access data based information  Explore solid state media as an equivalent/replacement for the floppy disk alongside existing services, taking into account standards and interoperability of media and playing devices  Define transition strategy, this should involve the clients in the decision making process. The transition may need to be over a

3 Universal Serial Bus (USB) is a widely used hardware interface for attaching peripheral devices.

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number of years, allowing all stakeholders including the transcription industry to fully understand the issues faced  Once a strategy is defined, educate RNIB staff so that everyone is aware, trained and committed  Allow existing clients to switch easily from floppy disk or other formats of digital media – information is key to achieving this. Floppy disk users may find that other digital format equivalents provide greater benefits in terms of usability, capacity and wider choice of retrieval devices and as such may prefer to make the switch themselves  Look at the cost implications in providing a wide range of solid state media and commercially suitable digital recording/playback devices to enhance the transition for existing and new clients

CAI-RR3 [03-2008] 18 © RNIB 2008 Section 2 - Survey of the transcription industry

Section contents

Introduction...... 19 Analysis of respondents...... 20 Procedure...... 21 Analysis...... 21 1. To what extent are floppies being used?...... 21 2. Types of information stored on floppy...... 22 3. Feedback from customers...... 23 4. Impact on business...... 23 5. Indications from suppliers...... 23 6. Are customers asking for floppy disk?...... 24 7. Worldwide organisations...... 24 8. General comments...... 24 Conclusions and recommendations...... 25

Introduction

This section of the report aims to provide an insight into the UK transcription industry, identifying to what extent transcribers/producer organisations are producing and distributing information on floppy disk, what organisations perceptions of customers needs might be and the plans for future dissemination. The information within this report has been gathered from members of the UK Confederation of Transcribed Information Services (COTIS) and members of the Talking News Federation (TNF). This report whilst identifying which formats are currently distributed focuses primarily of floppy disk.

This has come about as rumours fly within our industry as to the continued availability of floppy disk media in the future. The foreseeable supply of floppy disk media and means to access them has become increasingly difficult to predict and therefore concerns have been raised within the industry as to the longevity of this treasured format.

The results from this survey form part of a wider project surveying the availability of compact audio cassette tape and its predicted

CAI-RR3 [03-2008] 19 © RNIB 2008 future manufacture, together with the findings from a survey of end-users of audio information.

This information will enable RNIB to form a national strategy for the provision of information on various storage media by:

 Informing RNIB's decision making regarding any transition necessary to digital media. As technology changes, RNIB will be obliged to make decisions regarding which formats the organisation will produce. This study aimed to establish how such decisions might affect transcribers, and how best to communicate, implement and support such decisions  To enable the development of solutions to support and aid transcription agencies and service providers in making the transition from tapes to digital audio. Support will be needed for all involved as the transition to digital continues  This study gathered information regarding the provision of floppy disks to users, transcribers views on formats used and what their intention might be for provision in the future

It is RNIB’s intention to support organisations and this report is another step in the right direction. After reviewing the future availability of floppy disks as reported in the environmental landscape section of this report we now have a better understanding of availability and options open to us. We will endeavour to provide guidance and support in the form of a road map to successfully empower organisations with the continued delivery of accessible information.

Analysis of respondents

Respondents represented a variety of transcribers/producers of information serving blind and partially sighted users in various geographical areas of the UK.

Within the UK, 18 members of COTIS (Confederation of Transcribed Information Services) and 7 members of TNF (Talking News Federation) responded and took part in this survey.

Two further organisations supporting blind and partially sighted people similar in services to that of RNIB responded from other worldwide geographical areas. As these responses do not form

CAI-RR3 [03-2008] 20 © RNIB 2008 part of the UK transcription industry the responses from these organisations will be compared separately and presented for comparison within each section of the report under the subheading "worldwide organisations". These organisations will be referred to as worldwide organisation 1 and worldwide organisation 2.

Procedure

Respondents were contacted through COTIS and TNF via email and postings on web based discussion group, where they were asked to fill in a questionnaire.

The questionnaire consisted of 30 questions, taking on average 25 minutes to complete (see Appendix 1 for full questionnaire).

Other worldwide blind and partially sighted organisations similar in services to that of RNIB were approached to take part in the survey.

Analysis

As part of a wider study into the continued and expected use of compact audio cassette tape transcribers were asked to what extent floppy disks were being used by organisations.

1. To what extent are floppies being used?

Organisations were asked "Do you currently, or have you previously produced information on floppy disks for your customers?" Most (92%) organisations responded with a definite answer with over two thirds (39%) saying yes. Of these 22% said they do currently and 17% stating they had in the past produced information on floppy disk. Nearly two thirds (61%) said No they don’t and hadn’t.

Of the 22% who reported currently producing information on floppy disk, all but one indicated that they would continue to produce information on floppy "as long as there was demand" and one organisation specified a maximum of 2 years time limit to continue.

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It’s interesting to note at this point that in answer to a previous question regarding the compact cassette tape and how the single figure for distributed content was derived by specifying the spread across a predefined list of formats, only 8% of organisations indicated that they distribute information on floppy disk to their customers compared to the 22% when asked directly about distribution of floppy disks.

Of the 17% that said they had produced information on floppy in the past, they further indicated that they had stopped producing between 1 and 3 years ago. The reason why they had stopped was generally due to "lack of demand". These organisations primarily replaced the floppy disk with the compact disk (CD) but also indicated that they utilised email and web distribution methods instead of floppy disk.

"We offered a survey to see how many people could access a CD type information disk and found that the majority of people could. This meant that we were opened up to providing a variety of information on the one medium."

2. Types of information stored on floppy

Organisations were asked what information types they do/did transfer onto floppy disk. They were provided with a predefined list of options and asked to indicate which of these formats they distributed the most.

71% of organisations distributed more than one format, with a maximum of 5 different formats being distributed by single organisations. These are shown in table 2. All organisations distributed Word files on floppy disk and 29% of the organisations who only supplied a single format on floppy also opted for Word files.

