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Policy and Implementation Plan on Providing LAC Publications
in Multiple Formats, 2008

Table of Contents

  1. Policy Objective
  2. Background
  3. LAC Policy
  4. Roles and Responsibilities
  5. Implementation Plan
  6. Definitions

Appendix

  1. References / Resources
  2. Policy on Providing LAC Publications in Multiple Formats Working Group – Terms of Reference and Members

1. Policy Objective

To ensure that Canadians with print disabilities have equitable access, upon request, to Library and Archives Canada (LAC) print and on-line publications in multiple formats.

2. Background

All Canadians have the right to public information in a format they can use. This right is protected by the Canadian Charter of Rights and Freedoms (http://laws.justice.gc.ca/en/charter/index.html). The Canadian Human Rights Act (http://laws.justice.gc.ca/en/H-6/index.html) prohibits discrimination on the basis of disability in the provision of programs and services, and it requires that a citizen's special needs arising from a disability be accommodated to the point of undue hardship.

Print disabilities prevent people from reading standard print because of a visual, perceptual or physical disability. As a result, to meet their information needs they require publications in multiple formats such as Braille, audio, large print or electronic text.

The Communications Policy (www.tbs-sct.gc.ca/pubs_pol/sipubs/comm/siglist-eng.asp) of the Government of Canada states in section 1e that information published about policies, programs, services and initiatives must be made available upon request in multiple formats to accommodate persons with disabilities.

3. LAC Policy

LAC will:

  • Ensure that Canadians with print disabilities have equitable and timely access to its publications in multiple formats for free or at the same cost as the print publication.
  • Conform to the guidelines set out in the Treasury Board Common Look and Feel for the Internet 2.0 (www.tbs-sct.gc.ca/clf2-nsi2/index-eng.asp) standards, to make its website and online publications accessible to persons with disabilities.
  • Provide ongoing awareness training to staff who work with the public and who produce LAC publications, on the needs of people with print disabilities, on the multiple formats available and on this Policy.
  • Review and update this policy as required.

4. Roles and Responsibilities

4.1. Client Services Division, Programs and Services

  • 4.1.1. Responsible for providing ongoing awareness training to staff dealing directly with the public on the needs of people with print disabilities, on the multiple formats available and on this Policy.
  • 4.1.2. Responsible for taking requests from clients for LAC publications in multiple formats and submitting them to Communications to fulfil.
  • 4.1.3. Responsible for implementing the Policy as it applies to Client Services and providing reports to Head of Communications, Management Board and to the Deputy Head as requested.

4.2. Communications

  • 4.2.1. Overall accountability for Communications Policy compliance.
  • 4.2.2. Responsible, upon request, for providing clients with LAC publications in multiple formats, within a reasonable time period, which comply with format standards and specifications outlined in the Manager's Guide to Multiple Format Production.
  • 4.2.3. Responsible for ensuring the funding for the production of multiple formats from the LAC sector responsible for the original publication.
  • 4.2.4. Responsible for preparing LAC publications so that adaptation to another format can be made easily and quickly, as outlined in the Manager's Guide to Multiple Format Production.
  • 4.2.5. Overall accountability for providing ongoing awareness training to LAC staff and to Communication Office staff who produce LAC publications, on the needs of people with print disabilities, on the multiple formats available and on this Policy.
  • 4.2.6. Responsible for implementing the Policy as it applies to Communications and providing reports to Head of Communications, Management Board and to the Deputy Head as requested.

4.3. Corporate Management

  • 4.3.1. Responsible for contracting with, or establishing the necessary vehicles for the acquisition of multiple formats. All contracting action is to be in accordance with Government of Canada Contracting Policy (www.tbs-sct.gc.ca/pubs_pol/dcgpubs/contracting/siglist-eng.asp).
  • 4.3.2. Responsible for ensuring that all contracts related to the production of LAC publications contain terms and conditions specific to the production of publications in multiple formats as specified by LAC publication coordinators.
  • 4.3.3. Responsible for implementing the Policy as it applies to Corporate Management and providing reports to Head of Communications, Management Board and to the Deputy Head as requested.

4.4. Web Technology Services, Information Technology Branch in conjunction with Web Content and Services, Programs and Services

  • 4.4.1. Responsible for managing the LAC website in accordance with the Treasury Board Common Look and Feel for the Internet 2.0 (www.tbs-sct.gc.ca/clf2-nsi2/index-eng.asp) standards.
  • 4.4.2. Responsible for implementing the Policy as it applies to Web Technology Services and Web Content and Services and providing reports to Head of Communications, Management Board and to the Deputy Head as requested.

4.5. Strategic Office

  • 4.5.1. Responsible for reviewing and updating the Policy as required, in consultation with Head of Communications.
  • 4.5.2. Responsible for implementing the Policy as it applies to the Strategic Office and providing reports to Head of Communications, Management Board and to the Deputy Head as requested.

