General FAQs
1.1 What are the benefits of digital recorders over tape-based recorders?
Digital dictation is all about flexibility and portability. Instead of dictating a report into a tape machine and having to wait until you are next in the office to hand it in to be typed you can e-mail digital voice files.
Digital files lend themselves to work sharing and easy distribution and organisation instead of having one tape containing lots of letters, each letter can be its own file. The typist knows how many letters are to be typed and how long each is.
The relatively small size of the files makes them easily moved about. Maybe you are keen to promoted more flexible working. Why not even outsource some of it? As each machine can be given a unique ID, people can send files over a network into a central resource but all the files remain easily identifiable.
Mobility - no need to be tied to the office to get documents done
Flexibility - if you are office-based, dictate direct to the PC for extra fast document turnaround
Efficiency - workflow improvements mean typing is done faster
Quality - the sound is superior to tape which is a boon to typists
1.2 What is a transcription kit?
It is the equipment you use to play recordings hands-free (i.e. using a footpedal to stop, start and rewind it) whilst listenening to it via headphones. You are then able to type up the dictation using either a PC, word processor or typewriter. In digital systems the footpedal and headset plug into the PC; in tape systems they plug into a separate tape player.
1.3 How can I check if my PC has a USB connection?
Go to the Start box at bottom of your screen on the left hand side. Click Start / Control Panel / System / Device Manager and then scroll down to the bottom of the list of items and look for Universal Serial Bus - if you find this, then you have USB. Then close down all the open screens and place your order with confidence!
1.4 Do you ship to Israel/United States/Australia/Finland/Spain/South Africa/Portugal/Norway/Ireland?
All of these countries and more. We require payment before shipping in UK pounds by credit card. Shipping is usually by International Business Post unless you request a specific carrier and the actual shipping charge is payable by you. You are responsible for any import or other duty of any kind payable within your own country.
VAT rules are complex. Usually if you live outside the EU we do not charge VAT (Value Added Tax). If you live outside of the UK but in the EU and you let us have your VAT registration number with your purchase order then we do not have to charge you VAT. Orders sent to the Channel Islands do not attract VAT.
NB Items for export outside of the EU which are paid for by an EU resident are charged VAT. If you are leaving the UK permanently within 3 months of purchase then you may be able to reclaim the VAT we have charged you by producing a completed Form VAT704 which we supply at the time of purchase and your payment receipt at the exit Customs barrier as you leave. You need to ask us for a VAT704 at the time of purchase.
1.5 How do I record incoming telephone messages?
We sell a range of telephone recording devices (Click here for list). However, at its simplest you could buy a Retell 145 or 156 telephone adapter, or an Olympus TP8 telephone adapter, which will plug into your recorder (tape or digital) via the microphone jack. You may need a 3.5 mm to 2.5 mm jack adapter or conversely a 2.5 mm to 3.5 mm jack adapter depending on the size of the microphone socket in your recorder.
NB Recorders without microphone sockets cannot record telephone conversations.
1.6 Do you have technical support and repairs telephone numbers for the manufacturers you supply?
We try to keep the information in this section up to date but manufacturers regularly change these details so we suggest you phone NDEVA first on 01769-560620 to check before returning something for repair. We can also provide you with copies of your original invoice which you will probably need.