Table 2 details the formats that were distributed as well as the percentage of organisations that ranked that particular format as the most distributed.

Table 2 Types of information transferred onto floppy disk

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31. Formats 32. Number of 33. Ranked in order of organisations format as preference most distributed 34. Word 35. 7 36. 86% 37. ASCII Text 38. 4 39. 75% (.txt) 40. PDF 41. 3 42. 67% 43. HTML 44. 2 45. 50% 46. Braille files 47. 1 48. None

3. Feedback from customers

When asked "Have your customers offered any feedback on the change from floppy disk to another format?", just over a quarter (28%) of the organisations responded with an answer and of those that did, more than half (57%) said they had not received any feedback. However of the 43% that said they had received feedback from customers, two thirds said users now prefer to use email and that documents are easier to find and organise. The remaining third cited "data was business sensitive".

4. Impact on business

Organisations were then asked what impact if any this had on their business. Less than a quarter (24%) responded, of those that did two thirds said it had made no impact. The remaining third said it was a positive impact and that CD’s are easier to deal with and have more capacity.

5. Indications from suppliers

When asked if organisations had received any indication from their suppliers as to the future availability of floppy disks, just over a quarter (28%) of the organisations responded with a definite Yes or No answer. 71% said "No" they had not had any feedback whilst 29% said that "Yes" they received indications. However only one organisation offered any comment, this organisation said:

"We still find them readily available."

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One organisation did remark on the availability of the equipment used to play/access such media when answering another question, they pointed out that:

"It is more and more difficult to get the equipment to access floppy disks."

6. Are customers asking for floppy disk?

When asked if customers are asking for information on floppy disk, 84% of the organisations responded. 81% stated that they were not being asked for floppy disk.

Of the 19% that said "yes" they were still being asked for floppy disk this represents only 1% to 2% of their overall customer base and that the demand is "occasional" or "sometimes".

7. Worldwide organisations

Worldwide organisation 1 does not currently and has not previously produced information on floppy disks for their customers, and their customers are not asking for information on floppy disk.

Worldwide organisation 2 does currently produce information on floppy disk for their customers. They are currently distributing ebook Braille files on floppy disk for Braille Lite users and plan to continue as long as there is demand. Less than 1% of their customers are asking for information on floppy disk and the elimination of this niche production would be more cost effective, but as users depend on the disks for their braille readers the distribution method is continued. There have been no indications from suppliers as to the future availability of floppy disk.

8. General comments

Other comments regarding floppy disk were as expected either positive by those that used them or negative by those that didn’t:

"We like the use of floppy disks as they can be returned and/or reused by anyone that has a disk drive." "500 members average age 77yrs…no computer owners!!!"

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"I can't think of anyone who uses floppy disks even our students have been using memory sticks for some time."

When asked if there was anything else to say about the use or reduced use of floppy disk one organisation said:

"Good riddance."

Conclusions and recommendations

Although just under a quarter (22%) of organisations stated they currently distribute floppy disks, it is to a small number of customers however nearly all of them have said they will continue to as long as there was demand. One organisation specified a maximum time limit of 2 years.

Of those organisations that had stopped disseminating information on floppy disk no organisation said the move from floppy to another format had had a negative impact on business. These organisations primarily replaced the floppy disk with the compact disk (CD) but also indicated that they utilised email and web distribution methods instead of floppy disk.

Most organisations said they were not being asked for information on floppy disk other than by the small minority that already received them.

Whilst from a production point of view, transcribers currently distributing floppies will support their use for as long as is deemed necessary the true need/demand needs to be quantified. It is therefore recommended that further research is carried out to establish user needs in terms of how floppy disks are used, and what other formats, if any, users of floppies currently take. This will allow us to determine the likely impact any transition from floppy disk may have. The findings of a study into users needs are reported in section 3.

CAI-RR3 [03-2008] 25 © RNIB 2008 Section 3 - User feedback on use of floppy disk

Section contents

Section 3 - User feedback on use of floppy disk...... 26 Introduction...... 26 Procedure...... 29 Analysis...... 29 1. Information received on floppy disk...... 29 2. Reasons for receiving information on floppy disks...... 31 3. Devices relying on floppy disk...... 32 4. Alternative formats...... 34 5. Moving away from floppy disk...... 38 6. Further comments...... 40 Conclusion and recommendations...... 42 Future provision of floppy disks...... 43 Communication and training...... 43 User requirements...... 44 Alternative formats...... 44 Further work required...... 45

Introduction

As part of a wider study, the Centre for Accessible Information (CAI) was tasked with finding out how users felt about floppy disks, including gathering user views about why they use floppy disk, what they like about the format and why they choose to use this format over any other.

Initially, this was attempted as part of a wider project regarding the transition to digital media, with particular focus on audio information. However, as this project was focused on speaking to users of audio information, few users of floppy disk were amongst the sample. This may suggest that few blind and partially sighted people continue to use floppy disks. However, in order to gather the required information, further investigation was conducted with customers who obtained RNIB publications on floppy disk.

The aims of this project were to investigate current usage of floppy disks:

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 To inform RNIB's decision making regarding the provision of information on floppy disks  To determine whether people still receive information on floppy disks, what kind of information, from whom, and why in this format  To determine whether particular devices rely on use of floppy disks and whether floppy disk users can receive information on other storage media

Background

As mentioned previously, an internal RNIB report published in August 2007 highlighted the difficulties of sourcing ageing media and technology such as floppy disks, and floppy disk drives. In reviewing the provision of floppy disks for RNIB customers, it was found that there was variation across the organisation as to whether or not this format was offered, although overall provision of floppy disks was very low. Indeed, some parties felt the cessation of floppy disk distribution would have little negative impact.