5. Implementation Plan


5.1. Client Services, Programs and Services

  • 5.1.1. Develop a multiple format request form. Summer 2008.
  • 5.1.2. Client Services staff training and awareness. Summer 2008 and then ongoing.

5.2. Communications

  • 5.2.1. Communications Office staff training and awareness. Summer 2008 and then ongoing.

5.3. Corporate Management

  • 5.3.1. Develop procurement vehicles for the production of multiple formats for the Communications department. Fall 2008.

5.4. Web Technology Services, Information Technology Branch in conjunction with Web Content and Services, Programs and Services

5.5. Strategic Office

  • 5.5.1. Review and update Policy. As required.

6. Definitions

6.1. LAC print publications

Information published in print about LAC policies, programs, services and initiatives.

6.2. LAC online publications

The LAC website is itself considered a publication and information published online about LAC policies, programs, services and initiatives are provided in multiple formats (XHTML, etc.), as required by the Communications Policy (www.tbs-sct.gc.ca/pubs_pol/sipubs/comm/siglist-eng.asp). By conforming to Treasury Board Common Look and Feel for the Internet 2.0 (www.tbs-sct.gc.ca/clf2-nsi2/index-eng.asp) guidelines, LAC meets the required accessibly standards set out in the Communications Policy, for the accessibility of persons with disabilities.

6.3. Multiple formats

Refers to any non-traditional publishing format including but not limited to Braille, electronic text, large print or audio.

6.4. Print disability or perceptual disability

As defined in the Copyright Act (http://laws.justice.gc.ca/en/C-42/index.html), means a disability that prevents or inhibits a person from reading or hearing a literary, musical, dramatic or artistic work in its original format, and includes disabilities resulting from:

  1. severe or total impairment of sight or hearing or the inability to focus or move one's eyes;
  2. the inability to hold or manipulate a book;
  3. or an impairment relating to comprehension.

Appendix A

References / Resources

Access to Information and Privacy
http://canada.justice.gc.ca/eng/pi/atip-aiprp/index.html

Government of Canada Communications Policy, Treasury Board
www.tbs-sct.gc.ca/pubs_pol/sipubs/comm/siglist-eng.asp

Common Look and Feel for the Internet 2.0
www.tbs-sct.gc.ca/clf2-nsi2/index-eng.asp

Government of Canada Contracting Policy www.tbs-sct.gc.ca/pubs_pol/dcgpubs/contracting/siglist-eng.asp

Canadian Charter of Rights and Freedoms
http://laws.justice.gc.ca/en/charter/index.html

Canadian Copyright Act
http://laws.justice.gc.ca/en/C-42/index.html

Canadian Human Rights Act
http://laws.justice.gc.ca/en/H-6/index.html

Council on Access to Information for Print-Disabled Canadians
www.collectionscanada.gc.ca/accessinfo/

Manager's Guide to Multiple Format Production (2003) www.collectionscanada.gc.ca/accessinfo/005003-4200-e.html

No Alternative: A Review of the Government of Canada's Provision of Alternative Text Formats for People Who Are Blind, Deaf-Blind or Visually Impaired (2006)
www.chrc-ccdp.ca/proactive_initiatives/alternative_substitut/toc_tdm-en.asp

Web Accessibility Initiative (WAI) Web Content Accessibility Guidelines (WCAG)
www.w3.org/TR/WAI-WEBCONTENT/

Appendix B

Providing LAC Publications in Multiple Formats Policy
Working Group – Terms of Reference

Background

The Communications Policy of the Government of Canada states that institutions must ensure information published in print about policies, programs, services and initiatives be made available upon request in alternative formats and that Internet-published information be made accessible in other multiple formats to accommodate persons with disabilities.

Mandate of the Working Group

The Working Group will develop a policy and implementation plan to ensure that Canadians with print disabilities have equitable access, upon request, to Library and Archives Canada (LAC) print publications in alternative formats and to LAC online publications in other multiple formats.

The policy will be guided by the recommendations made in the following government publications:

Membership

The Working Group will consist of representation from Communications, Programs and Services, Corporate Management, Information Technology Branch and the Strategic Office.

Members

  • Trisha Lucy (Chair)
    Policy Officer, Strategic Policy, Strategic Office

  • Alison Bullock (input via email)
    A/Director
    Circulation and Maintenance Division, Programs and Services

  • Jean-Maurice Cuerrier
    Manager, Contracting and Material Management, Corporate Management

  • Louise Decarie (input via email)
    Web Manager, Web Technology Services, Information Technology Branch

  • Edwidge Munn
    A/Manager, Editorial and Publication Services, Communications

  • Marie-Josée Tolszczuk
    Head, Reference Services (Published Heritage), Client Services Division, Programs and Services