When a person selects the data CD notice option, we send a standard print notice using
normal procedures. In addition, the notice system automatically routes the notice
to a vendor who converts the notice to a navigable Microsoft (MS) Word document. We
call this process remediation. The MS Word document contains special formatting that
allows screen-reading software to read headings and tables correctly. The data CD
also contains a read-me file with instructions on how to use the data CD. The vendor
add a navigable version of any enclosed pamphlets or forms to the same data CD; and
mail the data CD containing the notice, the read-me file, and any enclosure(s) directly
to the person.
Both notices contain an additional paragraph. An example of the language is, “We are
sending this letter to you both in a standard print version and on a data compact
disc in MS Word format. You will receive them in separate envelopes.”
EXCEPTION: DDS notices do not contain the additional paragraph. Instead, the DDS mails a one-time
notice in both formats to the person advising that he or she will receive notices
in both standard print and on a data CD.