Within section 1 of this report, the environmental landscape highlighted some key issues regarding the use of floppy disks. Firstly, new PCs no longer have floppy disk drives, meaning users upgrading their hardware may need to purchase separate equipment in order to continue to use this format, and may have difficulty sharing files with others who use more modern technology. Secondly, high street shops are ceasing distribution of floppy disks, thinking they are becoming obsolete, which may make it more difficult for users to get hold of floppy disks. It seems that stocks of floppy disks are diminishing and the format is estimated to become obsolete in the next few years. Thirdly, the storage capacity of floppy disks is very low compared to more modern memory devices such as USB keys, SD cards etc.

The initial attempt to survey users' views regarding floppy disk found few people who still used the format. Of 36 blind and partially sighted people interviewed for the wider analogue to digital survey, only 5 reported any current use of floppy disks. Of these, one used floppy disks for storing their own information, but did not receive information in this way. One received a newsletter from the British Computer Association of the Blind (BCAB) on floppy disk, although understood this was soon to change to CD

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(which would suit the respondent as their computer also had a CD drive). A third respondent stated they sometimes accessed study material from the library on floppy disk, as this was the only way it was offered. This respondent stated their computer had USB drives which could be used, although they were yet to learn how this worked. Finally, 2 respondents reported receiving their BT phone bill on floppy disk. One of these stated this was a longstanding arrangement which they had just continued with. The other stated this was the only format offered which could be accessed on the computer using a screen reader.

As it was interesting to hear that a large company such as BT continued to provide bills in this format, BT's Age and Disability Team were approached to discuss their thoughts regarding floppy disk use. BTs current options for accessible bills include large print, braille, Talking Bills (which involves having parts of the bill read out over the telephone) and floppy disk. It was reported that BT started issuing bills on floppy disk many years ago as users liked to access the information on their PC, and to be able to manipulate the information themselves. Current figures showed 100 BT customers currently received their bills in this way. BT are reviewing their provision of accessible bills, and have recently conducted a survey regarding the possibility of moving to bills on CD, which would include audio files, MP3 files and text files. The survey involved 40 participants (of which 16 were floppy disk users), and they were given an example of the CD bill and asked various questions.

Of particular interest is that 100% of floppy disk users reported that they would be happy to receive the new CD version rather than their usual floppy disk.

These findings suggest that these users are ready to leave the floppy disk format behind and move to a more up to date format.

Overall, it seems that floppy disk use may be on its way out. However, there is a need to gather user views to determine whether there are any key issues which may make the transition away from floppy disks difficult for some users. For example, anecdotal evidence suggests that some users may prefer this format so that information can be used in particular equipment - for example Braille Lite machines. As such technology is very expensive, people do not update it frequently, and as older

CAI-RR3 [03-2008] 28 © RNIB 2008 technology may not have CD/USB drives, this may be an instance in which people need floppy disks.

In order to investigate these issues, and to gather information on users views regarding floppy disks, the following survey was carried out.

Procedure

This study took the form of a survey, aiming to gather users' views about floppy disks. The survey focussed on the receipt of information on floppy disk, asking why users chose to receive information in this format and which other formats they could access (see Appendix 2 for full survey).

Respondents were customers who received publications on floppy disk from RNIB. A random sample was taken from this list, and respondents were contacted by telephone and asked to take part in the survey. Twenty-two users were interviewed in this way.

Whilst this sample may not directly reflect the blind and partially sighted population as a whole, this was a random sample of customers receiving floppy disks from RNIB, therefore findings are representative of this group.

Analysis

Twenty two users of floppy disks were interviewed for this survey. Of these, 77% were male and 23% female. In terms of visual impairment, 77% were blind and 23% partially sighted. Respondents ranged in age from 35-44 to 85+, with the most common age bracket being 55-64 years (n=7).

Respondents varied in how many publications they received on floppy disk from RNIB. Sixteen (73%) received one publication from RNIB, 3 (14%) received 2 publications, 2 (9%) received 3 publications, and 1 (5%) received 4 publications.

1. Information received on floppy disk

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Respondents were asked about the information they received on floppy disk, including what type of information it was and who they received it from.

1.1 Receiving information on floppy disk

Respondents were asked to confirm whether they received information on floppy disk. As this was the basis on which participants were selected to take part in the survey, all (100%) reported that they did receive information in this format.

1.2 Types of information received on floppy disk

Respondents were asked to indicate what information they received on floppy disks from RNIB. The most common response was magazines, with 20 respondents (91%) reporting receiving some form of magazine. Of these, the most popular was RNIB's New Product guide (received by 55% of respondents). Other magazines received on floppy disk included Scientific Enquirer, Access IT, the Radio Times and puzzle books.

Other than magazines, information received on floppy disk included bible study notes (received by 9%), information from friends (9%) and professional journals (5%).

These findings suggest that most respondents received information on floppy disk for leisure reading purposes, or general interest.

1.3 Who else sends information on floppy disk

Respondents were asked from whom they received information on floppy disk. All respondents (100%) received floppy disks from RNIB, as expected as participants were drawn from an RNIB customer list.

Few participants received floppy disks from anyone else. Although 2 respondents (9%) received floppy disks from the Talking Newspaper Association of the United Kingdom (TNAUK) and 2 (9%) received floppy disks from friends. These findings suggest that floppy disks are not a widely used format, with the majority of correspondents receiving them from only one source (RNIB).

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2. Reasons for receiving information on floppy disks

Respondents were asked to indicate their reasons for receiving information on floppy disks rather than in another format.

The most common reason given was that respondents did not think the information was available in alternative formats (7 respondents - 32%). Of these respondents, some simply didn't know which formats were available (23%) whereas others would prefer the information electronically (by email), which is not currently offered (9%).

The findings highlight a need for better communication between RNIB and its customers, as many customers are unaware of the formats available, and may well like to change to a more up to date format. This is supported by the finding that 3 respondents (14%) proposed formats in which they would prefer to receive information, stating email, MP3 and CD respectively. A survey should be carried out into which formats customers require, to inform decision making about which formats are offered. This would be beneficial both from a customer satisfaction point of view, and perhaps also from a cost effectiveness point of view, as if users requested information by email production costs would be reduced.

