Attachment J3_Specification 801 - 05202026 - pp. 22.pdf

Version 2.0 May 2018

Specification 801:2018

Braille Magazine or Newspaper

NLSBPH Spec No. 801 May 2018

Revision History Revision Issue Date Change Description

2.0 12/20/2017 Align with spec 800, modify article separator, update reference drawings

Final Approval

Head, Production Control Section

(Andrew Skinner)

Head, Quality Assurance Section

(Margaret Goergen-Rood)

Chief, Materials Development Division

(Michael Katzmann)

Director

(Karen Keninger)

Table of Contents

1. Scope

2. Reference Documents

2.1 Specifications

2.2 Standards

2.3 Reference Sources

3. Requirements

3.1 Braille

3.2 Size and Spacing

3.2.1 Height

3.2.2 Diameter

3.2.3 Cell Spacing

3.2.4 Line Spacing

3.3 Paper

3.3.1 Weight

3.3.2 Strength

3.3.3 Uniformity

3.4 Pages

3.4.1 Dimensions

3.4.2 Margins

3.4.3 Line Length

3.4.4 Lines Per Page

3.4.5 Page Numbering

3.4.6 Magazine Parts

3.5 Completeness of Text

3.5.1 Inclusions

3.5.2 Additional Information

3.5.3 Subscription Information

3.6 Cover Information - Commercial Publications

3.6.1 Print-Front Cover

3.6.2 Braille-Front Cover

3.7 NLS Publications

3.8 Special Symbols List and Other Transcriber Generated Pages

3.8.1 Special Symbols Page

3.8.2 Special Symbols Page

3.9 Table of Contents

3.9.1 General Requirements

3.9.2 Single-part Magazines

3.9.3 Multi-part Magazines

3.9.3.1 Full Table of Contents for Part One

3.9.3.2 Table(s) of Contents for Subsequent Part(s)

3.9.4 Print and Braille Page Numbering

3.10 Articles

3.11 Back Covers

3.11.1 Additional Print Text

3.11.2 Last Part

3.12 Bindings/Covers

3.12.1 Binding

3.12.2 Covers

4. Quality Assurance

4.1 Contractor Quality Assurance Plan

4.2 Quality Assurance Corrective Action Required by NLS/BPH

4.3 Recall

4.4 NLS/BPH Inspection of Contractor

4.5 NLS/BPH Quality Control Procedures

4.5.1 Control Copy

4.5.2 100-Percent Inspection

4.5.3 Spot-check

4.5.4 General Inspection

4.5.5 Sampling

4.5.6 Acceptance

5. Mailing Cartons and Envelopes

5.1 General

5.2 Single part magazines

5.3 Multi-part magazines

5.4 NLS/BPH approval

5.5 Official signature

5.6 Artwork

5.7 Address label

5.8 Free Matter for the Blind or Handicapped

5.9 Restricted Information

5.10 Contact Information

6. Appendices

6.1 Model Contents Page

6.1.1 Model Contents Page for Single Part Braille Magazines

6.1.2 Model Contents Page for Multiple Part Braille Magazines

6.1.3 Model Contents Page for Subsequent Parts in Multiple Part Braille Magazines

6.2 Magazine Cover

6.3 Mailing Carton Envelope

6.4 Mailing Label

1. Scope

This specification covers transcribing, pressing and/or embossing, binding braille magazines, catalogs, reference materials and other small-sized softbound publications for the Library of Congress (LC), National Library Service for the Blind and Physically Handicapped (NLS/BPH).

Braille magazines are produced under contract by various firms and organizations. Distribution is made directly from the manufacturer to patrons according to instruction.

2. Reference Documents

The following documents and publications form a part of this specification. In the event of conflict between the documents and publications referenced herein and the content of this specification, the content of this specification shall be considered a superseding requirement.

