© RNIB 2008
RNIB Centre for Accessible Information (CAI)
Research report #3
Analogue to digital transition
Floppy disk survey
Published by:
RNIB Centre for Accessible Information (CAI), 58-72 John Bright Street, Birmingham, B1 1BN, UK
Commissioned by:
As publisher
Authors:
(Note: After corresponding author, authors are listed alphabetically, or in order of contribution)
Heather Cryer*, John Worsfold, Sarah Home
* For correspondence
Telephone: 0121 665 4211
Email:
Date: 27 March 2008
Document reference: CAI-RR3 [03-2008]
Sensitivity: Internal and full public access
Copyright: RNIB 2008
Citation guidance:
Cryer, H. et al (2008). Analogue to digital transition - Floppy disk survey. RNIB Centre for Accessible Information, Birmingham: Research report #3.
Acknowledgements:
Thanks to:
Dave Gunn
Joan Longstaff
Rob Longstaff
Sarah Morley Wilkins
Analogue to digital transition - Floppy disk survey
FINAL Version
©RNIB 27 March 2008
Prepared by:
Heather Cryer (Research Officer, CAI)
John Worsfold (Consultant, Access and Innovation Group)
Contents
Executive summary 5
Introduction 10
Section 1 - Environmental landscape 11
Introduction 11
The environmental landscape 12
Floppy disk manufacturers 13
Technology 14
How others have tackled this issue 15
RNIB’s current position 16
Conclusion 16
Recommendations 17
Section 2 - Survey of the transcription industry 19
Introduction 19
Analysis of respondents 20
Procedure 21
Analysis 21
1. To what extent are floppies being used? 21
2. Types of information stored on floppy 22
3. Feedback from customers 23
4. Impact on business 23
5. Indications from suppliers 23
6. Are customers asking for floppy disk? 24
7. Worldwide organisations 24
8. General comments 24
Conclusions and recommendations 25
Section 3 - User feedback on use of floppy disk 26
Introduction 26
Procedure 29
Analysis 29
1. Information received on floppy disk 29
2. Reasons for receiving information on floppy disks 31
3. Devices relying on floppy disk 32
4. Alternative formats 34
5. Moving away from floppy disk 38
6. Further comments 40
Conclusion and recommendations 42
Overall report conclusions 45
Appendix 1 – Industry questionnaire 47
Appendix 2 - User Survey 56
Executive summary
Introduction
A three-part project was carried out into the use of floppy disks, to inform RNIB's decision making regarding continued use of this format. The first section, a study of the environmental landscape, was carried out to determine current trends in the production and availability of floppy disk media. Secondly, a survey of transcription agencies was conducted to determine current levels of distribution of floppy disks, and how any transition away from this media may affect the transcription industry. Thirdly, users were interviewed regarding their use of floppy disks to determine whether they could access information in alternative formats.
Section 1 – The environmental landscape
The floppy disk as a medium is on its way out, with it becoming increasingly difficult to get hold of floppy disks and equipment in which to use them. Various manufacturers of floppy disks are ceasing production, and allowing their stocks to run out. RNIB's current stocks of floppy disks should last for approximately 2 years.
In considering what should replace the floppy disk, figures suggest CDs have mostly filled this gap. However, CDs themselves are beginning to lose out to solid state[1] media such as memory sticks, compact flash, SD memory cards etc. Solid state media may be a useful replacement for floppy disk, as it can mimic the functionality of the floppy with further benefits. Solid state media has greater capacity than floppy disk, and can hold various formats of data (such as audio, text, video, and pictures). Formats such as DAISY come with further benefits such as easy navigation, ability to bookmark and so on. Furthermore, solid state media can be used in a variety of devices, making it a flexible medium.
The end of floppy disks is not imminent, as stocks will take some time to run out. However, the media will eventually be gone, therefore plans should be made for its replacement. Recommendations based on the environmental landscape include:
· User requirements should be explored to determine demand for an alternative to floppy disks
· Clients should be informed of the variety of media available, to inform their choice of replacement formats
· A transition strategy should be drawn up, involving users and industry
· The transition strategy should be communicated within RNIB to ensure staff awareness and commitment
· The potential of solid state media as a replacement medium should be explored, including the cost implications of this transition
Section 2 – Survey of the transcription industry
Transcribers were surveyed to determine current production of information on floppy disks, how the transition away from floppy disks may affect the transcription industry and to help develop solutions to support this transition.
25 UK transcribers and 2 transcribers from other countries responded to a questionnaire. 39% reported having produced information on floppy disks, with 22% currently doing so. Those currently producing floppy disks stated they would continue to do so in line with demand, although one respondent estimated they would cease within the next 2 years. Those who no longer produced floppy disks had stopped in the past 1 to 3 years, due to lack of demand.
Users receiving information on floppy disk represented around 1-2% of organisations' customer base.
In terms of what information was distributed on floppy disk, respondents reported putting up to 5 different formats on floppy disks. The most common format was Word files, which all producers of floppy disks reported distributing.
Transcribers who had stopped producing information on floppy disks stated that this had had no negative impact on their business. Floppy disks had been commonly replaced by CDs, although some producers reported replacing floppy disks with email and web distribution of information.
Most organisations stated they were not asked for floppy disks except from customers who already received that format.
Overall, it appears demand for floppy disk is low. Research with current users of floppy disks was undertaken to determine whether these users could receive other formats (see section 3).
Section 3 - User feedback on the use of floppy disk
Previous research showed that BT provide bills on floppy disk. BT's Age & Disability team were contacted to discuss this, and reported that a recent survey found 100% of customers receiving floppy disk would be happy to move to an alternative format.
This survey aimed to determine whether feelings were similar amongst RNIB customers, and to explore any problems users might have in moving away from floppy disks.