The second most common reason respondents gave for receiving floppy disks was out of preference (6 respondents - 27%). Five of these respondents gave reasons for this preference. Two respondents (9%) reported finding information on floppy disk easy to edit. One respondent liked to keep the physical disk, one found it easier to have information read to them (by the computer) rather than struggling with braille, and one stated preference for floppy on the basis it can hold more information than a cassette tape.

Whilst users' preferences should not be ignored, it should be noted that many of these reasons given for preferring floppy disks could also apply to alternative formats of delivering information electronically. For example, a USB memory stick would hold a large amount of information, and this information could be edited and read out by a screen reader. Some users may not be aware that the features of floppy disks may be available on other devices,

CAI-RR3 [03-2008] 31 © RNIB 2008 which may highlight an opportunity for further information and training.

Another common response regarding why respondents received information on floppy disks was for historical reasons (5 respondents - 23%). For example, 2 respondents (9%) reported that floppy disk was the format offered when they started receiving the magazines. Others gave reasons such as floppy being the format they used when they first learned to use computers, having always used floppy disk, and that until recently this was the only format in which they could access information on the computer.

These findings suggest that some floppy disk users may receive this format simply out of habit, and may not have thought to ask for the information in another format (see section 3).

Finally, 3 respondents (14%) reported they received the information on floppy disk so that they could read it using their computer. Of these, 2 respondents reported that they could use other formats in their computer (such as CDs), whereas one respondent reported owning an old computer, for which the only removable storage drive was for floppy disk.

Again, this finding suggests many floppy disk users could access information in alternative formats, although this is not the case for all users.

It is of interest that whilst this survey was about receiving information on floppy disks, respondents reported using floppy disks for other purposes. Seven respondents (32%) volunteered information about their use of floppy disks, including storage or backup of information from their computer, communicating with friends, and transferring information between computers. This suggests that some users continue to use floppy disks in everyday life, although again these functions could be carried out using alternative methods, which users may not be aware of. This may further support the need for information and training regarding devices which may be of use to users.

3. Devices relying on floppy disk

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Anecdotal evidence suggests some blind and partially sighted people may continue to use floppy disks due to owning older access technology (such as braille note takers) which use them. As such equipment is expensive it is thought that some users rarely update their machines, therefore may have old technology using only floppy disks.

For this reason, respondents were asked whether they owned any devices which rely on the use of floppy disks. Contrary to the anecdotal evidence, few respondents reported having this problem. Indeed, just 3 respondents (14%) reported owning equipment which relied on the use of floppy disks. These respondents were asked to indicate what these devices were, what they used them for, and whether there was any other way they could carry out these functions.

One respondent did report owning a Braille Lite which relied on floppy disks. This was used to read magazines from RNIB, and also for producing personal information. In terms of other ways the respondent could do these things, they reported they could try to use WinDisk (software which allows file sharing between the Braille Lite and a PC). However, the respondent reported having difficulties with this in the past. Furthermore, they reported that it was becoming increasingly difficult to transfer information from floppy disk to PC, as fewer PCs have drives for floppy disks. It must be noted that this respondent reported owning a PC with a floppy drive and a CD drive, although their work PC did not have a floppy drive, making it difficult to transfer information from their Braille Lite to their work computer.

Another respondent reported owning an old computer which relied on the use of floppy disks. Although the computer had a CD drive, this was read-only, therefore whilst information could be received and read from a CD, the respondent relied on floppy disks for backing up information. This respondent reported there was no other way they could back up information from their computer.

Finally, the third respondent reported owning a scanner which relied on the use of floppy disk. They reported that they used this to read information on floppy disk, by inserting the disk into the scanner, which read out the information. This respondent stated that they could also do this using their PC, although the PC was currently broken thus necessitating their use of the scanner. (In

CAI-RR3 [03-2008] 33 © RNIB 2008 fact, the respondent reported preferring using the computer, as the scanner read out all the information from start to finish, not allowing any navigation).

These findings are of interest because they suggest that most users could receive information on formats other than floppy disks. Although some users own equipment which relies on the use of floppy disks, they all had alternative ways in which they could access information. However, it appears that some users do rely on floppy disk for producing and editing their own information, which is an issue which may require further exploration.

4. Alternative formats

Respondents were asked whether they could receive information in formats other than floppy disk. All respondents (100%) stated that they could receive alternative formats. Respondents were given a list of formats, and asked to indicate which they could use. Some respondents volunteered comments about particular formats, which are reported to give insight into users concerns and opinions regarding specific formats.

4.1 Audio

 21 respondents (96%) could access information through audio  1 respondent (5%) could not access information through audio

Respondents indicated their preferences for audio formats (note: responses are not mutually exclusive)

 CD - 18 respondents  DAISY - 11 respondents  Tape - 8 respondents  MP3 - 7 respondents  Any - 2 respondents  Email (using screen reader) - 1 respondent

These findings suggest that audio information in widely used by respondents, and many respondents could access audio in a variety of formats. 4.2 Email

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 17 respondents (77%) could access information using email  5 respondents (23%) could not access information using email

3 respondents gave further comments on their use of email.

"I use email only at college, twice a week. I have it at home but don't really want it."

Male, age 40, blind

Other comments included using email a lot, and one respondent's wife using email for him. These findings suggest the majority of respondents used email, although some were not very keen on this format.

4.3 Data CD

 14 respondents (64%) could access information on a data CD  8 respondents (36%) could not access information on data CD

5 respondents gave further comments regarding data CDs, including:

"I use CDs to read but not to copy."

Female, age 70, partially sighted

"My computer has a port [CD drive] but I haven't got to that stage yet."

Male, age 59, blind

"I use CDs occasionally."

Male, age 55-64, blind

The majority of users could access information on data CD, although some users had not tried to do so despite having the available technology. The comment regarding using CDs to read but not to copy suggests some users like to be able to manipulate the information they receive.