2.1 Specifications

Braille Authority of North America

Braille Formats: Principles of Print-to-Braille Transcriptions, 2016

This document is available at:

http://www.brailleauthority.org/formats/formats2016.html

2.2 Standards

American National Standards Institute (ANSI)

ANSI/ASQ Z1.4-2003 (R2013) Standard Sampling Procedures and Tables for Inspection by Attributes

The document cited above is available from:

American Society for Quality Quality Press 611 East Wisconsin Ave.

P.O. Box 3005 Milwaukee, WI 53201-3005 www.asq.org/quality-press/index.html

2.3 Reference Sources

National Library Service for the Blind and Physically Handicapped

Instruction Manual for Braille Transcribing

International Council on English Braille (ICEB)

The Rules of Unified English Braille

Merriam Webster Co.

Webster’s New International Dictionary http://www.brailleauthority.org/formats/formats2016.html http://www.asq.org/quality-press/index.html

3. Requirements

Braille shall be produced in full conformance with the currently applicable codes set forth by the Braille Authority of North America (BANA). The producer of braille is responsible for making understandable embossed reproductions of diagrams and/or images or, clear descriptions of their contents; method and approach are subject to NLS approval. Diagrams or images which are ornamental and not pertinent to the text may be omitted.

3.1 Braille

Braille shall be embossed on both sides of the page, interpoint, with the exception of diagram pages.

3.2 Size and Spacing

3.2.1 Height

The height of braille dots shall be 0.019 +0.002/-.001 inches and shall be uniform within any given transcription.

3.2.2 Diameter

The base diameter of braille dots shall be 0.057 +0.002/-.001 inches.

3.2.3 Cell Spacing

Cell spacing of dots shall conform to the following requirements:

a. The distance from center to center of adjacent dots (horizontally or vertically, but not diagonally) in the same cell shall be 0.092 +0.002/-0.001 inches.

b. The distance from center to center of corresponding dots in adjacent cells shall be 0.245 +0.005/-0.001 inches.

3.2.4 Line Spacing

The nominal line spacing of braille cells from center to center of nearest corresponding dots in adjacent lines shall be 0.400 inches.

3.3 Paper

3.3.1 Weight

Paper shall not be less than 70-pound weight, 25” X 40” basis.

3.3.2 Strength

Paper shall possess a quality and tensile strength that will produce firm dots which will not cut through the top in the embossing process, will not impede readability, and will go through the mail with minimal damage.

3.3.3 Uniformity

Paper shall have uniform thickness, color, weight, and texture throughout any one production run.

3.4 Pages

3.4.1 Dimensions

The pages of magazines and/or soft cover publications shall not exceed 11.5 inches in height and

11.25 inches in width.

3.4.2 Margins

The margins at the top, bottom, and outside edges of the page shall be at least .375 inch. At the binding edge the margin shall be no less than .75 inch after binding.

3.4.3 Line Length

There shall be up to 40 cells per line. An extra cell in the line may be used for error correction on a minimal basis of no more than five percent (5%) for each part.

3.4.4 Lines Per Page

There shall be 25 lines per page, except where specific rules limit the number of lines. An extra line on a page may be used for error correction on a minimal basis of no more than five percent (5%) for each part.

3.4.5 Page Numbering

Pages shall be numbered on the odd-numbered pages at the upper right corner of the first line of the page. No fewer than three blank cells shall be left between the page number and the text.

3.4.6 Magazine Parts

Magazine parts should not exceed 120 sides, including both interpoint and blank sides. The number of pages per part should be about the same in multiple-part magazines, while staying within the above limitations and also avoiding the necessity for an extra part.

3.5 Completeness of Text

3.5.1 Inclusions

The entire text of the print edition (except advertising, illustrations, plates, etc.) shall be copied unless there are specific instructions by the NLS contract monitor or the publisher that certain items should be omitted.

3.5.2 Additional Information

As applicable, the following statements must appear in braille at the end of the Table of Contents in part one only (see Appendix 6.1):

a. "In conformance with postal regulations, this braille edition does not include advertising."

b. "The entire text of the print edition is included."

c. "The entire text of the print edition is included except some copyrighted materials for which permission to reproduce was not obtained."

d. "The entire text of the print edition is included except material which is technically not possible or practical to reproduce in this format."

e. "Picture captions are stated at the end of each article and are clearly identified."

