Olympus Dictation Management System R6 Dictation Module Reference Manual Contents 1 INTRODUCTION···························································································· 8 1.1 Olympus Dictation Management System Outline ··········································9 1.1.1 System Configurations of ODMS R6························································· 10 1.1.2 Modules and Tools ················································································ 12 1.2 Licenses······························································································· 14 1.3 Devices Connectable to Dictation Module ·················································· 15 1.4 Supported File Formats ·········································································· 16 1.5 Dictation Module Capabilities··································································· 17 2 FUNDAMENTALS OF OLYMPUS DICTATION MANAGEMENT SYSTEM ······ 18 2.1 Dictation File Name and Author ID ··························································· 19 2.2 Process and Status ················································································ 20 2.3 How Folders Work·················································································· 22 2.3.1 Folder Descriptions ··············································································· 22 2.3.2 Folder Functions ··················································································· 23 2.4 Worktypes and Option Items ··································································· 25 2.5 Direct Recording···················································································· 26 2.6 Ownership Attribute··············································································· 27 2.7 Local Mode and Network Mode ································································ 28 2.8 Clean··································································································· 29 2.9 Voice Comments ··················································································· 30 2.10 Storage Mode and Composite Mode ························································ 31 2.11 Backing Up·························································································· 32 2.12 Debugging Option ················································································ 33 3 BASIC OPERATIONS··················································································· 34 3.1 Starting and Exiting Dictation Module ······················································· 35 3.2 Downloading a Dictation File ··································································· 37 3.2.1 Downloading All Files ············································································ 37 3.2.2 Downloading Files into a Specified Folder ················································· 38 3.2.3 Downloading Specified Files ··································································· 38 3.3 Importing a File····················································································· 39 2 / 253 3.4 Copying or Moving a Dictation File ··························································· 41 3.4.1 Copying a File in the Dictation Tree View·················································· 41 3.4.2 Moving a File in the Dictation Tree View ··················································· 42 3.4.3 Copying a File to a Specified Location ······················································ 42 3.4.4 Uploading a Dictation File to the Device ··················································· 42 3.4.5 Exporting a File ···················································································· 44 3.5 Playing a Dictation File ··········································································· 45 3.5.1 Starting and Stopping Playback ······························································ 45 3.5.2 Shifting the Playback Position································································· 46 3.5.3 Adjusting Playback Conditions ································································ 47 3.5.4 Intro-Scanning····················································································· 50 3.6 Creating a Dictation File ········································································· 51 3.6.1 Making a New Recording········································································ 51 3.6.2 Adding a Recording to a File··································································· 53 3.6.3 Partially Deleting a File·········································································· 54 3.6.4 Inserting an Index Mark ········································································ 54 3.6.5 Exiting the Recording Window ································································ 56 3.7 Editing a Dictation File ··········································································· 57 3.7.1 Converting the File Format····································································· 57 3.7.2 Splitting a Dictation File into Two Files ····················································· 59 3.7.3 Joining Multiple Dictation Files into One ··················································· 60 3.7.4 Recording a Verbal Comment ································································· 61 3.7.5 Recording an Instruction Comment ························································· 62 3.7.6 Changing the Status of a Dictation File ···················································· 63 3.8 Sending a Dictation File via E-mail ··························································· 65 3.8.1 Automatic Transmission via E-mail ·························································· 65 3.8.2 Manual Transmission via E-mail ······························································ 65 3.8.3 Registering an E-mail Address ································································ 68 3.9 Sending a Dictation File via FTP ······························································· 69 3.9.1 Automatic Transmission via FTP ······························································ 69 3.9.2 Manual Transmission via FTP ·································································· 69 3.10 Managing Document Files······································································ 71 3.10.1 Adding a Managed Document File Type ·················································· 71 3.10.2 Associating a Document File with a Dictation File····································· 72 3.10.3 Dissociating a Document File from a Dictation File ··································· 72 3.11 Receiving a Document File via E-mail ······················································ 73 3.11.1 Automatic Reception via E-mail····························································· 73 3.11.2 Manual Reception via E-mail································································· 73 3 / 253 3.12 Receiving a Document File via FTP·························································· 74 3.12.1 Automatic Reception via FTP································································· 74 3.12.2 Manual Reception via FTP····································································· 74 3.13 Voice Recognition················································································· 75 3.13.1 Getting Ready for Voice Recognition ······················································ 75 3.13.2 Settings to Share Adaptations ······························································ 78 3.13.3 Performing Real-time Voice Recognition ················································· 79 3.13.4 Performing Background Voice Recognition ·············································· 81 3.13.5 Correcting Voice Recognition Results (Corrected by Voice Recognition Editor) ··························································· 83 3.13.6 Correcting Voice Recognition Results (Corrected by Transcriptionist)··········· 85 3.13.7 Correction Feedback············································································ 85 4 MANAGING FILES AND FOLDERS ······························································ 88 4.1 Editing a Folder in the Dictation Tray ························································ 89 4.1.1 Creating a Folder·················································································· 89 4.1.2 Mounting a Folder················································································· 89 4.1.3 Removing a Folder················································································ 90 4.1.4 Renaming a Folder················································································ 90 4.2 Editing the Properties of Audio and Document Files ···································· 91 4.2.1 Editing in the Properties View································································· 91 4.2.2 In-line Editing ······················································································ 91 4.2.3 Editing with the Job Data Dialog Box ······················································· 92 4.3 Backing Up a Downloaded Dictation File···················································· 94 4.4 Encrypting and Decrypting a Dictation File ················································ 95 4.4.1 Encrypting per File················································································