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4.4 Internet

 14 respondents (64%) could access information using the internet  8 respondents (36%) could not access information using the internet

Two respondents gave further comments regarding use of the internet. One respondent stated they could use it but their computer had recently broken. The other reported being able to use the internet with some assistance.

"I can use the internet provided people send me the links. If I was shown how to get to the right website I could do. I've just not had time."

Male, age 40, blind

These findings suggest many respondents could use the internet to access information, although some may benefit from further training.

4.5 Braille

 10 respondents (46%) could read braille  12 respondents (55%) could not read braille

One respondent who could read braille explained that they preferred to receive their magazine of floppy disk because it was easier:

"Being totally blind, I can use braille but I tend to use that for practical rather than aesthetic or other purposes. It's quicker and easier to have information read to me, either electronically from the computer or by a human being."

Male, age 40, blind

This suggests that whilst many users could read braille, some may prefer not to use this format for leisure reading.

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4.6 USB memory stick

 9 respondents (43%) could access information on a USB stick  12 respondents (57%) could not access information on a USB stick (Note: one respondent did not answer this question) Five respondents commented on the use of USB memory sticks, giving a range of views:

"I don't know about USB. I have got a stick but someone I know lost their information that way."

Male, age 40, blind

"I don't know what one of those is."

"USB is my most favourite format."

Female, age 45-55, blind

These findings suggest that some users may be unaware of USB memory sticks and what they do. This may highlight a need for information or training.

4.7 Large print

 5 respondents (23%) could read large print  16 respondents (73%) could not read large print (Note: one respondent did not answer this question)

Two respondents who could read large print reported finding it difficult, and therefore preferring alternative formats:

"With a magnifier, I can only read a few words at a time, so I couldn't do a book."

Male, age 60, partially sighted These findings suggest few of the users interviewed would like to receive information in large print.

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4.8 Summary of alternative formats

Overall, these findings show that there are many different formats in which users could receive information. The comments given by users highlight some difficulties of using specific formats, and also suggest users may have personal reasons for their preferences.

The finding that all users could use formats other than floppy disk suggests it may not be necessary to continue to produce information on floppy disks, as the same information could be accessed in another way.

5. Moving away from floppy disk

Respondents were asked what could help them to move away from using floppy disks.

The overwhelming majority (19 respondents - 86%) reported they would move if information was provided in other formats.

The following formats were suggested by respondents: (Note: some respondents reported they could accept multiple formats)

 CD - 12 respondents (55%)  Email - 7 respondents (32%)  DAISY - 5 respondents (23%)  MP3 - 1 respondent (5%)  Memory stick - 1 respondent (5%)  Podcast - 1 respondent (5%)  Anything I could use on my computer - 1 respondent (5%)

These findings show that the majority of customers receiving information on floppy disk from RNIB would be happy to receive this information in other formats. Furthermore, findings suggest a need for improvement in communication between RNIB and its customers, as RNIB do currently offer magazines in other digital formats, though it appears many users are not aware of this. Some users reported there may be some difficulty for them to move away from floppy disks, due to having to purchase new equipment (3 respondents - 14%). The equipment required varied in size (and cost) including a CD re-writer, a new computer and a

CAI-RR3 [03-2008] 38 © RNIB 2008 new Braille Lite machine. Respondents also varied in their willingness to do this.

"I could update my Braille Lite. It would be very expensive to do though."

"I'd have to change my computer. It wouldn't be a massive problem, it would just be expensive. I learn new things quite quickly so that would be OK. It's more the difficulty of buying the computer."

These findings show that for some people, moving away from floppy disks may be costly. However, it must be noted that all of these respondents could access information in other formats (for example, they all owned computers with CD drives) but they simply could not edit or store their information other than on a floppy disk. This suggests that moving away from floppy disks entirely may pose a problem to some people, but users would not be disadvantaged if RNIB stopped sending them information on floppy disk.

Indeed, two users (9%) reported that although they could use other formats they did not want to stop using floppy disks entirely.

"Already moved away for most stuff. I wouldn't want to move away from floppies altogether though."

"I use the floppy because I can. It's a vehicle to use. I can just adapt it really. I do use floppy quite a bit really, so without it there would be a bit of a loss."

Male, age 40, blind This again suggests that whilst users may be willing to receive information in alternative formats, some users like the floppy disk format and may continue to use it for personal computing and storage.

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Finally, 2 respondents (9%) reported that they could move away from floppy disks with no problem.

"It wouldn't be a problem at all. I think floppy disks are going out."

Male, age 81, blind

Overall, these findings suggest that users may be willing to stop receiving information on floppy disks. Indeed, many users are keen to receive information in other formats. There remain some users who wish to continue to use floppy disks, although in most cases, this would be for personal use such as editing information and backing up files.

6. Further comments

Respondents were invited to give any general comments about the use of floppy disks. Responses ranged widely, although some common themes were mentioned:

6.1 Floppy disks on their way out

Six respondents (27%) reported that floppy disks are coming to the end of their time. One of these respondents commented that this made it difficult to buy appropriate equipment with which to use them.

"Just the feeling that they're becoming less used now. With my new computer it was difficult to get a disk drive. I suppose as with anything it's getting phased out." Male, aged 60, partially sighted

6.2 Floppy disk remains a good format

Five respondents (23%) reported that floppy disk remains a good format.

"Floppy disks are very useful. If I'm going to college and then I want to work on my essay at home and things, I can move between them."

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"Floppies, although on their way out, have been a very good format on the whole - they have run their useful life, but you can still use them."

Male, aged 55 - 64, blind

6.3 Preference for alternative format

Four respondents (18%) reported that they would prefer to receive information in an alternative format, citing CD or DAISY as their preference.

"I prefer CD to floppy disk. I don't feel I should have to turn my PC on just to read information."

6.4 Floppy disks can be temperamental

Three respondents (14%) reported that floppy disks can sometimes be temperamental or corrupt.