Technical helplines:
Olympus Professional (OPD) Support: Call 0845-5218588 or www.opdsupport.com
Olympus all others: European technical helpline: 00800 67 10 83 00
Philips: Contact Philips via their website with any queries at (click link): http://www.dictation.philips.com/index.php?id=67&CC=UK; or for:-
Analogue/tape systems, tel: 01892-668401;
Digital non-Pro systems, tel: 0871-0750155 (charge: £0.10/min, Mon-Fri 9-17.00h);
Pro systems, call N-DEVA on 01769-560620
Grundig (over 28 days):
London Dictating Machine Services
The Grundig Service Centre
362, Lower Addiscombe Road
Croydon
Surrey
CR0 7AF
Tel: 0208 656 4815
Email: info@londondictatingmachineservices.co.uk
Dictaphone (all): 0121-4334848
Sony: 08705 111999 Mon-Fri 9am-5.00pm
Repairs under warranty:
Olympus digital Proline range: call NDEVA on 01769-560620
Olympus other products:
The Olympus Service Centre
PO Box 2288
Watford
WD18 1JS
Tel: 0207-253 2772
Philips: call NDEVA 01769-560620
Grundig: Tel: 0208 656 4815
Dictaphone: call NDEVA 01769-560620
Sony: call NDEVA 01769-560620
1.7 I am a dyslexic student and want to record lectures to save for later referral instead of making notes.
If you buy any digital recorder with removable card memory you can store the cards labelled for playing back later. Alternatively, you can download your recordings to PC then write them to a CD - either an audio CD which will play in most audio CD Players or a data CD which will play on most PCs.
Digital FAQs
The "Digital Speech Standard" (DSS) was established by the International Voice Association (IVA) to set a standard for digital speech recordings. DSS is a highly compressed file format, enabling files to be recorded, downloaded then converted to text (using voice recognition), transcribed, stored or transferred as an email attachment.
2.2 Can other files be converted to DSS?
No. DSS compression occurs at the time of recording.
2.3 Can you explain the different digital audio file formats used in digital voice recorders?
The following formats are most commonly used:-
WAV (.wav) - " WAVEform audio format" is the uncompressed digital (DPCM) audio format developed by IBM and Microsoft. The format was built into the Windows 95 operating system and quickly became the standard audio file used on PCs. There are various WAV "flavours" - bit resolutions, sample rates, and channels of audio.
PCM "Pulse Code Modulation": WAV files are typically large in size due to the high quality of the format and are used for CDs as well as radio and telephone systems. An average pop music song is around 50 MB in size.
DPCM - "Digital Pulse Code Modulation" is the digital representation of the analogue signal.
ADPCM "Adaptive Digital Pulse Code Modulation" is a variant of DPCM that reduces the required bandwidth for a given signal-to-noise ratio. Subsequently, further compressed standards were published, some subject to patent and use of these requires payments to the patent holders. As file sharing over the Internet has become popular, the WAV format has declined in popularity, primarily because of its size. More frequently, compressed but lossy formats such as MP3 are used to store and transfer audio since their smaller file sizes allow for faster transfers over the Internet.
DSS (.dss) - "digital speech standard" is a highly compressed audio format developed specifically for digital voice recorders by Olympus, Philips and Grundig in conjunction with IBM, originally aiming for compatibility with Voice Recognition Software. It is the industry standard for digital dictation. DSS files can be easily converted to WAV format but a DSS file that is 32 KB can grow to over 1 MB as a WAV format. Although DSS files are usually only 1/12th to 1/20th the size of conventional WAV files, there is little decrease in playback quality.
DSS Pro (.ds2) - The .ds2 file format is an upgrade to the .dss format, having 16kHz sampling for better quality sound plus two new functions: support for file encryption to protect confidential dictations and better speech recognition. It is currently exclusive to those Olympus, Philips and Grundig Pro series recorders which come with v.5 software. The International Voice Association (IVA) is now making a DSS Player software available for both DSS formats for the first time - downloadable from the websites of IVA members (e.g. www.grundig-gbs.com and www.philips.com/dictation).
MP3 (.mp3) - "MPEG-1 Audio Layer-3", digital audio compression format achieving smaller file sizes by filtering out the sounds the human ear can't hear. The standard was developed under the sponsorship of the Motion Picture Experts Group (MPEG) and formalised by the International Organisation for Standardisation (ISO). It is a standard for compressing audio or sound recordings and, like DSS, the files are about 1/12th the size of Windows waveform (.wav) files.