3.5.3 Subscription Information

The following statement shall appear in braille after the applicable statements identified above:

"To cancel your subscription, or if you change your address, please notify your cooperating network library. Allow six (6) to eight (8) weeks for address change. Send both old and new addresses and name of the magazine affected by the change."

3.6 Cover Information - Commercial Publications

3.6.1 Print-Front Cover

Braille editions of magazines are to resemble their commercial counterparts. The information printed on the front cover shall consist of the following: (see Appendix 6.2)

a. Print title or banner head consisting of a duplicate logotype of the periodical title reproduced, if possible, from a reproduction logotype furnished by the publisher. The print title/banner head should be horizontally centered and top aligned in a text box that is 3” high, aligned with the top, left and right margins. (See Appendix 6.2 Drawing 500008011).

It should be as wide or as high as the text box allows, keeping the aspect ratio of the original logotype, meaning it will either be 3” high or ≈8.75” wide.

b. "Braille Edition", set in 12 point Times Roman Bold, shall appear 0.375” below the lowest part of the print title or banner head, aligned with the left margin.

c. For magazines in multiple parts: "Part [Arabic number] of [Arabic number] Parts", set in 12-point Times Roman, shall appear on the line directly beneath “Braille Edition”, aligned with the left margin.

d. For magazines produced in one part: "In One Part" set in 12 point Times Roman shall appear on the line directly beneath “Braille Edition”, aligned with the left margin.

e. Date of issue, set in 12-point Times Roman Bold, shall appear 0.375” below the lowest part of the print title or banner head, aligned with the right margin.

f. Volume number in Roman numerals (when applicable), with issue number in Arabic on the same line, set in 12-point Times Roman, shall appear on the line directly beneath the issue date, aligned with the right margin.

g. 2-inch wide logotype and tag line, as provided by NLS, aligned with the left and bottom margins.

3.6.2 Braille-Front Cover

The following shall appear on the front cover in braille, centered on the page with blank lines between subparagraphs in the order given:

a. Title

b. Month and year of issue; volume number (when applicable) and issue number, e.g., August 2016 Volume 25, No. 47

c. "Part [Arabic number] of [Arabic number] Parts" and inclusive pages in the part. Example:

Pages i-iii and 1-78. For magazines consisting of one part: In One Part pages i-ii and 1-78 (see The Rules of Unified English Braille for guidance)

d. Name(s) of main editor(s) of magazine, e.g., editor, editor-in-chief, with title

e. Editorial office address of the commercial magazines

3.7 NLS Publications

Braille editions of NLS publications are to resemble their print edition counterparts. Special instructions by NLS will be provided for production of NLS publications. Braille information format shall be the same as section 3.6.2.

3.8 Special Symbols List and Other Transcriber Generated Pages

The special symbols page should follow the front cover page, and the transcriber’s notes page should follow the special symbols page. Transcriber-generated information shall follow rules of correct spelling and grammar and shall be appropriate to the reading level of the magazine. They shall be numbered according to the rules for braille magazines; otherwise, format for these pages shall follow the guidelines in Braille Formats: Principles of Print-to-Braille Transcription. Their content shall meet the requirements below.

3.8.1 Special Symbols Page

Special symbols shall be grouped according to topic, not in the order in which they appear. Only the following special symbols shall be listed on the special symbols page.

a. Transcriber-generated symbols

b. Note-reference indicators

c. Arrows

d. Modifiers

e. Foreign language accents and punctuation

f. Pronunciation symbols when not listed in a separate pronunciation key

g. Script indicators

h. Grouping symbols other than quotation marks, parentheses, brackets, and transcriber’s note indicators. The double quotation marks should be listed when they are used instead of nonspecific quotation marks.

i. Mathematical signs other than numbers, period, comma, basic signs of operation, and equals sign

j. Symbols for coinage other than the dollar sign

k. Unusual symbols not ordinarily appearing in the publication

3.8.2 Transcribers Notes

The transcriber’s notes page should inform the reader of any unusual format used in the magazine.