"They can be temperamental. Sometimes you use them and then the next time for no reason it won't open."

Male, age 61, partially sighted

6.5 Floppy disks have low storage capacity

Two respondents (9%) reported that low storage capacity was a problem with floppy disks.

"Storage capacity on floppies is an issue - they are still useful though. I use floppies to store sensitive info such as bank statements. I find it safer than keeping it on my PC."

Male, age 75 - 84, blind

Other comments from respondents regarding the use of floppy disks included:

 One respondent found the internet unreliable  One respondent transferred all information off floppy disk on receipt  One respondent continues to use floppy disks with friends with old equipment  One respondent still wants information on floppy disk although they can use other formats  One respondent likes floppy disks but is happy to receive other formats

In summary, these comments highlight a number of problems with floppy disks (low storage capacity, liable to corruption, difficulty getting hold of equipment). These findings support the idea that floppy disks are coming towards the end of their time, as other storage media may solve some of these problems. However, some users like using floppy disks, and may continue to use them. It is of interest that some of the positive comments about floppy disks may apply equally to alternative storage media. For example, a USB memory stick could be used to move work between college and home, and to store sensitive information such as bank statements. This may highlight training needs, as users may not be aware that there are other devices which have similar functionality to floppy disks but with added benefits (such as higher storage capacity).

Conclusion and recommendations

The aims of this project were to investigate current usage of floppy disks:

 To inform RNIB's decision making regarding the provision of information on floppy disks  To determine whether people still receive information on floppy disks, what kind of information, from whom, and why in this format  To determine whether particular devices rely on use of floppy disks and whether floppy disk users can receive information on other storage media

Overall, findings suggest that although all respondents received information on floppy disk from RNIB, few received them from any other source, suggesting floppy disks are not widely used to send out information. Magazines were the most common material received on floppy disk, as well as other reading material such as bible study notes and professional journals. The most common reason given for receiving this information on floppy disk was being unaware of which other formats were available, although some respondents stated a preference for floppy disks.

With regards to devices which rely solely on the use of floppy disks, only 14% of users reported owning such a device. These users reported they would struggle to produce or copy information without floppy disks, but could all receive information in alternative formats. Indeed, 100% of respondents reported they could access information in other formats, suggesting it may not be necessary for RNIB to continue to produce information on floppy disks.

This brief summary answers the questions asked at the start of the project. The following section discusses the implications of these findings for future practice, focussing on 5 areas in which these findings may be relevant.

Future provision of floppy disks

Overall, the findings from this study show that all respondents interviewed could access information in a format other than floppy disk. This suggests it may be possible for RNIB to cease provision of floppy disks without taking away users means of access to information.

Communication and training

This study has highlighted a need for improved communication between RNIB and its customers. This is particularly in the area of the accessible formats of information which are available. The majority of users stated they would happily move away from floppy disk if information was available in alternative formats, and many did not know that other formats were available. RNIB must communicate with its customers to inform them of the choices available to enable users to make informed decisions.

Furthermore, some users may require training in using alternative formats. Some users reported having access to other formats (for example, their computer having a USB port) but not knowing how to use them. It would be beneficial for users to be taught how to use other formats so that they are able to move when floppy disks are no longer available. Furthermore, some users reported using floppy disks in order to carry out specific tasks (such as transferring information between home and college), which could be done using alternative media. Users should be informed of the variety of media available to them and the various benefits more modern formats may hold.

User requirements

User requirements should be taken into account when decisions are made regarding which formats to offer. It would be beneficial to conduct a survey to ask users in which formats they would like to receive information. Findings from the current survey suggest popular formats may be audio (particularly CD and DAISY) or email. Taking into account user requirements will not only improve customer satisfaction but will also be more cost-effective for the organisation.

Secondly, user requirements should be considered in terms of what users want to do with the information they receive. As some users like to manipulate the information they receive, it might be important to provide information in formats which can be easily edited.

Alternative formats

Findings from this survey suggest that popular formats in which information could be offered may be audio or email. 96% of respondents could use audio information, with the most popular formats being CD and DAISY. 77% of users could use email. Furthermore, in being asked what could help them to move away from floppy disks, 86% of respondents suggested having information available in an alternative format would help. The most commonly suggested formats were CD (55%), email (32%) and DAISY (23%).

Although this survey was focussed on receiving information on floppy disk, it became apparent that many respondents had other

CAI-RR3 [03-2008] 44 © RNIB 2008 uses for floppy disks, and liked the ability to edit and store information. On this basis, if users required a format with similar functionality to a floppy disk, perhaps a USB memory stick would be useful. This area may require further investigation.

Further work required

This survey has highlighted a need for further work into the use of floppy disks. Whilst it appears users have little problem with receiving information on floppy disks, if floppy disks were to die out entirely, some users may have difficulties in storing and transferring their own information. This may particularly be the case for users with old equipment which relies on the use of floppy disk. Further investigation should consider the issues around updating technology, in particular the cost of equipment and training needs for users. Overall report conclusions

The supply and demand for floppy disk over the last few years has continued to steadily decline, to a level that commercial high street retailers have now ceased to make provision for this format. Some manufacturers and suppliers are also ceasing production of the format, meaning stocks will start to decline. This said RNIB are in an advantageous position holding approximately 2 years worth of stock reserve.

Findings from the transcription industry survey showed under a quarter (22%) of organisations stated they currently distribute floppy disks with less than a fifth (19%) being asked for floppy disk by customers, representing only 1% to 2% of their overall customer base. Those organisations that had stopped disseminating information on floppy disk reported no negative impact on the business of the move from floppy to another format. The floppy disk has primarily been replaced with the compact disk (CD) but organisations also indicate that they utilised email, and web distribution methods instead of floppy disk. Findings from the user survey suggest RNIB could cease provision of information on floppy disk, as users can and do access information in alternative formats. Further consideration should be given to which alternative formats should be offered. Survey findings suggest audio or email may be preferred by users,

CAI-RR3 [03-2008] 45 © RNIB 2008 although as highlighted in the environmental landscape section of this report, there may be scope for use of solid state media in replacement of the floppy disk.

