Archiving Procedures

Archiving Procedures

Version 1.0

Archiving Procedures

Step 1:

Select the folders/file to be archived”
(The folders can be found on ‘web1/Altformat/Archiving’)

Things to check:
1. The files are named using the correct naming convention
2. There are no discrepancies in the flow of the material (No missing pages)
3. Each individual file has a copyright statement included.
4. There is an instructions/copyright read me file in every folder

After completing step 4, move the folder to ‘Altformat/Archiving/To Be Burned’

Step 2:

1. In the Database, under Work, select ‘All work’

2. Search for the book that you want to archive, using the searching option. (Remember to search after selecting ‘All work’)

3. When the book for which you searched is displayed, click on the edit link that that is the end box of the line displayed.
4. On selecting the edit link, the page containing the details of the book is displayed.

(You will find more information regarding the details of the book on checking the appropriate textbook log sheets. Look for the term in which the book was used and pull the log sheets from ‘Altformat server’ or ‘Altformat Backup’.)

5. Once you have sufficient information, check for:
•    Class (A)
•    Work Title (B)
•    Author (C)
•    ISBN (D)

If there is any variation in any of the data, CHANGE the information in the database to match the excel log sheet. If you have questions, ask a team leader or your supervisor.

6. Click on Archive (F) and enter the Index number in the box (E) next to it using ‘Index number convention’. (ALT-Author name-Book Name).

7. Click submit only after you have burned the data onto the CD and have checked to ensure that it works.

8. After you click submit, confirm the book is in the ‘Archived work list’.

Step 3:

1. For burning a CD, use the Nero 6 Ultra Edition. This can be found in the ‘Start menu/programs/Nero/Nero 6 ultra edition/Nero Burning ROM’.

Upon selecting the Nero Burning ROM, make sure that the following options have been selected in the ‘New compilation’ window.

•    In the Multisession, No Multisession is selected
•    You have selected CD-ROM (ISO)

Select the Label tab

Enter the name for the disk using the naming convention. Since the number of characters is limited, the name of the book can be made short. For example, “The American Freedom” by Foner can entered as FONER_TAF. If the name of the book is a single word, enter as many characters as possible after the Author’s Name. For example, a book written by Wendy on Altformat can be entered as ‘WENDY_ALTFOR’

Select New after entering the Name for the disk.

Browse in the File Browser window to find the folder that you want to archive. Open the folder and copy all the files to the left most window. Make sure that you have moved all the files before burning.

Select the ‘burn option’ on the toolbar header of the table, and burn the disk.

In Burn Compilation tab, make sure that the Write box is checked and the write speed is at 24x (3,600 KB/s).

Click on the Burn and burn the disk.

Step 4:

Open the ‘Click and Design’ template for creating the Disk label and Front page.

The pre-formatted page can be found at the following link.
Altformat\Archiving\CD LABEL TEMPLATE\Latest Templates

1. Prepare the appropriate label for the disk and then prepare the front cover.

In the folder “Latest Templates”, open the file ‘Archive Disk and Spine’.

Note: Prepare the Label for the disks after you have burned two disks. The labeler has been designed to print two labels at a time. So, you must create the labels for two disks at a time.

In the template, update for the following information from the database:

•    Title
•    Index
•    ISBN
•    Format

After Updating the contents on the disk, update the Index for the side bar.

Continue and do the second book.

To Print:
1. Select ‘HP Color Laser Jet 4600 PCL 6”.
2. In the properties of the printer, change the source of the paper to Tray 1.

Feed tray 1 with the CD Labels facing down and the arrows facing forward.

Step 5:

The pre-formatted page for preparing the front page can be found at the following location.
Altformat\Archiving\CD LABEL TEMPLATE\Latest Templates

Open the file ArchiveFrontplate-ALT-NEW

Make sure that the following fields have been updated:

•    Title
•    Index
•    Author
•    ISBN
•    Subject
•    Date
•    Format

Once you are done updating all the fields, print as mentioned in Step 4.

Make sure that you use Jewel case inserts

Step 6:

After printing the front page and label for the CD:

1. Insert the front and back slides for the Jewel case.
2. Adhere the CD label to the disk and the spine label to the spine of the jewel case.

Procedures for Tactile Graphics

Version 2.0


Guidelines for Tactile Graphics

Figures can be drawn in any drawing software and then pasted into Word to do the labeling and to print. Microsoft Visio is one such product which is very compatible with Microsoft Word and thus is preferred to other software. This document provides a few guidelines to do figures in Visio and then merge them into Word to do the labeling. The final view in Word, with the figure and labeling, can be printed to a tactile format. The Tiger printer reflects the graphic exactly as visualized in the Word document. The printer can differentiate various shades of colors with variable punch heights.

There may be several ways to do the Graphics. We have provided the one with which work for us.

