Olympus have released an update to their DSS Player software for Mac to version 7.3.0 – don’t get too excited, it is mainly just a compatibility update. Included in this update are:

• DSS Pro files that were encrypted in High Encryption mode (using 256-bit encryption keys) can now be decrypted and played back. (They cannot be encrypted.)
• Downloading and playback of WAV files is supported. Index marks and comments can now be acquired and edited.
• MP3 index marks are supported. MP3 index marks can now be acquired and edited.
• The new foot switch RS-31 and also DR-1200/2100/2200/2300 are supported.

With this version your Mac will now be fully compatible with the new(ish) DirectRec II hand held USB microphones which were released early last year, I know a few people have been hanging on this. The Olympus DirectRec II are USB connected microphones (DR-2100,DR-2200,DR-2300) that allow dictation directly to your Mac.

Also included in this update is compatibility with the very latest range of professional digital dictaphones released just a couple of weeks ago in Australia along with the new Olympus RS-31 four pedal USB foot control. The RS-31 is most commonly used with the Olympus transcription module but can also be used with the Olympus DS-7000 via the dock for hands free digital dictation, quite often commonly used in the medical sector.

Click here to download Mac DSS Player update to v7.3.0 or from the Olympus Australia website

Slowly but surely the Mac version of DSS Player is coming up to speed against its more mature Windows counterpart – called DSS Player v7 Plus on Mac and DSS Player Pro v5 Dictation Module on Windows. However the Mac DSS software is still lacking a couple of keys features that Windows users enjoy, one key feature is auto email of dictation audio files. Most Mac users will simply puff out their chests as they huff that they are quite capable of sending an email without software doing it for them, still it is a handy feature, especially if you have multiple audio files, and a feature that people often ask about and look for.

I was prompted to write this blog post as a couple of hits recently had people looking at how you actually send an audio file from DSS Player v7 Plus, this is when I noticed that it is not entirely obvious in the software – there is no email button or file option. In true Mac fashion emailing a file or files is intuitive – you simply drag and drop from DSS Player Pro into your mail client or into your browser if you use Gmail via the web interface, that’s it. If you are one of those people who like to select the file from disk the quickest way to locate your dictation file and folder is to double tap (or right click if you have set this) on the audio file name in the right window pain in DSS Player Plus, select Property then expand out the File Path to open a Finder window showing your file location. All of these are covered below in detail:

Email Your Olympus Dictation Using Mac Mail

Start by composing your new email in Mac Mail then simply select one or more files from the DSS Player dictation window and drag the file(s) to the content area of your new mail message. The audio files will be copied straight in ready for your to send. Selecting multiple files can be done by holding down the Apple key ⌘ key as you click.

Email Olympus Dictation Using Gmail

If you use Gmail or Google Mail for Business then audio can be dragged into the message composition area of a new email. Again just like above single or multiple files can be selected.

Locating Your Olympus Dictation On Your Mac Hard Disk

If you prefer to find the location of your audio files on your Mac hard disk then this can be done by selecting an individual audio file (highlight it) then right-click or two finger tap to bring up the file properties. The full path of the audio file will be shown in the properties windows. To open a Finder window just click on the box with three dots, see below:

There are a couple of things to consider when you email your digital dictation files. First security, not all email clients encrypt attachments which means your audio could travel across the internet from server to server until it reaches its destination, the recipient(s). This means your audio could be sniffed meaning it could be access as it travels the web, unencrypted could then be listened to. This is unlikely but possible however if you audio is highly confidential consider encrypting the audio and/or your complete email message. Second, attachment file sizes. The maximum file size allowed per an email is usually defined by your ISP (Internet Service Provider) and for bigger companies with their own mail servers by internal policy. On average the maximum email attachment file size is anything between 5Mb to 10Mb. As .dss and .ds2 audio files are designed to be highly compressed it is unlikely that you will hit any restrictions however if your typist has not kept up with technology and is unable to play .ds2 audio files then files converted to .AIFF tend to be a lot larger in file size.

Olympus voice are an innovative bunch, they don’t tend to sit on their hands doing not a lot, they keep refining and evolving their range of digital voice recorders. It is not uncommon to see digital voice recorder models come and go in the space of a single year. As such we often find customers coming back after years of use to replace their digital note taker or dictaphone only to find that their old model voice recorder has been replaced by a newer model.