Recommendations for further work into the provision of floppy disk include:

 User requirements should be gathered to gauge demand, determine which alternative formats may be required and highlight the functionality required by users (for example, ability to edit information)  A strategy should be drawn up detailing how the transition away from floppy disks will be made. This should involve users and the transcription industry, and be clearly communicated within RNIB  Communication should be improved between RNIB and its customers to keep customers informed of the formats available  Training may be required to help users move away from floppy disks  Further research may be required to look into the issues surrounding personal use of floppy disks for storage and transfer of information

RNIB's position

RNIB is at the forefront of exploring and developing new digital technologies as we would like to offer our customers the best options available. Digital storage options now offer outstanding reliability and functionality for users and these, together with the increased use of email and online services for file delivery, enable service providers to make more materials available much faster and more cost effectively. At the same time floppy disks will become increasingly difficult and unreliable to source with fewer devices having the capability of using them.

Working collaboratively with other service providers, we are developing ways to help people make the transition from floppy disks to digital media, and we will offer support and work with them to find solutions before floppy disks finally become obsolete. The findings and recommendations in this research will be considered in this process.

The following appendix contains the questions asked in section 2 of this report, the industry survey with Part 2 of the questionnaire relating to the use of floppy disks (questions 22 through 28.)

Industry Survey - the digital transition Centre for Accessible Information (CAI) RNIB

John Worsfold (Access and Innovation) Heather Cryer (Research Officer, CAI)

We are carrying out a large scale survey regarding the transition to distributed digital media on behalf of the transcription industry. As you are aware within the transcription industry there has been a significant decline in the supply and use of compact cassette tape and floppy disks. This is for many reasons and this survey aims to gather the views and experiences of manufacturers, the transcription industry and end-users, with a view to supporting the transition.

I'm writing to ask whether you would please spare 20 minutes to complete the following survey, to contribute your views and share your experience.

This information will contribute to a study incorporating views of the mainstream industry, transcription industry and end users, which we are collating in parallel to help support organisations and end users in making the transition to digital media. Findings from these studies will be reported in industry publications.

Please feel free to leave blank any questions you do not wish to answer. Your answers to this survey will remain confidential and your personal information will NOT appear in any written reports or be passed onto third parties.

Please return completed surveys to John Worsfold at (removed) by the 30th November 2007.

If you need help completing this survey, or would rather complete it by telephone interview, please contact John Worsfold on (removed) or email (removed)

Part 1 In order to answer the questions please type your response after the colon.

Name: Job title: Organisation: Telephone: Email address:

Please indicate your willingness for us to use anonymous quotes from this survey in our reports? Yes/No:

Organisation Where do you feel your organisation fits as part of the UK transcription industry? Please type yes after the appropriate response

a. Large organisation: b. Medium organisation: c. Small organisation: d. Very small organisation: e. Other (please specify):

Is your organisation: a. commercial: b. not for profit:

Production What audio formats do you currently distribute to your customers (organisations or individuals)? Please indicate all that apply, ranking by volume, greatest first.

a. Compact cassette tape: b. MP3 CD: c. Audio CD (CDDA): d. DAISY CD: e. Other electronic files: f. Other (please specify): Comments:

What audio formats are customers currently asking you for? Please indicate all that apply, ranking in order of frequency, 1 being the most frequently requested.

a. Compact cassette tape: b. MP3 CD: c. Audio CD (CDDA): d. DAISY CD: e. Electronic files: f. Other (please specify): Comments:

How many of these customers do you think actually know their end-users' real requirements for audio? Please type yes after the appropriate response

a. None: b. Less than half: c. More than half: d. All: Comments:

Do you still produce compact cassette tapes for your customers? Yes/No: Comments:

If yes, how much longer do you estimate you will continue producing compact cassettes tapes? In months/years: As long as there is demand: As long as there is supply of cassette tapes and equipment:

If you no longer produce compact cassette tape, how long ago did you stop? In months/years:

If you no longer produce compact cassette tape, can you give an indication of why you stopped? (E.g. lack of demand, lack of supply materials etc) Comments:

If you no longer produce compact cassette tape, what did you replace it with? Comments:

Approximately how many audio transcribed media units do you distribute per year? Total units: Comments:

Approximately how is this spread over the following media?

a. Audio CD: b. Data CD: c. Compact cassette tape: d. Floppy disk: e. Static memory: f. Internet download/podcast etc: g. Other (please specify):

Have your tape/copier suppliers given you any indication of future availability of materials or equipment? Yes/No: Comments:

Do you record your master file in analogue or digital format? Please specify:

What software and hardware do you use to generate, produce and copy audio information? Please specify product name(s)

Generate: Produce/edit: Copy:

Can you recommend training courses for other producers to learn these production methods? Yes/No: Comments:

Do you expect (or have you experienced) the transition from analogue to digital audio to affect the efficiency or cost effectiveness of your processes? Yes/No: Comments:

What effect might the transition have on your post-editing time? Please type yes after the appropriate response No effect: Positive effect: Negative effect: Comments:

What effect might the transition have on archiving and retrieval of material? Please type yes after the appropriate response No effect: Positive effect: Negative effect: Comments:

Can you think of any other effects the transition may have on your processes? Comments:

Have you got any advice for other organisations preparing to make the transition from analogue to digital audio? Comments:

What support (if any) do you feel your organisation needs to make the transition from analogue to digital audio? Comments:

Customer relations Have you had any feedback from customers regarding the analogue to digital transition? Comments:

Have you had any other feedback from end-users (blind and partially sighted recipients of the material) regarding the analogue to digital transition? Comments:

Are you doing anything to help your customers or end-users to make the transition from analogue to digital audio? Yes/No:

If yes, please give details, e.g. training, volunteers, user guide, telephone helpline, refer to other source of information, briefing information sheet Comments:

