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Glossary of Terms

AC Adaptor
Connects the machine to mains power with a power adaptor. Remember to check that the correct adaptor is being used for your machine.

Alarm Playback
Record your message then set the Alarm. At the set time, the recorder will beep - press any key to listen to your recorded message.

Author ID
The Authors ID can be set on the DVR. When the Files are downloaded to the DSS Player window (software) the ID will be displayed.

Auto Back Space
Use the "auto backspace" setting in the transcription software to automate the rewinding of the voice.

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A spare copy of a file, file system or other resource for use in the event of failure or loss of the original

Battery Indicator
Indicates battery strength remaining.

Button Control
Switching and control on the machine is by 'buttons" located on the right hand side of the machine. i.e. Press Record to commence recording, press stop or pause as required.

The ability of data, programs (software), and equipment (hardware) to run and/or work together. This allows for the individual components to be put together to form a system.

Conference Recording
Mode for the microphone sensitivity. “Conf” is the high-sensitivity mode that records sounds in all directions and is e.g. suited for conferences.

Adjust the microphone sensitivity via the 'Menu' option or switch on the side the of recorder to increase the microphone sensitivity from 'dictate' to 'conference' Whilst it is difficult to state an exact distance (due to other factors such as background noise and the room's acoustics), in general terms, the pickup will be approximately 10-30ft.

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Dictate Setting
Eliminate background noises! Ideal for open plan offices or where noise is a problem. Choose 'Dictate' setting via 'Menu' option or switch settings on the side of the digital voice recorder. Hold your DVR approx 6 - 8 cms away from your mouth and speak normally. Your typist will certainly appreciate the difference!

Describes the process of receiving data, usually via the Internet or from another device such as a digital voice recorder to a PC.

Digital Speech Standard
The leading international standard for digital speech recordings guarantees compatibility of digital audio files. DSS speech files reduce the amount of storage required and transmission (for example, telephone-) times by utilising a high rate of data compression. It is a very efficiently way of compression without impairing speech quality.

Use for private listening. If purchasing other than Olympus products, check to ensure the headphone meets the specifications required. These are printed in the instructions supplied with the machine.

Editing: Append Dictation
Provides the ability to add dictation to the end of the current file OR a previous file.

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Editing: Insertion
Create a space within your dictation to add / record additional dictation. Authors can insert in current or previous files.

Editing: Overwrite
Didn't like what was said, simply press Record to over record.

Editing: Partial Erase
Remove any part of the recording which is not required.

End Alarm
When the memory has reached the end, an audible alarm will sound.

Erase Protection
Protect dictation by locking the file to prevent accidental erasure.

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File Format
Describes the contents of files. Common file formats include for a text file, for pictures, and and for speech recordings.
File formats supported by Olympus DSS Player Pro Release 5 and DSS Playr Standard software include DSS Pro, DSS, WMA, WAV, MP3 and AIFF (MAC only) Audio Files

An often-used micro program or instruction set stored in ROM. Usually refers to the ROM-based software that controls a unit. Firmware is found in all computer-based products from Cameras to Digital Peripherals.
Occasionally you may be directed to update your firmware to enable additional usage.

Flash Memory
This indicates the machine has a built-in memory which cannot be expanded. Check machines specifications for maximum record time.

Think of these as trays on the corner of your desk. These folders can be renamed (on the DVR and in the software). Use folders to store and/or manage files. As an example you may nominate to have folders for Urgent or Non-Urgent work or for specified typists and/or support staff.


File Transfer Protocol. Protocol for transferring files between computers and the internet.

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Hold Switch
The Hold switch locks the machine into the functions selected i.e. In record mode, the hold switch protects the machine from being accidently turned off. In Stop mode is much like a transit lock i.e. the machine won't accidently turn on.

Index Marks
Index marks can be places in a file during recording or playback to provide a quick and easy way of keeping track of important sections in the file.

Intro Play
Looking for a specific file - select this option to play the first 3 seconds of each file

LCD Display
Liquid Crystal Display. Depending on model, this will display information such as date, time, recording length etc.

Microphone Jack
Plug in a microphone or telephone recording device. If purchasing other than Olympus products, check to ensure the microphone meets the specifications required. These are printed in the instructions supplied with the machine.

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New Button
A fundamental difference between tape and digital.
Each new file (letter, document, fax etc) will display the authors name, recording date and time, duration of the recording and allocated file number. Great for secretaries as they can instantly identify each author and/or work type.

Ni-MH Battery
Nickel-Metal Hydride battery. Rechargeable batteries that have an energy density 100% higher than NiCd batteries and can supply high energy levels when required. They are environmentally-friendly (free of cadmium and mercury). Among other devices, Ni-MH are used to power Digital Voice Recorders.

Pod Casting
Download and save Pod Casts from the Internet.

Rechargeable battery
Type of battery that once empty can be recharged using a charger. The most common types of rechargeable batteries are nickel metal hydride
(Ni-MH) nickel cadmium (Ni-Cd), lithium ion (li-ion).

Record Indicator Light
Confirms the unit is in record mode. If the light is not visible, possible reasons may be: flat batteries, pause switch on or VCVA setting on.

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Remote Control
Depending on the model, remotes can provide on/off and navigation functions.

Slide Control
Designed with the busy author in mind, slide control provides instant access to all the main functions; Record, Stop, Rewind. Much easier to use and definitely preferred by Professionals.

Timer Recording & Alarm Playback
Record personalised reminders for automatic playback.
When the alarm times comes around your recording will play.

Transit Lock
Prevents the machine from accidentally recording.

Typist Alert
Typist notification of new and/or Priority work - Visual (pop up window) or Audible

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USB Charging
Plug and charge your recorder directly onto the USB lead of your computer.

VCVA "Voice Activation" or "Hands Free Recording"
The volume dial controls the sensitivity of pickup. For personal use, set the volume dial between 1-10 and speak directly into the microphone. For group recordings or a more sensitive pickup, set the dial higher.

NB: VCVA recording is not recommended for professional use as clipping of words may occur if the machine is set incorrectly.

Voice Guidance
Turn Voice Guidance on to hear confirmation of each navigation option selected. Helpful when you are learning how to use your DVR or for sight impaired users as well.

Work Types
Setup the work types in the DSS Player software then download to the DVR. A work type can then be selected by the author to confirm the type of document dictated.