About the APH File Repository
Who May Use the APH File Repository?
Contents of the APH File Repository
Limitations on APH File Repository Use
Cost and Billing
Contributing to the APH File Repository
Downloading Files
Opening Files
What Kind of File is This?
Tactile Graphics
Why Isn't There a Standard File Format?
Other Electronic File Services
View the APH File Repository Webinar
Who May Use the APH File Repository?
The APH File Repository is available only to registered users. These may include "authorized entities" (as defined by the 1996 Chafee Amendment to the Copyright Law) and Ex Officio Trustees of the American Printing House for the Blind. Ex Officio Trustees are regionally appointed administrators of federal quota funds for the students within their system of residential schools, agencies, or state departments for the blind. To contact an Ex Officio Trustee in your state, consult the Directory of Ex Officio Trustees.
The registration form Agreement to Use the APH File Repository is available for download. Mail the original, completed form with authorized signature (no faxes or photocopies please) to the Resource Services Department of APH. If you are unable to download the form, contact the Resource Services Department.
Contents of the APH File Repository
Braille-Ready Textbook Files (ready for embossing) -- Braille files can be ready to emboss or in a source file/proprietary markup format requiring transcription software. These files have been produced over a long time range by a variety of transcribers, so always check the file for formatting before embossing. This will also enable you to configure your embosser properly.
.brf files can go straight to an embosser, once you have checked the file to make sure it is a configuration that your embosser can work with. They can also be used with many embossing software packages. Other braille ready files require a freestanding embossing utility or braille transcription software with embossing capability.
Although a number of braille transcription programs can utilize files produced by other software, formatting may be altered by the import. Currently, APH braille files are formatted this way:
30 cells by 25 lines (grade K-1 only).
40 cells by 25 lines (grade 2-12 all math).
Large Print Files (for use with assistive devices) -- The files, saved as PDF documents, can be used on iPads or iPods, laptops, and various accessible devices. The same features from the hardcover large print book are available: 18 point font, colors and images eliminated from behind text materials, clearer images, single column formatting, page or keyword searching, and more.
Download Sample Large Print Files:
Publisher Textbook Files (ready for editing and translation) -- Many publishers donate files to the APH file repository. These can be plain ASCII text files, text files with some markup, or word processor files. Typical text from a file with markup would look like this:
<p>Increased trade and travel made Europeans curious about the wider world. Scholars translated the works of ancient Greeks, Romans, and Arabs. They then made discoveries of their own in fields such as medicine, astronomy, and chemistry. This burst of learning was called the <strong><em>Renaissance</em></strong></p>
Many braille transcription software packages can import these files, although files with markup may need some pre-editing, depending on your software. Some products may also require you to import plain text into a word processor or vice versa. Your documentation should have information on how your software works with any given file type.
In all cases, the file format for a given file is listed in the Louis record. In addition, you can tell what type of file is listed by the catalog number:
• E-XXXXX-PF — Publisher files
• E-XXXXX-TF — Braille ready files produced by transcribers outside of APH
• A-BXXXXX-BF — Braille ready files produced by the APH Accessible Textbooks Department
• A-LXXXXX-LF — Large print PDF files produced by the APH Accessible Textbooks Department
For other disability-related file requests, contact the publisher representatives listed at www.publisherlookup.org, which is maintained by the Association of American Publishers.
Limitations on APH File Repository Use
Acquisition of all APH Repository files is limited exclusively to Registered Users who are Ex Officio Trustees of the American Printing House for the Blind or "Authorized Entities" (as defined by the 1996 Chafee Amendment to the Copyright Law).
• An Ex Officio Trustee (EOT) has been assigned to each residential school for the blind, state department of education, or agency for the blind that participates in the Federal Quota Program. Each EOT is entrusted with the administration of the Federal Quota Program within his or her system.
• An "authorized entity" is defined by the Copyright Act as a "nonprofit organization or governmental agency that has a primary mission to provide specialized services relating to training, education, or adaptive reading or information access needs of blind or other persons with disabilities." By signing the above agreement you certify the entity you work for qualifies as an "authorized entity" under Section 121 of the Copyright Act. In addition, authorized users must meet the exemption provided by the copyright Act, 17 U.S.C. Sec. 121.
The only legal and authorized use of these files is for the nonprofit production of specialized formats for blind and visually impaired students. Registered Users are responsible for the appropriate distribution of these files to appropriate alternate media producing entities.
The copyright for these files is the sole property of the original owner. The copyright notice must be output as it appears in the file. This notice is required for complete or partial printings. The braille files and publisher braille production files are intended solely for the purpose of creating alternate media production, excluding large print production. Any other use is prohibited. These files or their output may not be sold for profit under any circumstances.