WMA (.wma) "Windows Media Audio", Microsoft's proprietary audio codec designed to compete with MP3. Claims competitive sound quality at lower bit rates.
At the very top end of the digital recorder spectrum the Korg MR1 and MR1000 offer 1-bit recording in the formats listed below. Currently specialist software such as AudioGate™ software which is supplied with the MR1 is needed to play such files although these formats should become more widely used in future.
DFF (DSDIFF) "Direct Stream Digital Interchange File Format." A 1-bit format widely used in professional (Sony and Philips) audio devices for SACD (Super Audio CD) production. It is often called Direct Stream Digital, or for the losslessly compressed version called Direct Stream Transfer (DST)
WSD "Wideband Single-bit Data" A 1-bit audio format created by the "One-bit Audio Consortium." It accommodates all formats of one-bit audio data without limitation of channel number or sample rate. The "One-bit Audio Consortium" was established in 2001 with the goal of contributing to the advance of audio through research, development, and popularization of 1-bit audio technology and its work is currently supported by more than 60 members.
DSF "DSD Stream File" This is a DSD file format supported by some Sony "VAIO" personal computers (models with the "Sound Reality" engine) sold since September 2005. This format is already supported by software such as "SonicStage Mastering StudioVer.2.0" and "DSD Direct" and it is expected that increasing numbers of software titles will support it in the future including shareware and freeware.
2.4 I am experiencing a problem with the software supplied with the..?
Our first recommendation is to check if there are upgrades available for your software.
Updates for Philips programs are available at:
http://www.dictation.philips.com/support-contact/
Updates for Olympus programs are available at:
http://downloads.olympus-europa.com/audiosoftware/?lang=EN
Updates for Grundig programs are available at:
http://www.grundig-gbs.com/index.php?option=com_docman&task=cat_view&gid=30&Itemid=413
2.5 I undertake market research with focus groups. Can you please advise which is the best recorder for me?
The most popular recorders for this purpose are the Olympus DM650 and DM670 recorders. The Sony ICD-SX712 is also excellent for this purpose
For highest quality sound any of the Marantz digital recorders would be excellent as would the Olympus LS11 or the Roland R26
2.6 I have bought a digital recorder. Can I now buy a footpedal and use it with the Player software to play the files hands-free?
If you bought a DS5000 recorder then you can buy just a RS28 footpedal which can be plugged into the docking cradle to operate the recorder hands-free - though it will not work via the computer.
NB This also the case for the Philips 9600 and Philips 9620 recorders where the Philips 2330 footpedal will do the same job.
For all other Olympus and Philips recorders however, you have to buy a full transcription kit. The download (Player) software supplied with a digital recorder is for downloading purposes only and does not contain a driver for a footpedal.
2.7 Can any of your digital transcription kits be used to transcribe wav files recorded on my Sony Ericsson P900 phone?
The Philips 7277 transcription kit can do this.
2.8 I like the easy to use slider switch on my old Philips tape recorder. What digital recorders have a slider switch like this?
The Philips 9600 and 9620, 9500, 9520 and 9380 and the Olympus DS5000 all have a slider switch at the side.
2.9 I want to record meetings and make CD-ROMs of the proceedings to distribute to participants. Which recorder would you recommend?
The ideal solution for this is the Marantz CD310 CD recorder. Alternatively you can use a two-step process and use a recorder which records in either .wma or .mp3 format and download the recordings to PC for writing to CD-ROM on the PC. A less costly alternative would be one of the Philips Voicetracer recorders which all record in .mp3 format. NB Recorders recording in stereo format give added clarity when recording a dispersed group of people - round a table for instance.
2.10 What digital card readers do you sell and which digital recorders do they work with?
We sell the Inov8 8-in-One card reader for use with:
SD or MMC cards: used with the The Philips 9600, 9620, 9500, 9520, 9375 and 9380, the Olympus LS11, DS5000ID, DS5000, DS3400, DS2500, Sony ICD-LX30 and the Marantz PMD620 and PMD661 digital recorder and last but not least the Roland R26.