In an attempt to make finding the current equivalent voice recorder to replace your old trusty Olympus digital voice recorder a little easier I have compiled a list of old models and their latest equivalents. This list covers PCM music recorders, interview/meeting/focus group recorders, budget recorders, the Pro range of digital dictaphones and finally Olympus digital transcription kits.

Olympus WS Series Digital Note Takers

The latest range of WS Series digital voice recorders from Olympus are:

• Olympus WS-811 – 2Gb – WMA, MP3 recording
• Olympus WS-812 – 4Gb – PCM WAV, WMA, MP3 recording
• Olympus WS-813 – 8Gb – PCM WAV, WMA, MP3 recording

These three replace the following list of WS series recorders:

• Olympus WS-100
• Olympus WS-110S
• Olympus WS-200S
• Olympus WS-210S
• Olympus WS-300M
• Olympus WS-310M
• Olympus WS-311M
• Olympus WS-320M
• Olympus WS-321M
• Olympus WS-331M
• Olympus WS-450S
• Olympus WS-550M
• Olympus WS-560M
• Olympus WS-650S
• Olympus WS-750M
• Olympus WS-760M

Olympus VN Series Basic Digital Notetakers

• Olympus VN-2100PC discontinued, equivalent Olympus VN-8500PC or VN-8600PC
• Olympus VN-3100PC discontinued, equivalent Olympus VN-8500PC or VN-8600PC
• Olympus VN-3500PC discontinued, equivalent Olympus VN-8500PC or VN-8600PC
• Olympus VN-5500PC discontinued, equivalent Olympus VN-8500PC or VN-8600PC
• Olympus VN-6800PC discontinued, equivalent Olympus VN-8500PC or VN-8600PC
• Olympus VN-8500PC discontinued, equivalent Olympus VN-711PC
• Olympus VN-8600PC discontinued, equivalent Olympus VN-712PC

Olympus DP Series Basic Digital Notetaker

• Olympus DP-20 discontinued, equivalent Olympus DP-211

Olympus DM Series Digital Meeting Recorders

• Olympus DM-450 discontinued, equivalent Olympus DM-3
• Olympus DM-550 discontinued, equivalent Olympus DM-5

Olympus DS Series Digital Meeting Recorders

• Olympus DS-30 discontinued, equivalent Olympus DM-3
• Olympus DS-40 discontinued, equivalent Olympus DM-3
• Olympus DS-50 discontinued, equivalent Olympus DM-3
• Olympus DS-55 discontinued, equivalent Olympus DM-3
• Olympus DS-65 discontinued, equivalent Olympus DM-3

Olympus DS Series Digital Dictaphones

• Olympus DS-2200 discontinued, equivalent Olympus DS-2500
• Olympus DS-2300 discontinued, equivalent Olympus DS-2500
• Olympus DS-3300 discontinued, equivalent Olympus DS-3500
• Olympus DS-4000 discontinued, equivalent Olympus DS-7000
• Olympus DS-2400 discontinued, equivalent Olympus DS-2500
• Olympus DS-3400 discontinued, equivalent Olympus DS-3500
• Olympus DS-5000 & DS-5000iD discontinued, equivalent Olympus DS-7000

Olympus LS Series Digital PCM Music Recorders

• Olympus LS-10 discontinued, equivalent Olympus LS-3
• Olympus LS-11 discontinued, equivalent Olympus LS-3

Olympus Digital Transcription Kits

• Olympus AS-2300 discontinued, equivalent AS-2400
• Olympus AS-4000 discontinued, equivalent AS-7000
• Olympus AS-5000 discontinued, equivalent AS-7000

If your older model Olympus digital voice recorder is not on the list please leave a comment with the model number and I will add it.

A couple of customers recently have had some minor issues using their Olympus DS-5000/DS-5000iD/DS-3400 digital dictaphone on their Mac running Lion (OS X 10.7). The problem experienced was that the device was not automatically recognised by the software when the digital voice recorder was docked or the USB cable attached.