A random selection of 22 customers who receive information from RNIB on floppy disk were interviewed. Few (18%) received floppy disks from any other source, other sources being TNAUK and personal friends. The most popular material received on floppy disk was leisure reading, particularly magazines.
The main reason for users receiving information on floppy disk was that they didn't know it was available in other formats. Other reasons included habit and to be able to put the information on their computer and to manipulate this information. Some respondents reported also using floppy disks for storage and transfer of personal files.
Few respondents (14%) reported owning devices which relied solely on the use of floppy disk, these devices being a scanner, an old PC and a Braille Lite. All these respondents could receive information in other formats, but required floppy disks to transfer information between machines.
100% of respondents could access information in alternative formats, the most commonly used being audio (particularly CD and DAISY), email, data CD and over the internet. 86% reported they could move away from floppy disks if the information was available in other formats, with the most popular formats being CD, email and DAISY.
Findings suggest RNIB could cease provision of information on floppy disks, as users can access alternative formats. Potential alternative formats to offer could be audio or email. User requirements should be considered in decision making regarding formats offered, for example, whether users like to edit or manipulate the information they receive. Improved communication with customers is required to inform them of other formats available, and training may be required for some users to get to grips with other formats. Further research may be required regarding how users with older technology transfer their information as technology progresses.
Conclusions/Recommendations
The supply and demand for floppy disk over the last few years has continued to steadily decline, to a level that commercial high street retailers have now ceased to make provision for this format. Some manufacturers and suppliers are also ceasing production of the format, meaning stocks will start to decline. This said RNIB are in an advantageous position holding approximately 2 years worth of stock reserve.
Findings from the transcription industry survey showed under a quarter (22%) of organisations stated they currently distribute floppy disks with less than a fifth (19%) being asked for floppy disks by customers, representing only 1% to 2% of their overall customer base. Those organisations that had stopped disseminating information on floppy disk reported no negative impact on the business of the move from floppy to another format. The floppy disk has primarily been replaced with the compact disk (CD) but organisations also indicate that they utilise email, and web distribution methods instead of floppy disk.
Findings from the user survey suggest RNIB could cease provision of information on floppy disk, as users can and do access information in alternative formats. Further consideration should be given to which alternative formats should be offered. Survey findings suggest audio or email may be preferred by users, although as highlighted in the environmental landscape section of this report, there may be scope for the use of solid state media in replacement of the floppy disk.
Recommendations for further work into the provision of floppy disk include:
· User requirements should be gathered to gauge demand, to determine which alternative formats may be required and highlight the functionality required by users (for example, ability to edit information)
· A strategy should be drawn up detailing how the transition away from floppy disks will be made. This should involve users and the transcription industry, and be clearly communicated within RNIB
· Communication should be improved between RNIB and its customers to keep customers informed of the other formats available
· Training and information may be required to help users move away from floppy disks
· Further research may be required to look into the issues surrounding personal use of floppy disks for storage and transfer of information
Introduction
An internal RNIB report by Rob Longstaff (Operations Manager, Technical Development) published in August 2007 highlighted the fact that internal production and distribution of information on floppy disk is diminishing. Further investigation was deemed necessary and the Access and Innovation group (AIG) was tasked with undertaking three pieces of research conducted by a consultant from AIG and the Centre for Accessible Information (CAI). These three studies were:
- Assessing the environmental landscape in terms of production and demand forecasts for floppy disks
- Investigating the use and dissemination of floppy disks within the transcription industry
- Surveying users, including gathering user views about why they use floppy disk, what they like about the format and why they choose to use this format over any other
Initially, this was attempted as part of a wider project regarding the transition to digital media, with particular focus on the transition of audio information from compact audio cassette. However it was soon deemed necessary to separate the findings for audio and data related information, hence this separate floppy disk report.
This report covers the three studies:
· Section 1 - Environmental landscape in terms of production and demand forecast
· Section 2 - Use and dissemination of floppy disk within the transcription Industry
· Section 3 - User feedback on the use of floppy disk
Section 1 - Environmental landscape
This section of the report aims to provide an insight into the global availability of floppy disk media now and in the foreseeable future.
Section contents
Introduction 11
The environmental landscape 12
Floppy disk manufacturers 13
Technology 14
How others have tackled this issue 15
RNIB’s current position 16
Conclusion 16
Recommendations 17
Introduction
The information within this section of the report has been gathered from worldwide manufactures and distributors as well as information within the public domain.
This information will enable RNIB to form a national strategy for the provision of information on floppy disk media by:
· Providing a realistic timeline and guidelines for the availability of the floppy disk media
· Enabling RNIB to plan any transition necessary to other digital media
· Developing solutions to support industry and end users in making the transition
· Implementing these solutions to help industry and end users to make the transition
It is RNIB’s intention to support organisations in the transition to other digital media and this report is a step in the right direction. After reviewing the future availability of floppy disk, we will have a better idea of options open to us. We will endeavour to provide guidance and support in the form of a road map to successfully empower organisations with the continued delivery of accessible information.
This section covers 2 main areas:
· The environmental landscape - a global overview looking at the supply and demand chains for the availability of floppy disk now and in the foreseeable future
· Recommendations as to the impact of replacing floppy disk media
The environmental landscape
The environmental landscape in relation to the continued supply of the floppy disk has largely been influenced by the success of new technology and the effect this has had on prices and consequently manufacturers.
This section will identify the current global trend in production and demand and what the projected forecast for continued supply might be.
The following information is from data derived from Magnetic Media Information Services (MMIS).
Floppy disk production follows a similar declining curve to that of compact audio cassette tape. This is for similar reasons as the cassette but its use has been further restricted by accessing the media as new PCs no longer have floppy drives.