Global Accessible Library Communications Strategy and Guidelines

Introduction

Due to the increasing numbers of people throughout the world who have a print disability, there is a compelling reason to fund libraries providing services for these people to consider opportunities to share resources through collaboration.
This project will bring together all print disability libraries into one unified approach. 
Deliverables include: the vision and charter; the standards; storage and delivery systems; the analysis and content management processes including Digital Rights management (DRM); setting up the Global Accessible Library model; approach to partnerships, communication and the business model.  The steering committee will oversee the project through establishing four project teams which will develop approaches to: establishing a business model, collection development and exchange, end user discovery and access issues and partnerships. The project leader will be responsible for driving and administrating the project.
The project leader will define specific timelines to be approved by the Steering Committee, however the project will run over a three year period with an initial Global Accessible Library model tested, deployed and reviewed by the end of the three years.

Objectives

The objectives of the Global Accessible Library:

• Enable clients to access a wider range of resources
• Enable libraries for the print disabled to share resources
• Develop partnerships with publishers through global publishing deals that benefit all
• Develop partnerships with “mainstream” libraries, Google, Yahoo etc.
• Leverage international co-operation to deliver more services to clients in a range of community languages

Outcomes

The outcomes of the Global Accessible Library:

• Identified costs, infrastructure requirements, policies, impediments and associated issues involved in establishing a Global Accessible Library
• Description of a fully developed Global Accessible Library service with development phases identified and timeframes for phases
• Possible establishment of a first phase service with limited collection and resources consistent with the identified first development phase
• Identification of the potential partnerships, collaborations and leverage points
• Enhanced range of options and services available to clients through the international library network by providing greater access to the use of library services by members in the print disabled community.
• People with disabilities encouraged to participate fully in the multicultural community through access to reading materials in a range of community languages.
• Greater staff understanding and involvement of event planning and development for the print disabled community.
• Increase of print disabled community as members of their local library in each participating country.
• Roll out of cooperative service model for International Library access involving print disabled across the world.
• Providing an alternative to the currently aging technology.
• An agreed program structure for implementation including clearly defined roles and responsibilities, communications protocols, timeframes, training and support programs, and cost estimates.
• Survey participants and gather feedback regarding their experiences with the project implementation.
• Report on the project to the national and international accessibility and library community through appropriate bodies and forums.
• Communications Plan and promotion campaign and promotion to the local community.
• A contribution to the wider body of knowledge relating to international public library information management, international relations, collection development, in terms of user needs.

Key Strategic Aims

The Communications Strategy will support the objectives of the Global Accessible Library Project and promote its activities.

The key strategic aims will be:

• To promote the Global Accessible Library Project and its activities in a coherent way
• To facilitate communication between organisations
• To make it easy for people to find out about the Global Accessible Library.
• To establish and foster links with governmental and other organisations
• To make the most effective use of appropriate media and technologies

Good communication is important if these activities are to be effective.

Guiding Principles

The Communications Strategy has been formulated on the following principles:

• Communication processes must be clear and understood by all members
• Communication must be inclusive, purposeful and timely, particularly in relation to consultation and decision-making
• Wherever possible, communication must be open and frank
• Communication is a two-way process and members should inform and involve themselves in discussions affecting them.  Communication upward to the Steering Committee is as important as communication down.
• Electronic forms of communication will be preferred.  Systems supporting email and web-based communications must be easy to use, accessible, robust and reliable
• Decision making and organisational structures will support effective communication by for example, ensuring accountability and clear reporting lines to the membership
• In representations to external bodies it is important that consistent messages are conveyed, and the authority to represent the Global Accessible Library Project therefore rests with the Chair, Project Leader, Daisy and IFLA representatives. 

Guidelines for Implementation

These Guidelines are written to support the implementation of the Global Accessible Library Communications Strategy.

They will clarify for members, working group members and partner organisations the channels of communication and how these operate.

Members of the Steering Committee will promote and encourage the use of the Strategy and follow it themselves.

The Strategy and its Guidelines will be made available on the Global Accessible Library web site, and will be reviewed and updated regularly.  Feedback and comments are welcome and should be addressed to the Project Leader to assist this process.

Channels of Communication

The Global Accessible Library Project uses many channels of communication including:

• The Global Accessible Library page on the DAISY web site
• Email lists.  Subscription in most instances is limited to representatives of member libraries.
• Reports and minutes of meetings
• Events – conferences, workshops, meetings – the proceedings of which are usually available on the web site
• Statistics, surveys and evaluations
• Submissions to government and other bodies
• Press releases
• Project Communiqué (newsletter)via email.
• Discovery and Access Working group utilises wetpaint wiki for communication and papers.
• Shared Collection working group utilises wetpaint wiki for communication and papers.

Global Accessible Library Webpage

Presently the Global Accessible Library webpage is part of the DAISY web site.  http://www.daisy.org/project/global-accessible-library  This is the main place where people will be able to find information about the project and its activities.  It includes details about the steering committee, its members and activities, records of meetings and events, links to related material, documents and reports, and news of interest to libraries and end users.

The web site is maintained by the Daisy officer and is not restricted.

IFLA website. To provide information on the Global Accessible Library on this site.

Global Accessible Library Email Lists

There are a number of email lists:

1. Currently a Global Library email list is available for anyone who wishes to access the list.  global-library@daisy.org, through the DAISY Consortium.
2. Project communiqué will be sent to all stakeholders on a regular basis keeping organisations informed of the project. 

Meetings

The Steering Committee meets 3-4 times per year, or as required.  Meeting papers are circulated by the Project Leader at least 2 working days in advance.

Project Teams face to face meetings are held twice a year, with monthly teleconferences.  The venue and dates for future meetings will be determined and notified to members at least 12 months in advance.  Chairs of committees and working groups are required to present a report on activities each month, to the hands Project Leader.   Meeting papers are distributed to members at least one week in advance of the meeting.

Meetings of committees and working groups are held as necessary.  Teleconferencing will be used where convenient and to minimise costs.

Minutes and Reports of Meetings

The steering committee minutes should be circulated to the members by the Project Leader within 3 weeks of the meeting.  Following any immediate amendments, the DRAFT minutes will then be made available on the Global Accessible Library web page. 

Project Team minutes will be circulated to the members by the Team Leader within 3 weeks of the meeting.  Following any immediate amendments, the DRAFT minutes will then be made available on the Global Accessible Library closed wiki.  

Chairs of Project team working groups must provide a brief report to Project Leader on a monthly basis.

Events, Conferences and Meetings

Wherever possible the Steering Committee should take advantage of the opportunity to promote the Global Accessible Library initiative at local, national and international conferences, meetings and other events.

Links to Other Organisations Including Government

Links with other bodies, such as World Blind Union (WBU), International Publishers Association (IPA), IDA International Dyslexia Association, ICEVI.

The Steering Committee will determine when it is appropriate for the committee to make submissions to government or other bodies.  Submissions will be drafted by the most appropriate member and jointly signed by the President and chair of the owning organisations.  Personal representations to governments, peak bodies and potential partners are most appropriately made by the Chair, Project Leader and/or President/chair of the owning organisations.  

Press Releases

Press releases will be issued by the Steering Committee on the authority of the Steering Committee.