The transcriber’s notes page should inform the reader if nonspecific quotation marks are being used for single quotation marks. If any code other than Unified English Braille is used, this should be indicated on the transcriber’s notes page.

3.9 Table of Contents

3.9.1 General Requirements

Table of contents shall be in braille beginning on the next preceding page after the first page (inside front cover) or after the Special Symbols page (if one is included) of each part.

Articles continued from one part to another shall be indicated in the table of contents for both parts. The abbreviation for continued, in parentheses, (cont.) shall follow the title of the article in the part in which the article is continued.

3.9.2 Single-part Magazines

The word “CONTENTS,” fully capitalized, shall be centered on line one. Columnar headings— title (left margin), print page, and braille page (right margin)—shall be preceded and followed by a blank line. The entire contents shall follow.

3.9.3 Multi-part Magazines

3.9.3.1 Full Table of Contents for Part One

The word “CONTENTS,” fully capitalized, shall be centered on line one. Columnar headings—title (left margin), print page, and braille page (right margin)—shall be preceded and followed by a blank line. “Part One,” centered, and preceded by a blank line, should appear below the columnar headings. The entire contents shall be separated into appropriate part numbers. A blank line shall separate the list of articles and all subsequent part numbers.

3.9.3.2 Table(s) of Contents for Subsequent Part(s)

The word “CONTENTS – PART (number),” fully capitalized, shall be centered, followed by a blank line. Columnar headings—title (left margin), print page, and braille page (right margin)— shall be preceded and followed by a blank line. The contents for the individual part shall follow.

3.9.4 Print and Braille Page Numbering

The requirements for addition of page numbers to the print Table of Contents page are defined below. Sample Table of Contents pages that meet these requirements are found in Appendix 6.1.

a. Centered on line 1 is the word “CONTENTS”.

b. Following a blank line, on line 3 the word “Title” shall be placed at the left hand margin.

c. Beginning on the same line, at the right margin is the heading “Braille Page”, occupying lines 3 and 4.

d. To the left of the “Braille Page” heading, separated from it by one cell, is the heading “Print Page”, also on two lines.

e. On line 6, begin the contents.

Note: The heading “PART ONE” will appear on line 6 for multiple part magazines, followed by the contents.

f. The headings shall start at the left-hand margin, and the print and braille page numbers shall be placed at the right-hand margin, in two separate columns.

g. Guidelines (dot 5) shall connect the headings and the print page numbers, with a blank cell after the heading and before the first guide dot and another blank cell before the print page number. These guidelines are not used unless there are four or more cells between the end of the heading and the print page number.

h. The area reserved for the print page numbers shall contain the number of cells equal to the number of digits of the longest page number in that magazine part plus one extra cell for the braille number sign.

i. For braille page numbers, the number sign should be placed below the P in the “Braille Page” heading.

j. The area reserved for braille page numbers must equal the number of cells required for the longest page number in that part plus one extra cell for the braille number sign.

k. The braille-number area should be set up so that the last digit of the longest number is in the last cell of the braille line.

l. At least one blank cell must separate the print-number area from the braille-number area.

m. There shall be no overlapping of digits between the number-column areas.

n. If a heading requires two or more lines, the last braille character on each line must be terminated so that there is at least one blank cell between such lines and the print-number area.

o. Run-overs of headings shall start in the third cell, and print and braille page numbers shall appear on the last line of multi-line heading.

p. If print numbers are four digits in length because of the continuous-page system of some periodicals, NLS will provide special instructions.

Below is a sample of the page-number areas. For purposes of the sample, a number sign is used (although not used in print). Note that in each column all numbers are left-justified.