Micro SD cards: Sony ICD-PX312, ICD-UX512, ICD-UX522, ICD-SX712 , Olympus DM650, DM670.
2.11 Can I transcribe MP3 files?
Yes. There are several transcription kits available (listed by increasing price):
- Olympus AS2400 transcription kit
- Olympus AS5000 transcription kit
- Olympus AS7000 transcription kit
- Philips 7177 transcription kit
- WAVpedal transcription kit
- Philips 7277 transcription kit
- StartStop Universal transcription kit
2.12 I have had difficulty installing download software onto my computer. Is there any way I can transfer digital files onto my computer and then play them without installing any additional software? Transcribe MP3 files?
1. Most digital recorders these days are "seen" by a computer as an external drive and so you can Drag and Drop files off them. The Sanyo
NB To play back the recordings once they are on your computer you may need some specialist software as not all file formats can be played by Media Player or Quicktime.
2. Recorders listed in FAQ 2.10 above record onto memory cards. You can easily remove the memory card from any of these recorders and place it into a card reader such as the
2.13 What is the difference between Olympus DSS Player Standard v.1 and v.2?
Version 2 supports the Olympus DS2500 digital recorder as well as all previous models of Olympus recorder..
2.14 Are the Philips DSS SP and LP recording modes compatible to other manufacturer’s devices?
The DSS (Digital Sound Standard) SP (Standard Play) mode is the compatible format for professional mobile dictation devices. The Long Play (LP) modes are not a mandatory format and implemented differently by different manufacturers. To achieve best sound quality Philips recommends the use of SP recording mode only. The LP mode recording format is recommended to extend the recording time if needed.
2.15 How can I change the DSS format recorded by my Philips digital pocket memo to one that can be used for Speech Recognition programs such as Dragon Dictate?
- In the Download/Configuration Software open the “Settings Menu”, select “Download Options” and “PC Settings” tab.
- Click on the “Select” button and
set the “Format to PCM” and the “Attributes” to: 16khz, 16Bit, Mono, PCM.
- Click on “Save as” and assign a name e.g. “Dragon Dictate Setting”.
- Click on "OK" to close the “DPM Format Selection” window and click on "OK" to close the “Download Options” window.
Now you have configured the right conversion settings and every time you download dictation files from the DPM to the PC, the file will be converted automatically to the format that can be used for Dragon Dictate products.
2.16 I am recording dictation in DSS LP format on my Philips 9360 and it is still good enough quality sound for my secretary to type up using her Philips 7277 transcription kit and the files are much smaller making it easier to email. However when I send the files out to a transcription agency they say I sound like Donald Duck. Can you help?
DSS SP dictation is a (relatively) standard format across manufacturers but DSS LP formats are usually a manufacturer's own Codec. Philips transcription software is the only transcription software which will transcribe Philips LP dictation. Others will make you sound like Donald Duck as you say. Please also see FAQ 2.14 above.
2.17 Can any digital recorder be used for direct dictation into voice recognition software (that is, as a microphone plugged into PC) as well as being a normal portable digital recorder?
Digital recordings on many recorders can be fed into Dragon NaturallySpeaking software. You have to first "train" the software to recognise your voice via the recorder. Philips Speechmikes are also designed for direct input into Dragon NaturallySpeaking.
2.18 Can a Philips Voicetracer be used with voice recognition software?
Nuance, makers of Dragon NaturallySpeaking for have given several Voicetracers high marks for accuracy when tested with their Dragon NaturallySpeaking software.
2.19 How do I transcribe MP3 files recorded using a Sanyo MP3 digital recorder with the Sony FS85USB transcription kit? The transcription software only lists Sony recorders as being compatible.
