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Good Practice for Talking Newspapers

Introduction
1. Management
2. Infrastructure
3. Editorial
4. Presentation
5. Reading
6. Recording
7. Copying
8. Packing and Posting
9. Returns
10. Reactions
11. Repairs
12. Health, Safety and Electricity
13. Public Relations
14. Finance
15. Development

8. Packing and Posting

Mailing register
The first time the TN is sent out will be the last time that all the original labels are ever seen together. It follows that a proper mailing register is essential to keep track of all the comings and goings.

A simple grid with members' names and numbers down the left margin and TN issue numbers across the top is all that is needed. A4 size sheets in a ring binder are most convenient for manually ticking issues and crossing returns. See Photographs 4.

Using a computer
A computer may be in use for membership records and this can be set up to produce the labels and also the gridded register sheets. A label need only show name, address and membership number but the number can appear additionally as a barcode. Barcodes will allow electronic checking in and out in the same way that libraries issue books with a simple scanning device linked to the computer.

Software has been written for the TN operation. Note though that one software program checks both issue and return, while another checks only the issue of tapes and produces another label for any missing listener. Which is the better method is open to discussion.

The size of mailing list and finance available will determine the viability of computerising your TN. Consideration should not be confined to the listeners' mailing list because there will be great advantage for the secretary in word processing minutes and letters plus the lists and labels needed to contact sighted members and for the treasurer in producing appeal and thankyou letters and spreadsheets of the accounts and sources of finance.

About 500 tapes per issue appears to be the 'break point' as to whether using a computer will make your operation any quicker and simpler. Also, it is possible that your secretary and treasurer already have their own computers so they will not want to go to the studio to work when the job can be done at home.

Consideration must also be given as to who should be your computer manager. Although computer systems will generally run without problem there are times when special operations have to be carried out (purging of deleted records for example) and if these are not accessible from the main menu, then it is essential that your TN has a volunteer who knows what he/she is doing.

Data Protection Act
If your TN does decide to use a computer to keep track of records then it may be necessary to register the database under the terms of the Data Protection Act. See Appendix 8 for further information.

Routines
A careful routine needs to be followed for each despatch session. Consistent performance depends on everyone understanding the importance of this link with the listener. Having a place for every item will help enormously and tidiness is essential.

Aids
The handling of cassettes, postal wallets and address labels is made easier if simple containers are available, (e.g. plastic tidy boxes, window boxes), and appropriately sized tables for sorted rows of wallets.

Despatch numbers
Allocating a despatch or membership number when enrolling new members will help to link the labels with the register more quickly than an alphabetical system.

Extension of a numerical system is easier than an alphabetical one, although it has its own problems eventually. As gaps increase in the early numbers due to withdrawals and the number of sheets increases, so each of the early sheets carries fewer numbers.

Re-allocation is the answer to this but a suitable gap is advisable between withdrawal of one name and insertion of another to avoid the confusion that could be caused by the late return of one of the original labels. If a strict regime on labels is maintained, re-allocation has fewer risks of recommencing mailings to a deceased listener.

Packing
Inserting a cassette into a wallet (or postal pouch as it is known in some parts of the country) is fairly undemanding but making sure there is a cassette in every single wallet in a mailing of 500 demands concentration. Sooner or later someone will develop a little machine which will combine a hopper full of wallets with a hopper full of cassettes and discharge packed wallets into a mailbag..., oh, and it might read the barcodes as well!! Pending that day human resources will continue doing this job.

TN volunteers will always have the advantage over machines in being able to make a subjective assessment of the condition of the wallet as it is handled.

Discard and replace any which are split or torn to protect listeners and volunteers from sharp edges and to prevent losing cassettes in the post.

The Despatch team leader should monitor the number of new wallets in stock and trigger re-ordering in good time, particularly for the Christmas period.

Loss of wallets
From time to time address labels will go missing from wallets. To ensure that such wallets get back to your TN, stick an address label under the window on the wallet. As to whether your TN can identify whose wallet it is depends on the filing system used. If each listener has a numbered wallet then this will be easy, otherwise you will have to wait for the complaint about missing tapes! (See Appendix 12 for supplier of specially printed sticky labels).

Mailbags
Every Post Office mailbag has (4) loops or metal rings around the top which allow the sacks to be suspended within a simple frame to facilitate filling. However, watch out for mailbags with plastic loops as the spacing of the loops is different to the metal ones and they will not fit securely on to a frame made to take sacks with metal loops. Even the PO does not know the reason for the change! They have the same problem!

Volunteers should be aware of the Health and Safety risks of filling the sacks more than two-thirds full because of the considerable weight involved. About 100 wallets is the maximum number without overloading the sack and the human lifter!

Negotiations with the Sorting Office should result in a convenient and regular collection by the Post Office. If not then someone has to be willing to take the sacks promptly to an agreed reception point.

If your TN records and copies during the evening, take the sacks into the Sorting Office just as the night shift comes on duty (usually 10pm). This way the wallets are sorted overnight and delivered first post the following morning.

Adding names
Requests for the service will arrive in various ways and it is best to formalise all valid applications on to standard forms for checking, action and filing.

Normally validity will depend on eligibility for the Post Office's "Articles for the Blind" concessionary post. The Post office accepts people who are on the Local Authority's Register of Blind Persons, and people whose level of vision is N12 or less, as confirmed by a GP, Ophthalmologist or Ophthalmic optician.

There is scope for division of workloads by having a Membership Secretary to receive enquiries and applications, check eligibility, enrol on the master list of members, organise loan of a cassette machine (if requested) and to type up two or three labels. The Despatch Co-ordinator can then take the labels, stick them on a suitable backing, e.g. semi-rigid plastic with a cut-off corner (see Appendix 9), add the name to the mailing register, use the first label to commence mailing and store the second and third in the spares box for use when the first is still out with the listener.

Lamination of labels is feasible for a bulk order but self adhesive labels will still be needed for changes of address and individual additions.

Removing names
Messages about deceased and withdrawn members need to be written in a Daybook for ease of reference by various parties. The Membership Secretary will need to amend the master list and arrange collection of a loan machine (if applicable).

The Despatch Co-ordinator will need to amend the mailing register and cancel all labels some of which may not return immediately, if at all! There may be a second Despatch Co-ordinator (e.g. for the magazine) who will also need to action withdrawals.

Labels
The period within which listeners are expected to return cassettes should be decided at the outset and made known to each person when joining the TN audience.

The number of labels made for each member will allow easy monitoring of returns. Most people make regular prompt returns, but there is always a "hard core" who always return late.

To avoid losing too many cassettes and wallets, a rule can be operated whereby if two tapes are with the listener, then the TN does not send any more until they, or at least one of them are/is returned. "DNS" (DO NOT SEND) can be marked in the mailing register.

Defaulters
The rule can be extended to trigger follow-up actions. If DNS appears for more than two consecutive issues, a telephone call should be made to establish the reason with a follow-up visit if appropriate from one of your TN's trained visiting group. Sometimes contact cannot be made by either means, so then a polite standard letter can be sent to enquire if there is a problem. If the cassette appears to have gone astray then make more labels to re-start mailings.

The variety of human nature means that even the politest letter or call can prompt an occasional explosive response, so be warned, but not deterred from keeping track of all your cassettes.

Spare copies
After all the wallets have been filled there should be a few spare copies of the current issue available which should be kept in a box specifically marked for this purpose. These tapes will be needed for the late returns, replacement of faulty copies (which can happen however carefully tapes are checked), or the extra copy needed before the next issue.

TNAUK Registered charity number: 293656