Background to alternative communication formats

• Project checklist
• What to produce and in which formats
• Alternative formats
• Examples

Government departments and agencies should develop a strategy for dealing with the production of information in alternative formats to help meet the needs of disabled people.

This strategy should be owned and championed at a senior level – possibly by the department's consumer champion.

The strategy should ensure that the needs of disabled people are met:

• quickly
• effectively
• consistently
• at reasonable cost

As a matter of good practice, priority in providing accessible formats should be given to information which:

• is aimed specifically at disabled people
• is needed to exercise the rights and responsibilities of citizenship (such as voting or paying tax)
• is needed to receive payments or other services
• is of a personal or confidential nature (e.g. if it relates to medical or financial issues)
• could result in legal consequences or loss of rights if not acted upon (e.g. census or voting information)
• seeks a response from the audience (e.g. consultation documents)
• is in response to correspondence from a disabled person who has expressed a preference for a particular medium.

The strategy should include guidance on:

• How to anticipate the needs of disabled people (e.g. consultation, research, sharing information with other departments).
• What minimum standards of information provision the department intends to achieve.
• Who has ownership and is responsible for ensuring the information needs of disabled people are addressed.
• Which budget will fund the alternative formats (as a matter of good practice, additional costs should be met by the supplier and not the recipient).
• Which categories of information will be given priority and how each category will be dealt with.
• Which media/formats the department will provide information in under normal circumstances.
• When you will publish accessible formats – will you produce them alongside standard materials, or produce them quickly on demand?
• What complaints and conciliation procedures you will instigate to help resolve difficulties.
• How you will enforce and monitor the strategy. Who in the department will be responsible for the strategy and how will they ensure that it is adhered to?

The strategy could also identify suppliers who can produce material in alternative formats:

• to acceptable standards
• to agreed deadlines
• at reasonable cost, possibly through a call-off contract

For practical tips, visit the top tips section of this guidance.

For other information resources, go to the resources section of this guidance.

Page last reviewed: 11 August 2008