The problem seemed to stem from release 7.2.6 of the Olympus DSS Player Plus software which was built and shipped pre the Lion release. Olympus have now released a patch to version 7.2.8 which makes DSS Player Pro for Mac now fully Lion compatible.

The patch can be downloaded from Olympus directly – click here to download the latest Olympus Voice software updates and patches

When you buy your shiny new Olympus DS-5000, DS-5000iD (and also the DS-3400) digital dictaphone it comes with software for both Mac and Windows, in fact you get one licence for each operating system. Windows users get to install DSS Player Pro v5 Dictation Module and Mac users get DSS Player Version 7 Plus (at release 7.2.4 at the time of writing this). Both the Windows and the Mac software are similar in that they both let you play the audio files recorded on your digital dictaphone, both let you edit your audio and both let you convert your DSS Pro audio files (.ds2) to other formats.

On the Mac however, unlike the Windows software, the ability to automatically send your dictation somewhere (email to your typist, drop onto a network drive for your typing pool etc) is missing. On the Mac audio files need to be manually sent to your typist or transcription service, unless you use Dropbox.

Dropbox as a service has been around for a while and continues to grow in popularity. Essentially it is a very easy way to store files both locally on your PCs or Macs as well as in the cloud, making your files accessible from any computer, iPhone, Android phone or iPad at any time. We use Dropbox in our business as a file sharing tool and also as a backup solution to keep essential files stored and shared safely both onsite and offsite. In simple terms, on your local computer(s) you have a DropBox folder, just like any folder you may create. This folder is automatically syncronised to the cloud and also with other computers where you have installed a Dropbox agent. Whatever you drop in there is backed up to Dropbox’s totally secured servers in the cloud as well as any of your other computers. You may have a Dropbox folder on your office computer and also on your home computer, whatever you drop in the Dropbox folder is syncronised between folders on all computers, whether you do it at home or in the office. A really neat feature of of Dropbox is that folders within your Dropbox folder can be shared with others, meaning only files dropped in that shared folder are visible to the person you shared it with, they don’t see files from your other DropBox folders.

For example, you could create a folder called Typist within your Dropbox folder, you then share that Typist folder with your personal assistant or transcription service. Anything (documents, audio, video etc) that you drop into the Typist folder will automatically be sent to the cloud and down to the Typist, all done securely as files are encrypted as they pass across the internet and down to other Dropbox folders. This is done in the background, you just drop it and forget. DropBox is an excellent option for sharing your dictation files and also an easy way for your typist or transcription service to get completed transcription back to you. Your typist just has to drop the completed document in the shared folder and it will appear on your computer.

Here is how you can set that up on your Mac (you can also do this on Windows in DSS Player Pro v5 Dictation Module, that will be a separate blog post).

First you need to install Dropbox – click here to install Dropbox – which is free to use when you select the basic package with 2Gb of storage, more than enough for audio files. There are also paid options, these just give you more online storage, the free edition is all you need for sharing audio files and completed transcriptions. After installation you will have a Dropbox folder on your filesystem and a Dropbox icon which shows you the status of your Dropbox folder; a tick means all are syncronised, a rotating circle means it is syncronising.

By selecting Preferences and then Download in DSS Player Version 7 Plus you can define the location of the Download Tray Folder, this will be currently set to the location you specified when you installed the software, usually a folder called Message under your home directory. Click the icon to the right of this folder which appears as three dots and navigate to a folder you have created to share in your Dropbox folder. Also in the Download preferences screen are three tick box options, they are;

Delete the original files after downloading

If you tick this box, post download from the recorder to the Mac DSS Player Plus will remove the audio from the recorder. This one is up to you, some of you will prefer to remove audio, some won’t.

Convert to AIFF file during download

By default the DS-5000 (and DS-3400) record in the DSS Pro audio format which creates .ds2 audio files. These files can be played back on your Mac using DSS Player Version 7 Plus software. If you send your audio to others they may not be able to play this audio format in which case you can convert your audio to .AIFF which can be played on any Mac or Windows PC. However, converting a .ds2 file to .aiff will increase its file size significantly. If you are using a transcription service they should be able to accept .ds2 audio files, if they do not, you should be asking why not.

