Dictation

Why Go Digital for Dictation? (Part 2)

Last week, we talked about the myriad of technological changes that have taken place over the past few decades, constantly working to simplify the life of the user. Taking all this into consideration, these principles also apply to the world of dictation. Due to the onset of the digital age, we can now capture voice with pristine quality, far exceeding that of cassette tapes. "The final result," claims Tim Palmer, Sales Manager for certified Philips dealer Speech Processing Solutions USA, "is that it is easier for an author to dictate and for a transcriptionist to understand what is said, resulting in a more accurate document being completed in less time."

It is not like analog dictation has nothing to give. To get lost in the hypnosis of the turning cassette, to hear the soft grinding and squeaking of the plastic on plastic; there is a sense of nostalgia akin to the mindset of vinyl record collectors, that becomes lost when using digital solutions. Personally, it brings me back to my childhood when I would try to tape a song that played on the radio, watching the wheels on the cassette go 'round and 'round, 'round and 'round, 'round and 'round. To the user who shares my adoration for those halcyon, carefree days, some digital solutions offer the image of a tape turning while you record. It is not quite the same, sure, but it is a small gesture to help ease the ostensibly daunting transition.

Believe it or not, a digital dictation solution is actually very similar to the analog or tape style systems that many are used to. The recording solutions function almost identically to the old tape machines with their play, rewind and record functions. The transcription workflow is the same as well; author sends to transcriptionist, who in turn completes the document, and either sends it back for review or sends it on as needed.

Combining the ability to digitally capture voices with networks, computer workstations and mobile solutions such as smart phones, finding your own perfect method is simple. Dictate from virtually anywhere in the world. In a way, you could say that dictation and transcription are now enjoying freedoms that they have never had up to this point.

As with many other advances in technology, digital dictation and transcription are constantly growing, providing far more benefits than limitations. Ed Mulliniks, marketing director for certified Olympus dealer CLM Sales, advises anyone new to dictation to "keep in mind how you plan to use the device," and "make sure the features of the machines line up according to your specific needs." There is a solution suited for users of any experience level, so find which one is right for you.

For any questions about how to best integrate one of our digital dictation solutions into your daily workflow, or to purchase one of our top of the line solutions, contact us today.

#MCDictation #MCDigital

Why Go Digital for Dictation? (Part 1)

While time moves forward, technology continues to work towards simplifying the lives of users and quickening real time correspondence. As an example, look at mobile phones. At one time we had to use a normal telephone line and utilize the services of an operator to physically patch a connection. Today, digital technology has enhanced the way people interact and connect with one another. We can pull a handheld device out of our pocket and reach anyone, anywhere, all without being limited solely to verbal communication. Texting, access to social media, and video messaging simplify instantaneous correspondence, creating the era of immediate gratification that we have grown accustomed to.

The same technological revolution applies to your camera. The storage capacity for film cameras was limited to only 24 images and changing rolls required users to interrupt or even miss capturing a moment. The method of developing those pictures was tedious, required a fair amount of skill, and took far too long to create and review the finished product.

Using a digital camera, you can save what seems like a limitless amount of pictures to a memory card, transfer them to a computer, and send them to as many people as you would like, seamlessly, within minutes. Online photo sharing from services like Facebook or Instagram allow for unlimited access, regardless of location, diminishing the need for tangible a album --  a topic I will expound upon in a later blog post.

The world of dictation faces similar lifestyle improvements. Like film in cameras, replacing cassettes in recorders interrupts an author’s train of thought, affecting the ability to capture significant ideas as they happen. There are few things more frustrating than finding the trail leading to your "ah-ha!" moment, only to have it cut short by the 'click' of a full tape. That minute or so that you have to spend swapping cassettes could easily be the moment where a detail goes overlooked. It is difficult to backtrack and try to catch up on lost momentum, which is why the ability to hold over 300 hours of recording time on a single card is so vital. It may seem overkill, but the important thing is having the ability to record ideas without interruption.

After recording to a digital file, sending it along to anyone you choose is simple. Unlike analog dictation, which requires making hard copies of the tape -- a process that diminishes the audio quality with each reprint -- you can simply email any file to as many people as you would like, all while maintaining a perfect standard of sound and organizational file tags.

Keep in mind that tapes get eaten or misplaced, analog solutions have more moving parts that are easily broken, and the sound quality of tapes deteriorates over time. There was definitely a time and place for analog, but for how advanced the digital solutions are, your workflow cannot afford to be stifled by tape. Think of it this way, why would someone watch VHS when they can stream the same film in flawless video quality?

Read part 2 of this article here.

#MCDictation #MCDigital #MCTechnology

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Murphy Company Trade-In & Trade-Up Promotion

When it comes to creating the most efficient workflow possible, professionals need an easy, reliable dictation solution. Technological innovation has never made maximizing productivity simpler. Murphy Company and Olympus are proud to offer professionals the opportunity to upgrade from their old device to the latest in innovation:

Murphy Company Dictation Trade In offer
Murphy Company Dictation Trade In offer

Any time from now until November 30th, trade-in any of the following models to receive a $25 “Trade-in” allowance for Olympus DS-7000s or a $15 “Trade-in” allowance for Olympus DS-3500s*:

  • Olympus: DS-3000s, DS-4000s, DS-5000s
  • Philips: DPM 8000s, DPM 9600s, DPM 9610s, DPM 9500

Streamline your workflow today with the DS-7000 or DS-3500:

Crystal Clear
  • Move ahead of the curve at the most competitive price.
  • Protect all of your important data from illegal access with the 256-bit Advanced Encryption Standard encryption system.
  • 2-inch TFT color LCD supports 65,000 colors, making it easier to see warnings like Low Battery, High Priority, or Low Memory.
  • Turn voice files into text automatically using the Olympus Dictation Management Software, which was designed to integrate easily with Dragon Naturally Speaking.
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Trade in now! Contact one of our sales representatives to upgrade today!

