November 11, 2024

By following these best practices, lawyers can make case documents more accessible to their blind and visually impaired clients, regardless of disability status or technological proficiency. This improves client service and helps lawyers fulfill their ethical obligations to keep clients reasonably informed about their cases.

Provide Digital Copies

Lawyers should provide digital copies of all relevant case documents to clients whenever possible. This includes:

• Pleadings and court orders
• Correspondence related to the case
• Evidence and exhibits
• Any other important case files

Use Accessible Formats

When creating or sharing digital documents, lawyers should use accessible formats like:

• PDFs that are properly tagged for screen readers
• Word documents with proper headings and alt text for images
• Plain text versions of documents when appropriate

Using accessible formats ensures clients with visual impairments or other disabilities will allow clients to review documents independently.

Offer Multiple Options

Lawyers should offer clients multiple ways to access documents, such as:

• Physical copies in braille or large print, mailed or provided in-person
• USB drives with digital files

Providing options allow clients to choose the method that works best for their needs and abilities.

Explain Document Access

Clearly explain to clients how they can access case documents, including:

• WCAG certified login information for any online portals
• Instructions for requesting additional copies
• Timelines for when new documents will be available

Clear communication will help ensure that clients are able to obtain the documents they need. Horizons for the Blind assists legal firms and court systems in providing accessible legal documents for their blind and visually impaired clients in several keyways:

Transcription Services

Horizons for the Blind offers the following professional and secure transcription services to convert legal documents into formats accessible to blind and visually impaired individuals:

• Braille transcriptions
• Large print transcriptions
• Audio transcriptions

These services are available in both English and Spanish.

In-House Production

All transcription services are performed in-house at Horizons for the Blind’s facility. This ensures strict security when handling sensitive legal documents.

Qualified Staff

Horizons employs a dedicated staff of blind, visually impaired, and sighted professionals who maintain the highest level of quality management.

Security and Confidentiality

Due to the sensitive nature of legal documents, Horizons for the Blind follows stringent security policies and procedures to safeguard confidential information. This involves:

• Minimizing data risk
• Ensuring the confidentiality of personal information
• Requiring all employees to sign confidentiality agreements before handling sensitive documents

Advanced Technology

Horizons employ the latest technology for fast and accurate transcription results, including:

• High-speed printers
• Braille embossers
• A fully functional recording studio for audio formats

By providing these specialized services, Horizons for the Blind enable lawyers to offer their blind clients equal access to important legal documents in accessible formats. This enables blind and sight impaired individuals to review contracts and other legal documents independently, supporting their right to privacy and autonomy in legal matters.

Category: Resources