Automatically download all data when the device is detected

Tick this option, when you dock (or USB plug) your recorder, the audio files will automatically be downloaded from the dictaphone to the directory you have just specified, ie. Dropbox. This kicks off the auto syncronise with Dropbox (instant offsite backup) and with other computers that you have your Dropbox installed on (home maybe) and anyone you have shared the folder with (your typist or transcription service). As this happens you will see your Dropbox logo switch from syncronised to syncronising .

It is as easy as that. No more finding files to attach in an email, just dock and go. Your typist or transcription service will know when you have deposited new files as a pop-up will appear on their screen to let them know new files have arrived. Depending on their transcription setup they may be able to link their transcription software to the Dropbox folder, automatically loading the audio in their transcription software for them. Technology, you have got to love it !

If you need more information or have questions please leave a comment or tweet us @dictates

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

Olympus Imaging who this year took over the distribution of Olympus voice products in Australia have recently allocated Gold and Platinum status to a select few Olympus resellers Australia wide. This restricts the number of resellers able to sell the Pro range of digital dictation and transcription products and software; the DS-5000, DS-3400 recorders and the AS-5000 transcription kit and AS-5002 transcription module software. We at Dictate Australia are proud to have become a Gold Olympus partner.

What does this mean this to the resellers. Well not much has changed for most of us, we are required to keep a healthy stock of all Pro line recorders and we are all required to be trained in the Pro recorders and software, all of which we already are. We also have more direct access to our own personal Olympus representative who can assist us and you in making sure you get the right solution for your business. Your business could be a one person shop with outsourced transcription or a large hospital or legal practice with offices around the country, both Dictate Australia and Olympus will be there to help you plan for your needs.

As we are based on the NSW Central Coast, our office is in Erina, we are able to offer demo’s of the Olympus products in our office, just call to arrange a time. If you are in Sydney we can arrange to come to you for a demo and a chat, of course this is all obligation free and there is no hard sell (I am personally not a fan of hard sell as I will buy anything if subjected to it – I currently own several time shares in Spain and frequently change my phone/internet/gas/electric provider when they come knocking at my door ), this is just an opportunity for you to have a hands on look and feel and a chat about how the recorders and transcription kits work.

As we are a national reseller for Olympus those of you outside Sydney don’t lose out either. We are available as always by phone for advice and information at any time, if you have a question about any aspect of dictation or transcription just give us a call. We can also support you remotely using our direct connect support software can connect to your PC or Mac and help you with any issues. We run both Windows (XP, Vista, 7) and Mac in the office.

Two of the Olympus digital voice recorders certified for use with MacSpeech Scribe are the Olympus DS-3400 and DS-5000, both from the Professional series of digital dictaphones from Olympus, these are serious digital dictaphones. They both come with DSS Player Version 7 Plus for Mac which simplifies the task of getting the audio off the recorder. The software lets you also setup users on the recorder, set noise cancelation levels, playback and edit your recorded dictation and direct record using your digital dictaphone as a high quality mic.

Out of the box both the DS-3400 and DS-5000 will record in DSS Pro digital audio format, these files have a suffix of .ds2 – files of this format can not be loaded into MacSpeech Scribe so some file conversion needs to take place, this is where DSS Player Version 7 Plus can help. On a Mac it is not possible to set the DS-3400/DS-5000 to record in .aif format by default.

For file conversion you have two options. 1. you can manually convert each file 2. you can set DSS Player Plus to automatically convert audio every time your DS-3400/DS-5000 is connected. Both are very simple:

Manually Convert DS-3400/DS-5000 Audio To .aif Format

To manually convert .ds2 audio files to .aif on a Mac using DSS Player Version 7 Plus simply right-click on the .ds2 file you want to convert and select Convert to AIFF File, your converted file will be placed in the same download folder tray as the original file. If you want to save the .aif file to an alternative location simply highlight the audio file to be converted and click the Convert to AIFF File icon .

Automatically Convert DS-3400/DS-5000 Audio When The Recorder Is Docked

If you prefer to convert every audio file during download to your Mac when your digital dictaphone is connected then open the DSS Player Preferences and click the Download tab. Here you can tick “Convert to AIFF file during download” which will have the desired affect. Your .aif files will appear in the download tray folder configured and are then ready to be loaded into MacSpeech Scribe.