Make a new directory on your computer and save the MP3 files into it. Open the Sony Digital Voice Editor software which comes with the Sony FS85USB transcription kit. A "Select IC Recorder" window will come up which says "Specify the IC Recorder/Memory Stick drive you use" - click "Cancel" because this window only refers to Sony recorders, not Sanyo.
Click Tool/Options and the Display tab and make sure the "View MP3 files in the PC message list" box is ticked. Once ticked it will remain ticked. You will then see two windows: the window under the heading "IC Recorder" is greyed out but the other window under the heading "PC" shows your PC directories.
You can now find the new directory with your new MP3 files saved in it, highlight and play each MP3 file in turn by pressing the footpedal or using either the playback button in the lower centre screen.
2.20 We have just upgraded our DSS Player v.7 software to the latest version: DSS Player Standard v.1. Our secretaries are complaining that there is a new fast rewind function in the new software not present in v.7 whereby, two fast taps on the left pedal take them back to the beginning of the file they are transcribing. They are used to instinctively giving several little taps to take them back by small increments and the new feature is proving very frustrating. Can anything be done?
Olympus are aware of this problem. Unfortunately, as yet (April 2010) there is no way to disarm the new feature. However, you only need the Standard software for transcribing ds2 files. The older v.7 can still be used for dss format files. The only solution currently if they need to transcribe ds2 files is to upgrade them to DSS Player Pro v.5 transcription software which will transcribe dspro files and does not have this feature.
2.21 Can an MP3 portable digital music player do the same thing as an iPod?
The simple answer is that most can do this and often more. iPod is the brand name for the most popular portable MP3 digital music player. You can transfer your favourite music onto your computer's hard drive and from there onto your iPod or download pre-recorded tracks from online music shops after paying a fee. iPods use a hard disk drive similar to PCs and laptops, often 20GB or bigger, allowing very many songs to be stored.
Many other companies make portable MP3 digital music players using built-in flash memory or memory cards instead. The models which we sell also function as digital recorders producing stereo recordings as well as merely playing files.
MP3 is the file format usually used but there are other, some say better formats such as WMA files (see FAQ 2.4 for more discussion on file formats). Most MP3 players play both WMA and MP3 formats.
2.22 I am currently using DSS Player Pro Transcription Module - version 2.0.5. One of my clients has just updated their recorder to the DSS Player Standard Release 1.0. My footpedal will not work. Is this because I need to order new software and a new footpedal? Or, can I just order the software and use the old footpedal?
If your footpedal is an RS24 or RS26 model then you will need to buy a new Olympus RS28 footpedal. Version 2 Olympus Pro transcription software can only by upgraded (free of charge) to Version 3. To transcribe dspro files you need to have version 5 Pro software or DSS Player Standard version 1. The simplest way may be to buy a new Olympus AS5000 transcription kit.
2.23 I am currently using DSS Player Transcription Module - version 2002. One of my clients has just updated their recorder to the Olympus DS2400 which records in ds2 file format. My footpedal will not play them. Is this because I need to order new software and a new footpedal? Or, can I just order the software and use the old footpedal?
If your footpedal is an RS24 or RS26 model then you will need to buy a new Olympus RS28 footpedal. Olympus DSS Player v. 2002 transcription software can be upgraded (free of charge) to DSS Player Standard Version 1 (See FAQ 2.4 above). To transcribe dspro files you need to upgrade to DSS Player Standard version 1.
Tape-based FAQs
3.1 I am looking for a transcription machine to transcribe from standard cassette tapes. Which models do this?
These are no longer manufactured.
3.2 I am looking for a transcription machine to transcribe from minicassette tapes. Which models do this?
You can choose between the Philips tape transcription kits: LFH720, LFH730.
3.3 I am looking for a transcription machine to transcribe from stenocassette tapes. Which models do this?
Grundig ST3211, ST3221, ST3210, ST3220 and the top-of-the-range ST3230 kits. Steno is a Grundig format.
