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A step-by-step guide

How digital dictation works

With Olympus, digital dictation is so easy. Compared to analogue recording, it has a variety of added benefits without any drawbacks! Let’s take the example of dictation using the Olympus DS-5000 Voice Recorder: Simply dictate your document using the DS-5000, then place the device into the docking station included. That’s it! The job is done and your DS-5000 is ready for the next task.

Behind the scenes

Interested to find out exactly how the dictation process works with Olympus? Here’s a sneak preview!

1. All dictation devices can be customised with the author’s name, ID or similar. The system then automatically knows each time who created a dictation and when (as the device is also fitted with an internal clock).

2. Olympus dictation management software is set up to fit with your existing organisational structure: All authors, secretaries and transcriptionists have their own account and the workflow between these individuals is defined. Our software is flexible and offers so many options that it can mirror your internal processes precisely. That means you don’t have to change the way you work at all.

3. Once you’ve finished dictating, you then place the dictation device into the docking station and your dictation will be downloaded automatically. Depending on your predefined workflow, the dictation will then be sent automatically to a secretary or transcriptionist. Once this has happened, the dictation on the device will be erased.

4. The secretary or transcriptionist then transcribes the document. In other words, they create a written document based on the dictation file while they listen to it. Unlike with analogue devices, the transcription software plays back the digital audio file. The secretary can listen to the dictation using specially designed PC earphones and control the playback using a PC footswitch. Individual settings (tone, playback speed, automatic rewind, etc.) are also possible. Additional information about the dictation (e.g. author, type of work, dictation dates, dictation lengths, etc.) enables the secretary to better organise their workflow. Dictations have different process statuses (e.g. pending, finished). Finished dictations will be automatically linked to the correct documents and the dictation will be erased from the secretary’s pending list. This all means that secretaries or transcriptionists can carry out transcriptions with much greater comfort and convenience – as well as having greater control over their work. This, in turn, is also advantageous for the person or manager dictating the texts.

5. The finished document is then automatically sent to a predefined person (e.g. the original author). There are various different options for sending dictations and documents between those people dictating texts and secretaries or transcriptionists, e.g. via internal networks, FTP servers and e-mail.

6. IT and Office Managers also form a part of the concept:
The entire software and individual users can be set up, maintained and updated with ease.