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

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.

The previous audio format used by its predecessor the Olympus DS-4000 produced audio files with the extension .dss, this audio format was shared between a few of the leading digital voice manufacturers like Olympus and Philips and had been around for a while. Third party voice developers like the Australian NCH company had developed software which could easily play that audio format on a PC and so they and others created software which could use that format. Of note was their highly popular free digital transcription software called Express Scribe.

What we have found lately is the users of the DS-5000 recorders who are utilising the smaller outsource transcription companies are having issues as Express Scribe and other free transcription software is not able to play the DSS Pro .ds2 audio files. Of course for the larger Australian outsource transcription businesses like our sister company The Transcription People this is not an issue.

No need to panic, there is a way around this. Although the DS-5000 by default records in DSS Pro it can be changed to record in the older DSS .dss format, this is called Classic Mode. Setting the DS-5000 to Classic Mode is done via the DSS Pro Dictation Module software and not on the recorder itself. I spent plenty of time trawling through the onboard menus on my DS-5000iD before I did the sensible thing and read the manual!

If you are using a smaller outsource transcription business or your in house typing team uses the older Olympus transcription kits then I would suggest you switch your DS-5000 to classic mode until such time as they have updated their software to the DSS Pro transcription module or purchased a new Olympus AS-5000 digital transcription kit.