#50 #1 #55 #10 #65 #30 #85 #70 #100 #100 #107 #114

3.10 Articles

A separation line consisting of dots 2, 5 and using 15 braille cells shall be placed on the first line following the last character in all articles. This separation line should be centered and should occur even if the next item/article begins at the top of the next page.

3.11 Back Covers

3.11.1 Additional Print Text

a. Other copy, if required, should be set in 10 on 12-point Times Roman, 17.5 picas wide and placed in the upper-left corner of the back cover as illustrated in Appendix 6.2.

b. No producers’ name is to appear on the front cover. The name may be placed in the lower-left corner of the back page, set in 10-point Times Roman and aligned with the NLS logo on the front cover as illustrated in Appendix 6.2.

3.11.2 Last Part

Print text for the back cover of the last part is set in block paragraphs, 14-point Times Roman. It shall appear at the top margin, or following other copy as appropriate. The outside of the back cover of all parts of a multi-part magazine shall be used for braille text except for the back cover of the last part. The last back cover outside of any magazine, single or multi-part, shall contain the following in print and braille, in the order shown:

a. Copyright or © symbol (date and holder(s))

b. "Published by: (Publisher's name and address as it appears in the print edition). Further reproduction or distribution in other than a specialized format is prohibited."

c. Publisher's statement of responsibility, if present, as it appears in the print edition

d. "Produced in braille for the Library of Congress, National Library Service for the Blind and Physically Handicapped, by (name of a braille producer), (year)."

e. "(Magazine title) is a direct circulation magazine available free of charge to blind and physically handicapped residents of the U.S. and American citizens living abroad through funds provided by the Library of Congress, National Library Service for the Blind and Physically Handicapped."

3.12 Bindings/Covers

3.12.1 Binding

Binding shall adequately protect the braille embossing and permit the paper to lie sufficiently flat for reading. Binding materials may consist of spirals, combs, staples, string, glue, or any combination of these items. Proposed binding material must be approved by NLS before use and distribution.

3.12.2 Covers

Magazines may be covered with appropriate material to protect the braille. If the publication is not self-covered then the information required on the front, inside and back covers should be placed on the last preceding page.

4. Quality Assurance

4.1 Contractor Quality Assurance Plan

The bidder shall submit a document that details his quality control procedures. The document shall reflect, but is not necessarily limited to the following:

a. Each and every part produced shall be inspected by the manufacturer for compliance with specifications.

b. All braille materials shall be proofread to ensure accuracy of transcription.

c. All braille editors and/or proofreaders employed in the production of press/embossed braille publications should be certified by NLS.

4.2 Quality Assurance Corrective Action Required by NLS/BPH

If a significant fault is found in the production units which can be traced to a lack of adequate production control or inspection, the necessary control or inspection shall be instituted without additional charge to

NLS.

4.3 Recall

Braille magazines and/or softbound publications produced for NLS shall be free of pressing and/or embossing defects and are subject to recall. Reproducing shall be at the expense of the manufacturer based on the above criteria. It shall be the prerogative of the contracting officer to initiate a recall at his discretion.

4.4 NLS/BPH Inspection of Contractor

NLS reserves the right to inspect any process or test being performed. The NLS representative shall have the authority to select, at random, samples of the finished product at any time during the course of the contract to test for adherence to the specified requirements.

4.5 NLS/BPH Quality Control Procedures

4.5.1 Control Copy

When copies are mailed to readers, one control copy of each magazine/publication with print edition shall be mailed to NLS. Each control copy shall be individually wrapped or boxed and addressed to the attention of the Quality Assurance Section.

4.5.2 100-Percent Inspection

All print/braille on the cover, title page and contents shall be checked 100 percent (100%). No errors are permitted.

4.5.3 Spot-check

A general spot check shall be conducted on all parts of each magazine and/or publication.

4.5.4 General Inspection

A general check of the control copy shall be made for accuracy of content; the conformance with braille codes; technical specifications; size and spacing of braille dots, cells, and lines; quality of paper; size of paper; number of cells per line; number of lines per page; margins; numbering;

number of pages per part; binding; inclusions; exclusions; and mailing cartons or envelopes, as covered in this specification.

