iDictate – Digital Voice Blog

The legal and medical industries have to be one of the biggest demographics for the use of voice recording technology and they have been for years. Doctors and consultants use dictaphones to dictate medical patient notes and letters. Lawyers use voice recorders to dictate legal case notes.

Traditionally your standard medical or legal practice would consist of an analogue tape dictaphone used by the person dictating. They would record their dictation on tapes which are then handed to the typing pool for the transcriptionists to transcribe using a tape transcription machine, foot pedal and headset. Not much has changed now that things are digital. The dictator still requires a device to dictate into, the typist still requires audio to listen to and transcribe. The fundamental difference is we now use digital recordings instead of taped recordings for dictation and transcription and our computers to act as the transcription kit.

How are digital dictaphones better than tape dictaphones?

• Audio quality. Digital audio is far more clearer than its older parent the analogue tape, meaning a happier transcriptionist and higher quality transcripts created in less time.
• Speed of transfer. Digital audio can be emailed, either to the typist in the next room or to a transcription service on the other side of the world, in seconds.
• No more physical storage issues. Hands up all those using tape dictaphones who have cupboards and drawers full of old tapes? They take up room, they degrade in quality over time and try and find a single patient or clients dictation on a tape containing tens of dictations is time consuming. With digital audio it can all be stored on computer, network and back drives with instant access to files and dictations. It can be replicated easily so can also be stored offsite and onsite.
• Security. With some models of dictaphone your audio can be encrypted. When you send audio only your typist can unencrypt the audio meaning your audio stays secure. The dictaphones themselves can be locked with a passcode (and fingerprint in the case of the Olympus DS-5000iD) so only you can hear your audio. With tapes, anyone with a player can listen.

So now that you are coming around to thinking “yes, maybe I should get with the times” lets have a look at the best digital dictaphones on the market today. These of course are from Olympus, the leader in voice solutions who have a range of three digital dictaphone models.

Note. Dictatphones are not to be confused with the cheaper notetaker recorders. Only the dictaphones have the ability to start/stop rewind/review and essentially emulate an analogue tape. Digital notetakers can not manipulate audio in this way and are used for recording an event with a determined start and stop time, like an interview, meeting, lecture, focus group etc.

As you can see they all have a similar design and look. As you progress up through the models from DS-2400 up to DS-5000 the feature set for each recorder grows although the record quality for each is exactly the same.

For example:

DS-2400

• Only records in .DS2 (DSS Pro) audio format.
• Default record format can not be changed.
• SD card slot for expandable memory.
• No docking station.
• No rechargeable battery.
• 5 folders.
• Rocker push button control for record/stop/rewind/play.
• DSS Player v5 Standard Dictation Module software included.
• Audio files need to be manually sent to your typist.
• DSS Player v7 for Mac included for Mac.
• DS-2400 RRP $595 incl. GST in Australia

DS-3400

• Records in .DS2 (by default) but can be changed to record in DSS (classic) audio format.
• Default record format can be changed on Windows only.
• SD and Micro SD card slots for expandable memory.
• No docking station.
• No rechargeable battery.
• Rocker push button control for record/stop/rewind/play.
• Device can be locked via a pin code.
• Up to 10 user Ids can use the recorder.
• Audio files can be automatically sent to your typist via email, FTP or on a network drive (Windows only).
• Audio files can be converted to .WMA (on Windows only) or .AIFF (On Mac only).
• Audio files can be encrypted.
• Verbal comments.
• Priority & Worktype settings.
• 1-7 Folder (programmable).
• DSS Player v5 Pro Dictation Module software included for Windows.
• DSS Player v7 for Mac included for Mac.
• DS-3400 RRP $695 incl. GST in Australia

DS-5000 or DS-5000iD

• Records in .DS2 (by default) but can be changed to record in DSS (classic) audio format.
• Default record format can be changed on Windows only.
• SD and Micro SD card slots for expandable memory.
• Docking station.
• Rechargeable battery.
• Slider control for record/stop/rewind/play.
• Device can be locked via a pin code.
• Up to 10 user Ids can use the recorder.
• Audio files can be automatically sent to your typist via email, FTP or on a network drive (Windows only).
• Audio files can be converted to .WMA (on Windows only) or .AIFF (On Mac only).
• Audio files can be encrypted.
• Verbal comments.
• Priority & Worktype settings.
• 1-7 Folder (programmable).
• Recorded can be locked/unlocked using finger print reader (DS-5000iD only).
• DSS Player v5 Pro Dictation Module software included for Windows.
• DSS Player v7 for Mac included for Mac.
• DS-5000 RRP $845 incl. GST in Australia
• DS-5000iD RRP $945 incl. GST in Australia

All recorders share these common features and functions:

• Variable Control Coice Actuator (VCVA) – Voice activation
• Fast playback
• Slow playback
• Quick review
• Cue/review
• FF Skip/Reverse Skip
• Insert / Overwrite
• Erase all files
• Erase single files
• Partial erase
• Pause
• Lock single files
• Upto 32 index marks per file
• Individual folder names
• 6 Display languages (EN/FR/ES/DE/IT/RU)
• Mic sensitivity – Conf (for meetings/conferences) and Dict (for dictation)
• Ear jack & mic jack sockets

How do they work? Well just like your traditional analogue tape dictaphone you pick it up, click a button and start dictating. You can stop and start as often as you like. If you take a break or get interrupted you can easily rewind the audio, much like the tapes, and hear what you last said then continue dictating. When you have finished a single file note you can press a “stop” button on the recorder which will close the open audio file. Essentially you can have multiple file notes in multiple individual digital audio files, you can keep them seperate. Or alternatively you may choose to record multiple file notes into one long audio file. The choice is yours, regardless you end up with a highly compressed, high quality digital audio file of your ramblings which can be passed to your transcription typist electronically. You don’t even have to get up from your desk; your typist may even be in a different town, state or even country and still receive the audio in seconds – try that with a microcassette !

Unlike traditional tape dictaphones you can also edit your dictation on the recorder itself. For example, lets say you are listening back to your dictation and you realise that you forget something in your dictation and need to insert more dictation – with a digital dictaphone you can. Conversely, should you decide that some of your audio dictation is not required then instead of re-recording you can simply remove portions of audio prior to closing the audio file.

The range of Olympus digital dictaphones is only available in Australia from authorised professional dictation resellers, of which Dictate Australia is a Gold level reseller. This means we are equipped to advise on the complete dictation range, whether your office is Windows based or Mac based. Look for this logo when buying in Australia:

Dictate Australia - Olympus Australia Gold Pro Reseller

So there you have a summary of the best digital dictaphones available. As always if you have questions please ask, we are here to help and to advise so give us a call in Australia on 1300 787 092 (option 2) or email us at sales@dictate.com.au