Professional Digital Dictating Systems

26.08.2010

A professional digital dictation system saves time and is easily operated, either on PC or Mac. It is ideally used in chambers, doctor's offices, labs and similar areas. At all events, dictating machines are more expensive than usual digital recorders. This is because of their additional features which are absolutely necessary, especially for dictating.

 

Devices suitable for dictating start in price at approx. 250 euros. The dictation solutions are mainly designed for PC user. But we have also collected relevant information for Mac user: click here for advices.

Mobile dictating

That’s how it should be: A small and handy dictating machine - always near by whether that is in the car, at a meeting or on the go - and always ready for recording thanks to a sliding switch. Back at your desk, simply plug the gadget into the supplied docking station. The dictations are automatically sent to one or more typists while the dictaphone is being charged. You do not have to take care of it any longer. Even when on the move, you can easily transfer encoded dictations via internet.

For this the Olympus DS-5000 (RRP 589 euros) is best suited. Solid workmanship, easy operating and functions that can be personalised are throughout convincing. A metal body and a ball bearing sliding switch display the first-rate workmanship. There is definitely a reason for the “Frankfurter Rundschau” (German newspaper) to describe this device as „Best dictating machine in the world“. Click here for further information on the DS-5000 or a PDF brochure.
It’s got a Citrix and Terminal Service support and is compatible with POP3, SMTP, IMAP Microsoft Outlook, Novell GroupWise, Extended MAPI and Lotus Notes E-Mail Structures. Moreover, a SSL support for e-mail/FTP is integrated.

Olympus DS-5000

A good introductory device is the Philips Poket Memo 9500 (RRP 474 euros). It features a sliding switch and a docking station. If you can do without network practicalities which the bigger “brothers” have, this device is a good solution – and the cheapest up to date.

Philips DPM9500

Somewhat cheaper but therefore without docking station and, instead of a sliding switch, with a rocking switch, is the Olympus DS-2400. Still a good choice, we think, and worth some consideration. “Old hands”, however, who have been working with an analogue device and sliding switch for years, will have some problems re-adapting. Read our test report here.

Stationary dictating

Not always do you need to use a mobile dictating device. The necessary dictations are often spoken at your desk, be it at home or in the office. If the dictations shall be sent to the typist immediately and not after having put the device into the docking station, it is recommendable to directly dictate into the computer. For this purpose, USB hand dictating machines and corresponding administration software (e.g. Olympus DR-2000) are suitable. With these, you directly and conveniently dictate into the computer (PC only). The control of the dictate happens via sliding switch and, therefore, is easy to operate. The recording capacity is almost unlimited as you directly dictate to the PC. With the dictation management software, the recording can be automatically or manually sent to the relevant typist.

Olympus DR-2000

Somewhat cheaper but therefore without docking station and, instead of a sliding switch, with a rocking switch, is the Olympus DS-2400. Still a good choice, we think, and worth some consideration. “Old hands”, however, who have been working with an analogue device and sliding switch for years, will have some problems re-adapting. Read our test report here.

Stationary dictating

Not always do you need to use a mobile dictating device. The necessary dictations are often spoken at your desk, be it at home or in the office. If the dictations shall be sent to the typist immediately and not after having put the device into the docking station, it is recommendable to directly dictate into the computer. For this purpose, USB hand dictating machines and corresponding administration software (e.g. Olympus DR-2000) are suitable. With these, you directly and conveniently dictate into the computer (PC only). The control of the dictate happens via sliding switch and, therefore, is easy to operate. The recording capacity is almost unlimited as you directly dictate to the PC. With the dictation management software, the recording can be automatically or manually sent to the relevant typist.

Olympus DR-2000

An innovative solution for stationary dictating comes from the house of Grundig. The Digta CordEx allows wireless dictating to a computer.The hand device, just like wireless phones, is linked to a base by radio. This base also works as charger. The hand device has rubberised paint and is therefore easy to grip. It is operated via a central sliding switch. You get feedback on the display as well as by spoken messages (“Dictate stop”). This way, the status is always present, also without looking at the recorder or display. The dictating mode can be adjusted to “overwrite”, “insert” or “insert at the end”. Unfortunately, this adjustment is only visible on the computer screen. It needs some practice to switch the modes “blindly” on the gadget. The radio connection with a distance of 6-8 metres allows the usage in any office. If you still get out of this area while dictating, a limited internal storage saves the dictation and transfers it as soon as the radio connection is stable again. The RRP of the Grundig Digta CordEx is 499 euros net and consequently, clearly above that of the tethered Olympus solution (299 euros net).

Grundig Digta CordEx

Professional Transcription Kit

For producing transcripts of dictations or interviews, you will always need a typist – even when using speech recognition. To do this job in an ergonomic and time-saving way, it is a prerequisite to have dictation management software and a foot switch. For short dictations a SmallOffice transcription solution may be enough. Faster, safer and more comfortable in any event is a professional kit. Similar to a mail programme, dictations are automatically received and saved.You are shown priorities, authors, pattern requests and so on and the typist can work on that at a given time.

In our opinion, the best transcription kit is the Olympus AS 5000. It offers management software as well as a foot pedal and earphones. Plus, it is ideally cut out for mobile or stationary dictation systems as described above. Dictations are automatically retrieved (via FTP, e-mail or network). If desired, different document patterns are automatically opened, depending on which sort of document it is about (letter, report, other individually adjustable dictation type). Dictations and documents are automatically archived if desired.

 

 

Olympus AS-5000

 

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