Compact Disc

Staff Time
The use of data compact discs is rapidly increasing. The increase is due to several factors such as the significantly greater volume of data that be encoded on a CD than on a diskette (approximately 700 floppy diskettes can be loaded onto a high density CD) and the growing prevalence of CD-ROM player drives on new computers and available as attachments for older ones. CDs can be used to capture audio, video, and text formats at the same time. Depending upon the organization of the CD, individual areas of the CD can be accessed, thereby, not requiring users to linearly search through data as may be the case on a diskette.

Staff time is required to learn how to operate the new equipment that "burns" or records CDs. Once this is mastered, the process of downloading is similar to that used in other formats.

Equipment
Equipment is needed to create CDs as opposed to simply reading them. Most computers that have CD drives only play data CDs so an augmentation of most computer systems will be required to add equipment that allows you to download directly onto a CD. Service organizations do exist in most areas that will assist you in creating a CD master and in creating copies of a CD. Special software is required to create CDs that can be read by several platforms such as Windows, Macintosh, and UNIX, for example.

Costs
Low-end equipment to create data CDs can be purchased for around $1000. If you do not have a CD player, one may be purchased for $200 to $300. Blank CDs can be obtained for less than $10 and copies of CDs can be produced for about $1 each, if done in volume. If repeated use of the CD technology is not planned, it may be more economical to contract for the service. Services that prepare master CDs usually charge $250 to up to $1,000 depending upon the nature of the information.

Effort
The effort associated with using this format is not high. It requires learning to use new technology. The use of CDs, however, can be expected to grow and it does represent a format that is unique in its ability to capture multi-media presentations of information in a format that is easily sorted.

Resources
Needed equipment can be obtained from your local computer supply vendor. Companies that offer mail-order services often have this equipment available.

Helpful Hints About Using Compact Discs

1. Determine with what size diskette your user needs. Typical diskettes come in either 3.5 or 5.25 inch sizes.
2. Determine what you want to include on your CD remembering that it is more flexible and can accommodate more formats than a diskette.
3. If a CD is going to be shared as an accessible alternate format it must be prepared in a manner that will allow a screen reader, for example, to operate. This means you should:
   • convert symbols, icons, graphics, tables, pictorials, and abbreviations to text;
   • convert columns to continuous text;
   • indicate new paragraphs with the use of one tab;
   • eliminate extra blank lines in your text; and
   • eliminate the use of stylistic factors such as bold type, underlining,and special symbols.
4. Graphics that may be included on your CD should contain descriptive text (and/or audio) portions to relay information conveyed through the graphic or pictorial matter.
5. CDs can be used to supply multiple formats separately or in merged forms. A simulation of Internet information systems can be created on CDs for information sharing and demonstration purposes. The many possibilities available through the CD format should be considered in your planning.

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