Download sample .dss and .ds2 audio files at the end of this blog post …

#UPDATE# As of Express Scribe version 5.30+, the Windows version can now 

play .ds2 files from Olympus and Philips - click here for more details

This is a hot topic in the transcription world currently. The new DSS Pro (.ds2) audio format now in use by default on all the Olympus digital dictaphones: DS-2400, DS-3400, DS-5000 and DS-5000iD. It is a hot topic for a couple of reasons, often a transcriber can not play the new .ds2 audio files because:

1. Transcriptionist has an older Olympus transcription kit (AS-2300 or AS-4000)
2. Transcriptionist uses free Express Scribe software

There are a number of ways to get around this glitch and the options depend on what you have already and what operating system you use. I will try to cover all possible solutions, if I miss one please let me know and I will update this post. What I will say right from the outset is that these solutions are work arounds for typists who choose not to stay up-to-date with the latest software. By purchasing an Olympus AS-5000 transcription kit (or just the DSS Player Pro transcription module software AS-5002 if you already own an RS-28 Olympus foot pedal) all these issues will go away. The latest DSS Player Pro transcription module is fully compatible with the DSS Pro (.ds2) audio files.

So let me try and cover all options for those who do not have the latest DSS Player Pro transcription module.

Dictation with Olympus DS-3400/DS-5000/DS-5000iD Mac or Windows User – Typist with Olympus AS-4000 transcription kit on Windows

The AS-4000 transcription kit comprised a foot pedal, headset and DSS Player Pro version 4 transcription module software. Using the DSS Player Pro version 5 software which comes with the DS-3400/DS-5000/DS-5000iD the DSS Player Pro version 4 transcription module can be updated, free of charge, to DSS Player Pro version 5 transcription module. Thereby giving you a transcription kit compatible with the new .ds2 audio files. However, you must have an RS-28 transcription foot pedal, the older RS-26 transcription foot pedal will not function with DSS Player Pro version 5 transcription module. The upgrade will generate a new licence key specifically for the DSS Player Pro version 5 transcription module. You must write this licence key down and keep it safe. I suggest write it on a post-it note and keep it with the DSS Player Pro version 4 software CD and licence key.

Dictation with Olympus DS-3400/DS-5000/DS-5000iD Mac User – Typist with Olympus AS-2300/AS-4000 transcription kit on Mac

As you will likely already know, the functionality of the DSS Player Version 7 Plus on the Mac lacks some of the functionality of the DSS Player Pro v5 software for Windows. One key feature missing is the ability to set Classic Mode on your Pro Series recorder through the Mac software, this can only be done using the Windows dictation module. Therefore you will either need a Windows machine to install the DSS Player Pro v5 dictation module to change the default recording mode on your dictaphone or if you run Windows on your Mac using virtualisation software (VMWare Fusion, Parrallels, VirtualBox) you can set it using your Windows virtual machine.

If you do not have a Windows machine available your options are: 1. Upgrade your transcription kit to an AS-5000 or 2. Auto convert on download all dictation recorded on your DS-3400/DS-5000/DS-5000iD to .aif format which can be transcribed by older Olympus transcription kits on Mac. On your Mac select Preferences and then click the Download tab. Then tick “Convert to AIFF file during download”, see below.

Dictation with Olympus DS-2400 – Typist with Olympus AS-2300 transcription kit on Windows

The AS-2300 transcription kit comprised a foot pedal, headset and DSS Player Standard version 4 transcription module software. Using the DSS Player Standard version 5 software which comes with the DS-2400 the DSS Player Standard version 4 transcription module can be updated, free of charge, to DSS Player Standard version 5 transcription module. Thereby giving you a transcription kit compatible with the new .ds2 audio files. However, you must have an RS-28 transcription foot pedal, the older RS-26 transcription foot pedal will not function with DSS Player Standard version 5 transcription module. The upgrade will generate a new licence key specifically for the DSS Player Standard version 5 transcription module. You must write this licence key down and keep it safe. I suggest write it on a post-it note and keep it with the DSS Player Standard version 4 software CD and licence key.

