Dictaphone Olympus DS-4000

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Dictation and Upload Quick Reference

Olympus

DS-4000 Dictation

OLYA007 7/05/05

Dictate using the Olympus DS-4000

1. Turn on the Olympus recorder – user power switch on back of

recorder.

2. Start a new dictation – press and release the NEW button (top

right side of recorder).

3. Select the correct worktype for the report – press the FF or

REW switch to scroll and select the worktype.

4. Begin recording – move the slide switch to the REC position

(positions are labeled on the back of the recorder beside the

slide switch). The LED on the top right corner of the recorder is

red when in record mode. For best recording quality, hold the

recorder approximately 6-10 inches from your mouth as you

dictate, with the microphone (top of recorder) angled slightly

toward your face.

5. Pause recording – move the slide switch to STOP.

6. Resume recording – move slide switch back to REC.

7. Review the current recording – move the slide switch to REV

position while recording and release when you want to begin

playback.

8. Close the file – move the slide switch to STOP.

9. Start next dictation – press NEW. To change worktypes, refer to Step 3 above.

Set a Priority Level on a Dictation

1. Current Dictation

o Move the slide switch to STOP and then press Button B to set a HIGH priority level.

o An exclamation point inside a black triangle next the current file number denotes a high

priority level. If you press Button B a second time, the priority level reverts to normal.

2. Existing File

o Select the dictation – press FF or REW until the dictation number is selected. The current

file number and the total number of files appear in top right corner of the recorder’s display.

o Press Button B to set the priority level (the slide switch must be in Stop position).

Listen to Dictation

1. Move the slide switch to STOP.

3. Select the dictation – using FF or REW on the front of the recorder. The current file number and

the total number of files appear in top right corner of the recorder’s display. If you pause while

scrolling through the files, the current dictation will be selected and will rewind to the beginning of

the report.

4. Begin playback – move the slide switch to PLAY (Adjust volume using VOLUME control on the

top back of recorder). Use the REW and FF buttons as necessary.

5. Move the slide switch to STOP when finished.

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Summary

Dictate using the Olympus DS-4000

Start New Dictation

Press the NEW button on the recorder to start a new dictation.

Begin Recording

Move the slide switch to REC and hold the recorder 6-10 inches from your mouth.

Pause and Resume Recording

Move the slide switch to STOP to pause and back to REC to resume.

Review and Close Dictation

Use REV to review current recording and STOP to close the file.

Set a Priority Level on a Dictation

Set Priority for Current Dictation

Move slide switch to STOP and press Button B to set HIGH priority.

Set Priority for Existing File

Select file with FF/REW, press Button B to set priority while in STOP.

Listen to Dictation

Select Dictation for Playback

Use FF/REW to select the dictation, then move the slide switch to PLAY.

Playback Controls

Adjust volume and use REW/FF buttons as needed during playback.

Delete Dictation

Select Dictation for Deletion

Use FF or REW on the recorder to select the dictation you want to delete.

Delete Current Dictation

Press ERASE, then press ERASE again when prompted to delete the file.

Erase All Dictation

Hold ERASE for 3 seconds, then press ERASE again to erase all dictations.

Upload Dictation

Prepare for Upload

Ensure slide switch is STOP, connect recorder to PC via USB cradle.

Upload Process

The Upload Utility launches, displaying BUSY until REMOTE appears.

Verify Upload Status

Check file list icons: green for success, red for failure.

Upload Troubleshooting

If transfer fails, reseat the USB cable or consult system administrator.

The Olympus DS-4000 is a professional-grade digital voice recorder designed for dictation and seamless integration with dictation and upload systems. Its primary function is to capture audio recordings, manage dictation files, and facilitate their transfer to a computer for transcription or archiving.