• APH Large Print files -- Due to copyright restrictions, only EOTs will be granted authorization to download these files, intended solely for use by registered students. Any other use, including hard copy large print production is prohibited.
• APH Braille and Text files -- The braille-ready files and publisher text production files are intended solely for the purpose of alternate media production, excluding large print production. Any other use is prohibited.
User IDs and passwords for this service shall not be shared. The original transcriber credit must be output as it appears in the file. This notice is required for complete or partial printings. APH File Repository privileges will be suspended if copyright holders' rights are violated. Violation could result in criminal or civil penalties.
Cost and Billing
There is a nominal charge of $25 for each braille or text file downloaded. This fee is used to help offset the costs of providing the repository. Prices for large print files vary and are listed under each title available. If you are a registered user of the repository but are unsure about the usability of a file, are unable to provide the $25 fee, or have other questions about this, please contact us and we will attempt to address your concerns. Downloads are tracked at APH by user ID. Many APH Ex Officio Trustees have an account they use for public schools and another account they use for non-public schools. We will give you a different username for each of those accounts and it will be up to you to use the appropriate ID and password each time you download.
Contributing to the APH File Repository
A key goal of the APH File Repository is to provide users with braille-ready files for instructional materials in order to facilitate efficient braille production. By sharing braille-ready files with others, it is possible to leverage the work done by one braille transcriber so that it yields time and cost savings for other transcribers and agencies. Braille-ready files are ready to be embossed and distributed to the student as hard-copy braille. They can also be used directly by the student with AT devices that can read braille files. Agencies save time and money by avoiding the need to transcribe a textbook from scratch, and students win by receiving their instructional materials much more quickly. APH will pay organizations that use certified braille transcribers $50 for braille ready files of current K-12 instructional materials.
Text files can also be used as a starting point for braille production. While these files are not embosser-ready, they can be used with conversion software. Instead of having to scan the complete book before transcription begins, the text file can be directly imported into the transcription software, shortening braille production time. APH will pay organizations $25 for contributing text files of current K-12 instructional materials not already found in the repository.
APH reserves the right to accept or reject files at its discretion.
Downloading Files
One textbook is often comprised of many files. To facilitate downloading, these files are zipped (or compressed) into one file. When you download one book and unzip it, you may end up with 40 or 50 files. The individual file names do not match the zipped name. It would be wise to set up a separate folder for each downloaded book so individual files do not get mixed up. Keeping the books in separate folders will save you time and confusion in the long run. Here is one suggestion: Before you click "Download File," make a note of the catalog number of the file. The catalog number is the same as the name of the zipped file. On your computer, create a folder that is named the same as the catalog number. Then when you download the file, save it to that directory. This will help to keep your files organized.
There are several methods for getting the downloaded files to the necessary student or teacher. Depending on the size of the file, email may be an option. While all files from the repository are compressed and zipped, the braille files are usually smaller and can be more easily emailed.
Most email systems have a size limit for attachments, check with your computer support department to find out what the limit is on your system. If email is possible, you can send the file to either the teacher or student. They will need to have zipping software on their device (WinZip, etc.)
There are several software packages or apps that allow users to send or share files with another person over the internet, no matter the size. APH recommends using file-sharing software, such as:
The program can be loaded onto your PC, Mac, or use the online application, along with an app on the teacher or student’s device. You can then quickly transfer the zipped files. The use of file-sharing software also gives the Trustee or IRC a dedicated place to manage and store all of their downloaded files.
The file does not have to be returned to APH or the Trustee. Once the student is finished with the file, it should be deleted from their device. For tracking purposes, some organizations have developed a simple form which the teacher signs verifying the file has been deleted, and then the form is returned to the IRC library.
Opening Files
When you download the zipped file, save it someplace you can easily find it (such as the folder suggested above). Go to that folder and open the file like you would open any program or file in Windows (double-click it). This should automatically open your zipping program (if your zipping program is Windows-based). If you are using Winzip, after you double-click you will see a list of all the files "unzipped" from the downloaded zipped file. The files should then be available to be opened in a braille translator such as Duxbury (if they are .BRF files) or a word processor (if they are .TXT or .DOC).
Note: You do not need a Zip drive to open zipped files. Available zipping programs:
What Kind of File is This?
Although compatibilities are given for some types of files, they are not guaranteed. Always check with your software documentation or technical support for the latest information on compatibility and import capabilities.
For further information about device and file compatibilities, see the Technologies for AIM and NIMAS page at the National Center of Accessible Instructional Materials website.