Dictation with Olympus DS-3400/DS-5000/DS-500iD on Windows – Typist with Express Scribe on Windows

For this combination we have a few options:

• Set the recorder (DS-3400/DS-5000/DS-5000iD) to record in .dss format (known as Classic mode) by default instead of .ds2
• Convert the audio from .ds2 to .dss before sending to the typist
• Typist purchases the DSS Player Pro version 5 dictation module (AS-5001)
• Typist purchases the DSS Player Pro version 5 transcription kit (AS-5000)

Set the recorder (DS-3400/DS-5000/DS-5000iD) to record in Classic Mode by default

Using the DSS Player Pro version 5 dictation module it is possible to set the DS-3400/DS-5000/DS-5000iD to record by default in the .dss audio format, this is know as “classic mode”. This is set in the dictation module software itself and the setting uploaded to the recorder. View ourvideo demonstrating how to set Classic Mode.

Convert the audio from .ds2 to .dss before sending to the typist

With the files from the recorder loaded into the DSS Player Pro dictation module it is possible to convert the file format from .ds2 to .dss by simply right-clicking on the file and selecting “Convert Dictation..” and then select the audio format you want to convert to, the choice includes .dss

Typist purchases the DSS Player Pro version 5 dictation module (AS-5001)

This is the cheapest option for the transcription typist. The dictation module software is the same software that comes with the DS-3300/DS-5000/DS-5000iD, this can be installed on a Windows PC and can be used when receiving a .ds2 file simply for audio file conversion to .dss. If you are an independent or outsourced transcription business this is a cost effective solution as the AS-5001 (DSS Player Pro dictation module) is only RRP $160.00 incl. GST. By using the DSS Player Pro version 5 dictation module you can continue to use Express Scribe. Do not be tempted to ask to borrow the software CD that comes with the recorder, the licence is a single user licence and would have been used and registered when the person using the recorder would have installed their software.

Typist purchases the DSS Player Pro version 5 transcription kit (AS-5000)

This is for the serious transcriptionist. The AS-5000 kit comes with all you would need, Olympus RS-28 foot pedal, transcription headset and DSS Player Pro version 5 transcription module. This is the perfect accompaniment to the DS-3400/DS-5000/DS-5000iD recorders and can be set to automatically receive and load transcription from these recorders. All the features available in the dictation module are passed to the transcription module like prioritisation and audio notes. The RRP for the AS-5000 kit in Australia is $525.00 incl. GST – note this kit will accept audio from ALL Olympus digital voice recorders.

Dictation with Olympus DS-2400 – Typist with Express Scribe on Windows

It is not possible to set the DS-2400 to record in “classic mode” like the Pro series dictaphones. So this leaves the transcriptionist with only a couple of options.

• Typist purchases the DSS Player Pro version 5 dictation module (AS-5001)
• Typist purchases the DSS Player Standard version 5 transcription kit (AS-2400)

Typist purchases the DSS Player Pro version 5 dictation module (AS-5001)

As just covered above, this is the cheapest option for the transcription typist. The dictation module software is the same software that comes with the Pro series recorders DS-3300/DS-5000/DS-5000iD and can be installed on a Windows PC for audio file conversion from .ds2 to .dss. If you are an independent or outsourced transcription business this is a cost effective solution as the AS-5001 only RRP $160.00 incl. GST. By using the DSS Player Pro version 5 dictation module you can continue to use Express Scribe.

Typist purchases the DSS Player Standard version 5 transcription kit (AS-2400)

The AS-2400 transcription kit consists of a RS28 USB foot control, headset and DSS Player Standard transcription module. This software is capable of playing .ds2 audio files from the DS-2400 recorder. It can also play audio from the Pro Series recorders (DS-3400, DS-5000, DS-5000iD) however some of the audio functionality is lost when playing through the Standard transcription module.

Dictation with Olympus DS-3400/DS-5000/DS-5000iD Mac User – Typist with Express Scribe on Windows

This is were we can take advantage of the generosity of Olympus. With each of the Pro Series recorders comes a single use licence for DSS Player Pro v5 dictation module for Windows and DSS Player Plus v7 for Mac. If the person doing the dictation has a Mac they will use the Mac licence. Meaning their Windows dictation module goes unused. The person dictating therefore has the option of giving this software (and therefore the unused Windows licence key) to his Windows based typist for him or her to use to convert the .ds2 audio from the person dictating to .dss format. The dictation module on Windows has the ability to convert .ds2 to .dss. On a Mac .ds2 can only be converted to .aif files, although .aif is a format that can be used by Express Scribe there is a large file size difference between a .ds2 file and a .aif file, this may cause a problem if emailing the file.