Function Description:

The DS-4000 serves as a portable dictation device, allowing users to record spoken information efficiently. It supports the creation of new dictations, selection of worktypes, and the ability to pause, resume, and review recordings. A key feature is its slide switch mechanism, which provides intuitive control over recording (REC), stopping (STOP), and reviewing (REV) functions. The device also incorporates a built-in microphone for direct audio capture and offers the flexibility to set priority levels for dictations, ensuring urgent tasks are flagged appropriately. File management capabilities include selecting existing dictations, deleting individual files, or erasing all dictations on the device. For data transfer, the DS-4000 is designed to connect to a PC via a USB cradle, enabling automatic upload of recorded files using a dedicated utility.

Important Technical Specifications:

While specific technical specifications like memory capacity, battery life, or recording formats are not explicitly detailed in the provided manual, the document highlights several operational aspects that infer its technical capabilities:

Recording Quality: The manual advises holding the recorder 6-10 inches from the mouth with the microphone angled towards the face for "best recording quality," suggesting a focus on clear audio capture.
Display: The device features a display that shows the current file number, total number of files, and indicators for priority levels (an exclamation point within a black triangle) and operational status (e.g., "FILE ERASE ?", "ALL ERASE ?", "ERASE DONE !", "BUSY", "REMOTE").
Controls: It includes dedicated buttons for "NEW" (to start a new dictation), "FF" (Fast Forward), "REW" (Rewind), "ERASE", and "B" (for setting priority). A slide switch controls REC, STOP, and REV functions. A "VOLUME" control is located on the top back of the recorder.
Connectivity: The DS-4000 connects to a PC via a USB cable and a cradle for file upload.
Software Integration: It is designed to work with the "Dictaphone DS-3000/DS-4000 Upload Utility" for automatic file transfer and management.

Usage Features:

The DS-4000 is designed for ease of use in a professional dictation environment:

Power On/Off: The recorder is turned on via a power switch located on its back.
Starting a New Dictation: A dedicated "NEW" button initiates a new recording file.
Worktype Selection: Users can scroll through and select different worktypes using the "FF" or "REW" switches, allowing for categorization of dictations.
Recording Control: The slide switch offers intuitive control for starting, pausing, and resuming recordings. An LED on the top right corner indicates when the device is in record mode (red).
Review Functionality: The slide switch's "REV" position allows for immediate playback of the current recording, enabling users to review their dictation.
File Closure: Moving the slide switch to "STOP" closes the current file.
Priority Setting: Dictations can be assigned a "HIGH" priority level using Button B, either for the current dictation (when in STOP mode) or for an existing file (after selecting it). This is indicated by an exclamation point on the display.
Dictation Playback: Users can select any dictation using "FF" or "REW" and play it back using the slide switch in the "PLAY" position, with adjustable volume.
File Deletion: Individual dictations can be deleted by selecting them and pressing "ERASE" twice. The device renumbers remaining files automatically.
Bulk Erase: All dictations can be erased by holding "ERASE" for 3 seconds and then pressing it again when "ALL ERASE ?" flashes. This process can take up to 10 seconds.
Upload Process: Files are uploaded by placing the powered-on recorder into its USB cradle, which automatically launches the upload utility. The display shows "BUSY" during upload and "REMOTE" when safe to disconnect.
Upload Status Indicators: The upload utility provides visual feedback on transfer success (green icon) or failure (red icon) for each file.

Maintenance Features:

The manual provides guidance on maintaining data integrity and troubleshooting basic issues:

Data Integrity during Erase: Users are explicitly warned "Do not interrupt the erase process or data will be corrupted," emphasizing the importance of allowing the device to complete its operations, especially during bulk deletion.
Troubleshooting Upload Failures: If file transfer fails, the user is advised to "try unplugging the USB cable from the PC and then reseat it firmly." If the issue persists, the user should "see your system administrator," indicating that more complex technical support might be required.
File Purging: The upload utility automatically purges entries (presumably from its log or temporary storage) after 30 days, which can help manage system resources.
Sorting Uploaded Files: The upload utility allows users to sort the list of uploaded files by clicking headers (e.g., Date/Time), aiding in organization and review of transferred data.