3.4 I need tapes for an Olympus minicassette recorder. Can you supply these?
We supply the following packs of minicassettes: Philips LFH0005 and LFH0007 minicassettes which will all fit Olympus minicassette recorders.
3.5 I need a new footpedal for my Philips 555 transcription kit. Can you supply one?
No. 500 series models (discontinued) need the 110 footpedal (also discontinued) which has a different connector to the current Philips 2210 footpedal. There is no adaptor available but we are able to supply a generic version of this footpedal (to order).
3.6 Do you supply tape erasers?
Yes we supply: the Grundig 616 to erase stenocassettes and microcassettes, the DAF ME20 to erase microcassettes and minicassettes and an unbranded eraser for standard (compact) cassettes: click here
3.7 I have a discontinued Grundig recorder and require a new microphone. Will the 800FX be compatible?
Unfortunately no. These are old dictation models and are current microphones are not compatible. There is no replacement available nor any conversion adapter.
3.8 My secretary uses a Dictaphone 1740 system to replay tapes and type my text. We want to replace the original headphones which have a two pin connector into the tape control unit. Does the Dictaphone 304972 walkman style headset have a two pin connector the same as the original headset?
Click here to see the range of compatible headsets - you need the one with two pins.
Macintosh FAQs
4.1 I use an Apple Mac. What digital recorders are compatible?
Most Olympus and Sony digital recorders are Mac compatible though the software supplied with them may be only for Windows.
4.2 How do I purchase MAC software for my Olympus recorder?
Most Olympus digital voice recorders ship with MAC compatible software but do mention that you need the product to work on a MAC when ordering. You can also download the MAC version of DSS Player directly from the Olympus web site.
4.3 Can I use DSS Player for MAC with ViaVoice?
No, there is no connection between these two applications on the MAC platform.
4.4 I use a Mac and would love to buy the Philips 9375 digital recorder but Philips say it is not Mac compatible. Is there any way I can use it with a Mac?
The Philips download and transcription software are not Mac compatible. However, you can download dss files recorded on the Philips 9375 SD (NB using SP mode only) using a card reader and play these back using the Olympus AS2400 transcription kit which is Mac compatible.
Microphone/Headset FAQs
5.1 I need a stereo microphone. Which models are available?
Take a look at the Sony ECM-CS3. The ultimate for large meetings would be the Olympus ME30 stereo microphone set.
5.2 My portable recorder is fine for reports and correspondence but when I try to record meetings the volume is sometimes too low to hear clearly. Can you recommend a conference microphone?
The Philips 9172 conference microphone will do the trick admirably as will the M909.
Alternatively, you might consider the Olympus ME30 stereo microphone set..
5.3 Is it possible to order a PC connection with a single earpiece microphone on the end?
You can use anything that plugs into a PC and plays PC .WAV files provided the plug fits (but you may needs a PA3 plug adaptor to make the plug fit a standard 3.5mm PC headphone socket).
5.4 Is there a stereo microphone available to plug into my Olympus WS digital recorder to record meetings?
The Sony ECM-CS3 can be used.
5.5 I need a new headset for my Philips 555 transcription system (not a current model). Which one can I buy?
Any of the Philips models but you will need an adapter. We can supply the Philips LFH adapter at £12.00 + VAT
5.6 Which Audiotechnica microphones plug directly into a 3.5mm socket like you have on a PC?
The following microphones have a mini-jack plug.
ATR6250 – stereo microphone
ATR3350 – tie-clip microphone
ATR6550 – Tele “shotgun” microphone
ATR4697 – boundary microphone
PRO24 – stereo microphone
PRO24-CM – Stereo microphone for camera mount use
AT8022 – Broadcast quality stereo microphone
To put an XLR microphone into a mini-jack input we sell the following connectors: stereo f-3.5mm and mono XLR-3.5mm depending on the microphone you choose.