Libraries for the Blind and Print Disabled

Remote volunteering can be a good way to increase output, find potential volunteers with a variety of skills and specialties, and mitigate the impact of being unable to do onsite recording. Some considerations for starting and maintaining a remote volunteer program are listed below.

In general, preparations for a remote volunteer program involve preparing/creating applicable documentation and identifying equipment-related solutions/strategies.

• An onsite application form can be repurposed, but creation of a targeted application is advisable

• Excel/other spreadsheet with columns for volunteer name, date, book, and start and end times.

• Written or video documentation on how to complete core recording tasks (recording, editing, corrections, review).
• Ideally, training resources would be available for completing tasks in more than one software applications (i.e. Hindenburg and Audacity).
• Links to helpful/relevant YouTube tutorials can be sent to volunteers as supplements, too (i.e. videos on how to record quality audio at home).
• Collecting feedback from volunteers able to achieve good quality recordings at home on their setups can be an effective way to get extra information and improve documentation.

• //Specification 1202:2018 Digital Talking Book Mastering//
  • In addition to being a good resource for general considerations (especially //3. Technical Requirements of the Audio Recording//), it can also be an interesting resource for volunteers with professional/semi-professional narration experience, or those looking to get into professional narration/voice-over work.

• Depending on available resources, it may be desirable to provide volunteers with computers equipped with recording software (Audacity, Ocen Audio, or similar).
• For libraries without access to computers to lend to volunteers, ability to use personal equipment can also be set as a condition of remote volunteering.

• Handheld recorders can be a good way to enable volunteers without computers, or who are not comfortable with using computers, to participate.
• Many handheld recorders are very simple to operate, and are able to record at levels that meet or exceed NLS-required specifications.
• They are often much more inexpensive than computers or single-board computers (which usually require peripherals such as monitors and keyboards).

• As many potential volunteers may have access to computers, the internet, and a quiet space to record, providing them with a computer may not be necessary. However, in many cases the microphones that volunteers have access to may cause sound quality issues. While many handheld recorders can work as external microphones, and audio interfaces, USB microphones can work as competitively priced alternatives.
• As some USB microphones also have built-in headphone jacks, there is a potential to set-up a single board computer with a small LCD screen and perform settings to enable volunteers to record using a small-sized computer workstation.

• Microsoft SharePoint servers are very easy to use and can be set up and maintained by IT staff. However, as they are not designed to be used with larger files, they require some extra considerations. For more information, please refer to File and data exchange.
• For libraries with the necessary resources, setting up a designated server could allow for more customization, and mitigate potential issues with SharePoint.

There are two primary methods for recruiting: in-person and virtual.

• Often, local organizations, schools, or libraries can be a source of volunteers, and creating time to make visits and presentations can help get the word out about volunteer programs. Since many potential volunteers may be unable to physically come to the library during hours of operation, informing them that volunteering can be done remotely often encourages participation, and recruiting local remote volunteers can make tasks like equipment exchange run more smoothly.

• Many free/partially free services exists for virtual recruiting, and one of the best is VolunteerMatch.org. This service can be used to search for volunteers by area (zip code), or can be set to accept applications from volunteers anywhere in the world. As the listings automatically get pushed to Linkedin, one listing can get a great deal of exposure.
• While virtual recruiting services allow a great deal of coverage, it may be a good idea to speak with your HR department prior to creating a listing. In some cases, volunteers who apply may not be eligible to participate, and adding conditions to listings based on HR guidelines is recommended.

Making documentation on core processes (written, or video contents) available online can be a good way to introduce potential volunteers to work to be performed for each role, and enable current volunteers to access tutorials easily.

As some volunteers may need additional support, quick, focused tutorial videos or documentation can be created and uploaded to individual volunteer directories on the server. Once a resource has been created, it can be distributed to other volunteers who encounter the same issue, or used as the basis for the creation of more formalized contents.

File and data exchange involve both physical and procedural considerations.