4.5.5 Sampling

NLS will use random sampling and statistical techniques during this portion of its quality assurance inspection. Sampling shall be in accordance with ANSI/ASQ Z1.4-2003 (R2013) Standard Sampling Procedures General Inspection Level II at an acceptable quality level of 6.

For purposes of inspection, each part will be considered a lot. The magazine or publication is subject to recall by NLS when:

a. Three or more errors are detected on any page in the sample.

b. Statistical probability analysis of the sample indicates that more than ten percent (10%) of the pages in the control copy contain one or more errors.

4.5.6 Acceptance

NLS will review control copies for conformance to contract specifications. If two consecutive magazine issues, three for weekly, or a total of three, four for weekly, throughout the contract period are rejected for quality, this may be grounds for termination by default. In addition, each magazine that the producer is required to recall from or correct in the field will be considered a reject and counted with the total number of rejects for the year.

5. Mailing Cartons and Envelopes

5.1 General

Magazines or newspapers go to the readers directly from the manufacturer. Mailing cartons or envelopes used shall be of a quality to protect braille materials from damage when mailing through the U.S. Postal Service. The product must conform to requirements and restrictions of the U.S. Postal Service with respect to bulk shipments.

5.2 Single part magazines

Magazines consisting of one part are to be mailed in strong Kraft envelopes. The flap of envelopes for braille magazines shall be sealed with tape or glue.

5.3 Multi-part magazines

Magazines consisting of two or more parts are to be packaged in strong corrugated boxes of suitable size, using tape on the top, no staples.

5.4 NLS/BPH approval

Samples of proposed mailing containers are to be submitted to NLS for approval. All graphics imprint shall be in black and use upper and lower case letters.

5.5 Official signature

The official signature consists of the government-furnished 2.625-inch wide logo and tag line. Signature shall be positioned as illustrated in Appendix 6.3 Drawing 500008012.

5.6 Artwork

The mailing container shall use the words “Periodical” and “Keep Dry” for all periodicals produced according to this specification. These words shall be printed in either Times Roman Bold or Times Roman Black, .5-inch cap height, .75 inch base to base, and may be repeated on the back of the carton in the same size and position as the front (see Appendix 6.3 Drawing 500008012).

5.7 Address label

Mailing cartons or envelopes shall have a nominal 3-inch x 5-inch address label or a nominal 3-inch x 5-inch imprint conforming to the address label format in (see drawing 500008013). Label stock shall be white label paper. Return address is 10 point on 11-point Times Roman, flush left and ragged right, set .5 inch under normal. Labels must not contain the line, Address Correction Requested.

5.8 Free Matter for the Blind or Handicapped

All mailing cartons and envelopes shall contain the following, "Free Matter for the Blind or Handicapped". The words will be on two lines and follow the capitalization and spacing and placement as illustrated in Appendix 6.3 Drawing 500008012. Type size is 24-point in either Times Roman Bold or Times Roman Black.

5.9 Restricted Information

No book manufacturer’s name is to appear on the carton. The manufacturer's initials may be placed in the lower left corner of the mailing label, set in 8-point Times Roman.

5.10 Contact Information

All mailing cartons and envelopes shall contain the following:

"Questions? Call the telephone number above your address." The words will be on one line, and placed on the envelope or mailing carton as shown in drawing Appendix 6.3 Drawing 500008012. The type size is 16-point Times Roman bold upper and lower case.

6. Appendices

6.1 Sample Table of Contents

6.1.1 Sample Contents Page for Single Part Braille Magazines

6.1.2 Sample Contents Page for Multiple Part Braille Magazines

6.1.3 Sample Contents Page for Subsequent Parts in Multiple Part Braille Magazines

NLSBPH Spec No. 901 May 2018

6.2 Magazine Cover

6.3 Mailing Carton Envelope

6.4 Mailing Label

3.9.4 Print and Braille Page Numbering