Has anything been really effective in helping customers or end-users to make the transition from analogue to digital audio? (Perhaps for particular organisations, end user age groups, or types of user) Comments:

Has anything been really ineffective in helping customers or end-users to make the transition from analogue to digital audio? (Perhaps for particular organisations, end user age groups, or types of user) Comments:

Do you think there are any areas/gaps which need addressing to aid the transition from analogue to digital audio? (E.g. more volunteers to teach users, different devices, agreed standards) Yes / No:

For producers/organisations Comments:

For customers or end-users Comments:

Would you be interested in taking part in solutions-generating to aid the transition from analogue to digital audio? Yes/No: Comments: If yes, please ensure you have filled in your contact details on page 1

Part 2 Similarly to the change from compact cassette tapes to digital media, there is a shift in usable devices on which people store and assimilate electronic information. The second part of this survey is about the declining use of other storage media such as floppy disks.

Do you currently, or have you previously produced information on floppy disks for your customers?

a. Yes, do currently: b. Yes, have in the past: c. No: [If no, please go to question

If a), how long do you estimate you will continue to deliver floppy disks to your customers? In months/years: As long as there is demand:

If b), please indicate how long ago you stopped In months/years:

If b), please indicate why you stopped (For example, lack of demand, lack of supply materials) Comments:

If b), what did you replace the floppy disk with? Comments:

What information types do/did you transfer onto floppy disk? Please indicate all which apply, numbering in order of frequency (1 being most used)

a. ASCII Text (.txt): b. PDF: c. Word: d. Braille files: e. HTML: f. Other (please specify):

Have (or had) your suppliers given you any indication as to the future availability of floppy disk media? Yes/No: Comments:

Have your customers offered any feedback on the change from floppy disk to another format? Yes/No: Comments:

What (if any) impact did this have on your business? Positive impact: Negative impact: No impact:

Comments:

Are customers asking for information on floppy disk? Yes/No:

If yes, what customer percentage is currently asking for information on floppy disk? Comments:

Is there anything else you would like to say about the use or reduced use of floppy disk? Comments:

Part 3 Do you have contact with any end users who may be willing to share their views and experiences as part of this study? Yes/No: If yes, please contact Heather Cryer (Research Officer) on (removed) or email (removed) for a copy of the user survey

Would you be willing to speak to us further if we need clarification on any of your answers? Yes/No: If yes, please ensure you have filled in your contact details on page 1

Thank you

Many thanks for taking the time to complete this survey. Your comments will help us all to understand the views and requirements of the transcription industry in making the transition to digital media.

This information will contribute to a study incorporating views of the mainstream industry, transcription industry and end users, which we are collating in parallel to help support organisations and end users in making the transition to digital media. Findings from these studies will be reported in industry publications.

CAI-RR3 [03-2008] 55 © RNIB 2008 Appendix 2 - User Survey The following questionnaire was used for the User feedback on use of floppy disk found in section 3 of this report.

Floppy disk survey

 RNIB's Centre for Accessible Information (CAI) is involved in research about access to information for blind and partially sighted people  One of our current projects is about how changes in technology affect the kinds of information end users receive, and we are particularly interested in peoples' use of floppy disks  This survey aims to gather the experiences and opinions of floppy disk users, to help the industry understand users' needs and to ensure information will continue to be accessible and useful to those who use it. This is part of a wider project into accessible formats, involving users, the mainstream industry and the transcription industry, to understand the issues around changing technology  The survey should take around 15 minutes to complete. Your answers will remain confidential, and your name will not appear in any written reports of the findings.  I'd like to record this interview if you don't mind, to make it easier for me to take notes. I'll be deleting the recording once I've typed up my notes. Is that OK with you? Yes/No:  We'll be compiling everyone's responses to create an overview of people's thoughts, but if we do quote your individual comments in the final report we won't cite you by name. Are you willing for us to use anonymous quotes from this interview in our reports? Yes / No  As we go through the questions you're free to withdraw at any time, just let me know if you don't wish to carry on.  There are 11 questions. Depending on your answers, you may not be asked to answer all of these questions.  Some of the questions will ask you for a specific answer, others are multiple choice - I'll let you know for each question.  Remember, in this short interview we won't be able to talk in much detail about the reasons behind your answers, so I may have to press you for quick responses.  Do you have any questions before we start?

Introductory questions Male / female:

Age: Or: a. under 18 b. 18 - 24 c. 25 - 34 d. 35 - 44 e. 45 - 54 f. 55 - 64 g. 65 - 74 h. 75 - 84 i. 85+

Are you blind or partially sighted:

At what age did you lose your sight? From birth Or a - i as above.

1. Do you receive information on floppy disk? Yes/No:

2. What information do you receive on floppy disk? Comments:

3. Who do you receive information on floppy disk from? Comments:

4. Why do you receive this information on floppy disk rather than in another format? Comments:

5. Can you receive information in other formats? a. braille b. large print c. audio (what format?) d. USB e. data CD f. email g. internet

Please give details:

6. Do you use any devices which rely on the use of floppy disks? (for example, a braille note taker) Yes / No:

6.1 What devices? Comments:

6.2 What do you do with them? Comments:

6.3 Could you do this any other way? Comments:

7. What could help you to move away from floppy disks? For example, gadgets to help convert information, advice, training. Comments:

8. Would you be interested in taking part in other research with RNIB? Yes / No

If yes, please leave your contact details here and state your preferred format and area of interest Name: Contact: Preferred format: Area of interest:

9. Are you a member of RNIB? Yes / No:

If No, are you aware of our membership services, and would you like any further information?

Thank you

Thank you for taking the time to answer these questions. Your comments will help the industry to understand the experiences and

This information will contribute to a study incorporating views of the mainstream industry, transcription industry and end users, which we are collating in parallel, to help support organisations and end users in making the transition to digital media. Findings from these studies will be reported in industry publications.

CAI-RR3 [03-2008] 59