*Allowances not valid with any other discounts or promotions. Offer ends 11/30/14.

#MCDictationPromo #OlympusPromo

Would a professional dictation device benefit you? Here are the FAQ’s.

As the only certified Olympus and Philips dealership for Central and Columbus, Ohio, we get asked this question all the time. As technology continues to evolve the benefits are greater than the reasons not to invest in a new system. As a representative with Murphy Company I work to match solutions with problems to offer a recommendation. Will a dictation or speech solution device improve your working environment? Will it streamline some processes and make things more efficient and increase revenue to the bottom line? We work with the customer to develop a sales solution that will benefit the business or department. The following are some of the most frequent questions. Whether you dictate 12 hours a day or 12 minutes a week, a digital voice recorder is a great way to remain mobile, while recording your important dictation and notes. Digital voice recorders are more popular today than ever, because of their inherent ability to provide a better, more efficient workflow through transcription and capture crystal clear sound quality.  Also, aging cassette equipment is getting harder and harder to find.

What is the difference between Digital and Analog systems?

The cassette is replaced by a removable media or an internal memory card where the recordings are done - the procedure is similar to today's digital cameras. The use of the handheld is extremely similar - a digital handheld allows you to record, rewind, fast forward, play, and overwrite. To transfer the dictation, a docking station or a USB cable is used that is directly connected to the computer. This will allow the automatic download of the dictations onto the computer. On the transcription side - the foot control and headset are directly connected to the computer - thus replacing the analog box on the table. With the help of a software, DSS Player Pro for example, the dictations can be heard and type directly into a word processing software.

 

What type of Digital machine should I purchase?

Four-position slide switch or push button operation? If the user has been operating dictation equipment for more than 10 years, he or she may only know the four-position slide switch, as it’s the most popular. Professional grade machines almost always offer a model with this configuration as many find it comfortable and familiar. Push button operation is more common as manufacturing costs are less, and generally can be found at a lower price point. If you’re buying a handheld for someone else to use, we strongly encourage you to purchase whichever configuration the author is accustomed to. This will be familiar for the user and increase the overall satisfaction he or she will have with the device.

 

What are the benefits of Digital Dictation?

Better sound quality, less loss of dictation through missing or broken cassettes. Other benefits are overwrite and selective erasing of dictations, as well as the sending of dictations via email, FTP or over a network which allows seamless integration into current computer infrastructures. Analog tapes had a maximum recording time of 30 minutes per side where with digital; hours can be recorded without the need of changing a tape.  Digital files can be stored on DVD or dedicated backup on a server for archiving purposes.

 

How are the dictations transcribed?

Once the typist receives the file, they will launch transcription software kit. This kit includes a headset, foot pedal and software which allow them to listen to the file just like the cassette tape. These items are plugged in and loaded on the PC for ease of use.

In which format are the digital files saved?

The voice files are saved into the International Speech Standard DSS (Digital Speech Standard). This file format was specially developed to enhance and maintain the quality of the human voice through a very high compression method. This high level of compression allows an easy transfer of files via email or over the network by only using low level bandwidth. The digital machines that record in stereo quality (for conferences and interviews) produce a file in very high quality.The DSS Player software can equally play all WAV or WMA files within its application.

 

Is the hardware and software compatible with Voice Recognition?

Voice (speech) Recognition is the process of converting digitally recorded voice into editable text. Most Digital recording and transcribing systems offer the ability to incorporate voice recognition into their software. There are numerous companies that sell the software which requires the user to “train” the software to recognize particular speech patterns.

 

What is the difference between QP, SP and LP settings?

As with video recorders, dictation machines have several different recording settings (Quality Play, Standard Play, Long Play etc.). With Standard Play (SP) a very high voice quality can be achieved, and a 10-minute dictation will require around 1 MB of disk space. With Long Play (LP) the quality isn't as high but twice as much speech can be recorded. The recording quality in LP mode is similar to that achieved using a traditional analog machine; however the best quality is produced in QP mode, whereby all dictations are also encrypted.

 

Can I incorporate my smart phone into a digital device?

Currently there are several digital dictation applications available for mobile phones. With mobile dictation apps, one can record, edit, and send dictation files over networks. Wireless transfer of dictation files decreases turnaround time and enhances personal productivity. Mobile dictation applications allow users to stay connected to dictation workflows through a network, such as the Internet.

 

What is the warranty, and can extended warranties be purchased?

A products warranty will vary from brand to brand and vendor to vendor. Buy a product with a warranty that puts your mind at ease, from a vendor that will stand behind your purchase with a satisfaction guarantee. A 1-year parts and labor is standard for a professional grade machine. Some vendors even offer extended warranties to provide you with extended protection.

I hope that the brief post will help in your decision process. For any inquiries, please contact us today.