• Olympus DS-40 price reduced to RRP $595 incl. GST
• New model Olympus DS-55 priced at RRP $695 incl. GST
• Olympus DS-2300 price reduced to RRP $695 incl. GST
• New model Olympus DS-3400 priced at $795 incl. GST
• New accessory, RS30W remote for LS-10 recorders at RRP $195 incl. GST

So we see price cuts on the DS-40 (down to the old Olympus DS-30 price) and also a cut for the DS-2300. These models are facing their last few weeks/months of life before being discontinued in favour of the new models already here.

Whats new are the DS-55 and DS-3400. The DS-55 comes in as a replacement for the DS-30 and DS-40, an excellent recorder for interviews/large meetings/focus groups etc and reduces that range to just the DS-55 and DS-65 in Australia, I don’t think we are likely to see the DS-75 which is in use overseas.

Also in is the DS-3400, something we have had our eye on for a while. This replaces the discontinued DS-3300 and gets an upgrade to the newer DSS Pro dictation module and with it the recording of audio in the DSS Pro format .ds2, with a look and feel similar to the DS-5000 this is sure to be a popular model. Note the difference in DS-3400 control when compared to the DS-5000, the DS-3400 has push buttons on the side, the DS-5000 has the slider. The DS-3400 is currently available in Australia although in limit numbers initially so always check stock availability with your Olympus Australia authorised reseller before placing your order.

A new accessory has been introduced this is the RS30W, quite pricey for a remote control I bet you are thinking, I thought so too, but this is a wireless remote (I am used to the remote for the DS-50 which is wired) so there is some justification for the price of this small but handy unit.

New Olympus DS-3400 Digital Dictaphone

The Olympus DS-3400 is expected to be released for sale sometime in the week starting 8th June, 2009.

So what do we know about this new sleek black recorder. Well, it seems to be the replacement for the DS-3300 which was phased out earlier this year. Following the same kind of transition path as the DS-4000 to DS-5000 we see a new look, new dictation module (DSS Player Pro v5), the use of the new DSS Player Pro (.ds2) audio format and as with the DS-5000 a free upgrade if you have an AS-2300 transcription kit to an AS-2400 transcription kit, which is as yet not available in Australia (these are expected when the DS-2300 gets a bump upto DS-2400).

The DS-3400 will have support for external media memory cards, both SD and SDHC and will come with a whopping 1Gb SD card, which is alot of dictation. Like its big brother, the DS-5000, the DS-3400 will not only cope perfectly with single speaker notes and letters but should alos be good for your team meetings or focus groups making it quite an all rounder.

Security is also a feature included in the DS-3400 with file encryption available and also the device is capable of being locked via password protection, something essential for the medical and legal people out there.

Also improved are the control buttons embedded along the side within a smart chrome strip which make control of the unit a breeze.

No news on official pricing as yet, but as soon as we know I will update this entry.

Why was I surprised by this? Well, apart from the fact that the site rarely changes, with Dictate Australia being one of Olympus’ top online resellers we thought we might have, you know, been told!

Here is some information I have gleaned so far. Nobody seems to know when this is coming to Australia, I would estimate towards the end of Q3 2009, but this is just a guess, nothing official from Olympus Voice as yet.

Pricing is also a guessing game, I have the recorder on my site at an estimated RRP of $540 incl. GST, this is going from the RRP on the Olympus America website. My thoughts are that it will be around the same price as the DS-2300 model which is due to be replaced shortly by the DS-2400. Time will tell and there will be updates here as soon as I know.

A quick skim through the specs the things that jump out at me are: there is no cradle as there is no power option, this one runs on batteries only. As is the trend at Olympus this will record in the DS2 (DSS Pro) format although the recorder comes with DSS Pro software so “classic mode” may be available. There is no slider on the side like the DS-5000, instead there are push buttons, similar to the old DS-3300.

More news as and when it comes from Olympus on the new digital dictaphone …