ABT = ED-IT PC/Braille 2000 Source File
ACN = PokaDot Braille Output File
Should be used with an embossing utility, but can also be used with ED-IT PC/Braille 2000 or Duxbury.
ASC = ASCII File
Functionally equivalent to a .txt file, although the text frequently contains markup. Can be renamed with .txt extension if your software requires it.
BFM = Megadots Braille Ready Format
Should be used with an embossing utility, but can also be used with ED-IT PC/Braille 2000, MegaDots, or Pokadot.
BML = Braille 2000 Markup Language
Text with an XML type markups, specific to Braille 2000.
BRF = Braille Ready Format, Braille ASCII file
Can in many cases be sent straight to a properly configured embosser. Generally also compatible with newer braille transcription programs and embossing utilities.
BRL = MicroBraille Source File
Can be used with ED-IT PC/Braille 2000, Microbraille, MegaDots, and Pokadot.
Also may be used with Duxbury if it is an older Microbraille file and a converter is used.
DOC or DOCX = Microsoft Word File
Some transcription software can import these, depending on the version of the software that produced them.
DXB = Duxbury Braille Source File
Can be used with ED-IT PC/Braille 2000 (standard styles only), or Duxbury.
DXP = Duxbury Print File
This is the Duxbury proprietary version of a formatted text file, not unlike the files produced by a standard word processor. Can be used with ED-IT PC/Braille 2000 or Duxbury.
ICADD-22 = International Committee on Accessible Document Design File (uses 22 SGML codes) Not a file extension but a file type (can have file extension .icd, .txt, or .tx) Can be used with ED-IT PC/Braille 2000, Duxbury, or MegaDots. This is a text file with markup. If the format is not compatible with your software, the edit/replace function of a text editor or word process can be used to strip out the markup. A set of ICADD files generally comes with a list of the markup conventions used within the file.
Markup
Extra characters outside the “readable portion” of a plain text file that indicate, formatting, fonts, etc. Braille itself can be considered to contain markup—as examples, the capitalization indicator being a separate character from the letter itself, or the beginning and end indicators for a section of Nemeth code.
MEG = MegaDots Braille Source File
POK = Pokadot Braille Output File
Should be used with an embossing utility, but can also be used with Duxbury or MegaDots.
PDF = Portable Document Format
A file format that makes it possible to display text and graphics in the same fixed layout on any computer screen.
RTF = Microsoft Rich Text File
This is a text file with a limited amount of formatting. Can be imported into many braille transcription packages.
Sometimes preprocessing may be required for the import—either opening in a text editor and saving as a plain text file (loses formatting) or opening in a word processor and saving in the word processor format (preserves formatting).
Tagged Files
This is not a file extension, but is a file type—plain text with some sort of markup that is unspecified. These files may by XML, HTML, ICADD, or some other sort of unidentified markup. You may need to strip out the markup in a word processor or text editor to work with it.
TX or TXT= Generic ASCII Text File
This file type contains only generic ASCII characters, and can be opened in a simple text editor such as notepad. A text file may be plain text or contain markup characters. The format note in Louis will indicate if a file contains markup characters.
WP5 = WordPerfect File
WPD = WordPerfect File
Tactile Graphics
Very few of the files contain tactile graphics. If an organization makes graphics available, this will be noted in the Louis record. If you are looking for tactile graphics, please be sure to check the Tactile Graphics Image Library.
Why Isn't There a Standard File Format?
The Repository is a cooperative effort, developed specifically for braille production needs with many agencies and publishers contributing files. If the file format is restricted to one "standardized" format, many potentially useful files would be eliminated. To best serve the field, APH has chosen to keep the formats diverse and allow for proliferation of these materials.
However, there is a standard file format, National Instructional Materials Accessibility Standard (NIMAS), which was developed specifically to make it easier to produce print instructional materials in accessible format for K-12 students.
APH operates a separate, federally funded National Instructional Materials Access Center, which houses files in the NIMAS format. These are not student ready files. For more information on NIMAC and NIMAS see: www.nimac.us and NIMAS Technical Specification.
Other Electronic File Services
The National Library Service for the Blind & Physically Handicapped makes electronic braille books available to its members through a program called Web-Braille.
Bookshare offers newspapers and books in electronic braille to its members.
AccessText is a membership exchange network that facilitates and supports the nationwide delivery of alternative textbooks to Higher Education students.
APH File Repository Webinar
Learn all about the APH File Repository by watching this hour-long webinar which was recorded in December 2012.
Note: You must have the Adobe Flash Player loaded on your computer to view this recording.
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