Working in Microsoft Visio

Visio is used to draw figures from scratch. The various shapes, lines, objects, tools, colors, etc. available make it easy to draw the figures. We have created a template with all the tools needed to work on graphics. Always use this template. Visio can be accessed from:
My Computer -> Tap server  -> Graphics -> Graphics Templates -> Visio template

The Blank Visio template looks like this:

Some Tips on using figures in Visio

Important: “Never type any text in Visio. Always import the figure into word to insert the text.”

Standard Toolbar


Formatting Toolbar

•    Use Jumbo or Extra Large arrows.

•    Use lighter color and/or thinner lines for the axes and normal black and/or thicker lines for the curves. Thinner line (1 or 3) for axes thicker line (5 or 9) for curves is good enough.(There are stencils for X & Y axes in the template under Charts, Graphs & Axes)
•    Avoid using more than 3 or 4 color shades in a figure as it would be difficult to distinguish. Also, try using lighter shades of the colors.

•    Various properties for the object are available on right click as shown in the figures. The two important categories are Format and Shape.

•    Shapes can be flipped horizontal/vertical, rotated left/right, and moved in front/backward as shown in the above figure under Shape or from the tool-bar at the top.

•    Different line widths, colors, arrow ends, transparency, patterns are available. Similarly different fill colors, patterns, shades with various transparency levels are also available as shown in the above figure under Format.


•    Search   to find various desired shapes.
•    Use “Shift” key to draw straight lines, move small distances.
•    “Snap” and “Glue” properties are available and have some advantages.

•    Some shapes come filled with colors, if fill color is not desired choose the fill color as White & the fill patter as “None”. Similarly you can make the borders or lines transparent.

•    Use node shape   to denote points in graphs.
•    Excel can also be used instead of Visio to draw graphs/bar graphs if desired.
•    Make sure you give sufficient spacing in the figure to insert text at appropriate locations.

•    After creating the graphics, make sure you select all & group the figure, before importing it into Word. The grouping & un-grouping options are available on the top tool-bar.

Tips on Drawing:

•    Try to make the graphics as similar to the figures in the book as possible.
•    If the figure is too complicated, try to simplify it just enough that none of the information contained in the original figure is lost.
•    The figures should not only look good, but should mainly be ACCURATE.
•    Do not draw small figures. Always enlarge & draw them, it gives better resolution.
•    Some of the irregular shapes are tough to draw using Visio. It is better to draw irregular shapes using Word. Use the Freeform tool for this purpose.

Some other tricks to do the graphics more efficiently can be picked up, but this will come from practice…if you do find something new please tell us, we appreciate creativity

2. Merging into Word

With the figure done in Visio, it is copied and pasted in the Word document to do the labeling and to print into tactile format.

1.    Open the Word template created for Graphics. It can be found at:

My Computer -> Tap server -> Graphics -> Graphics Templates -> Word template

2.    Copy the figure from Visio and paste into Word.
3.    When you paste the figures, the image by default is pasted “in line with text” and it needs to be changed to “In front of text”.
•    Select image by clicking on it.
•    Right click on the image
•    Go to Format Picture …..

•    Go to Layout Tab in the new
window & change the
 layout to “In front of text”

4.    Select the textbox icon from the drawing toolbar.

5.    Place the Text Box in appropriate location on the figure and label it.
6.    For the Text Box use the following settings
•    Font: Tiger 29, Symbol Tiger Expert for the Symbols
•    Size: 29
•    Fill : No Fill
•    Line: No Line

Note: The last two settings can be done by selecting Format Text Box after right click

Make sure the text box and the image does not overlap each other.
7.    Insert MathType inside the Text Box to do mathematical expressions.
8.    Resize the image in order to give space for labeling. But try to avoid resizing the figure if it is getting distorted.
9.    After the text is done, make sure to group both the text and the figure. This can be done by selecting the grouping option from the “Draw” scroll down menu on the Drawing tool bar.

10.    Hold “Alt” key to adjust and/or move the image more accurately and small distances. If you are more comfortable using the key-board, hold down the “Ctrl” Key down & use the cursor keys for fine adjustments.
11.    Print the document on to the Tiger 3D advantage.

3. Printing on Tiger Advantage

    The view on the Word document can be reflected in tactile format using Tiger Advantage. The document can be printed to either a file or to a printer directly.

In order to print onto the paper
 Print…
 Printer Name: “Tiger Advantage 3D”

 Click “OK”

In order to print to file
    Check the “Print to file” Box in the print window


4. Viewing in 3D Viewer

    The tactile figures that are printed to the file can be view using “tiger3d_viewer”. So before printing to paper it is always advisable to have a look at the figure printing it to the file. Especially in beginning stage it is recommended that you look at the figures in viewer to have a clear understanding of how the final tactile output would be.

5. Example

Visio Image:

Word Image:

Tiger 3D Viewer Image:
Working With the Flowcharts:

When drawing the flow charts, use the rectangle icon from the drawing for all kinds of boxes

And then use the text box (ref: 2.4 Pg.8) label that particular box

The thickness of the box can be increased or decreased using the Line style icon from the drawing. A line thickness of 3pt or 41/2pt is used.

Arrow styles icon is used to increase the size of the arrow head. Click on that icon to view this window.

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