Olympus DS-9500 User manual

EN
DIGITAL
VOICE RECORDER
DS-9500
DS-9000
INSTRUCTIONS
Thank you for purchasing an Olympus digital voice recorder.
Please read these instructions for information about using the product correctly and safely.
Keep the instructions handy for future reference.
To ensure successful recording, we recommend that you test the record function and volume before use.

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1 Getting started
Main features ....................................4
Names of parts..................................5
Recorder/ Docking station...........................5
Display................................................................. 6
Inserting the battery ........................8
Charge the battery ...........................9
Charge using the docking station.............9
Charging directly via USB cable ................. 9
Using the lithium ion battery....................10
Power supply from AC adapter or
USB cable.........................................11
Turn the power on ..........................12
Memory card ...................................12
Compatible memory cards ........................12
Inserting and ejecting a memory card....13
Setting time and date
[Time & date]...................................14
Changing the time and date.....................15
Selecting folders and files..............16
Operate the slide switch.................17
2 Basic operations
Recording ........................................18
New recording................................................19
Overwrite recording.....................................20
Insert recording..............................................21
Hands-free recording .....................22
Recording monitor..........................22
Playback ..........................................23
Erasing.............................................25
Erasing files......................................................25
Partially erasing a file ...................................27
3 Advanced operations
Displaying file information............28
Device lock function.......................29
Setting the Author ID and
Worktype.........................................30
Verbal Comment.............................31
Share the dictation file via Wi-Fi
(DS-9500 only) ................................32
Index marks.....................................35
How to use the menu......................36
Menu items......................................38
File menu .................................................38
Recording menu....................................38
LCD/ Sound menu ................................40
Device menu...........................................40
Editing the Worktype information ..........42
Formatting the memory card
[Format] ...........................................44
Customizing the recorder ..............46
4 Managing files on your PC
Olympus Dictation Management
System (ODMS) ...............................49
Operating environment..............................50
Using online help ..........................................50
Connecting to your PC....................51
Connecting to your PC
using the USB cable......................................51
Connecting to your PC
using the docking station ..........................51
Disconnecting from your PC .....................52
Table of contents

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1
2
3
4
5
Table of contents
5 Other information
Device care ......................................53
Alarm message list..........................54
Troubleshooting .............................55
Accessories (optional) ....................57
Copyright and trademark
information .....................................58
Safety precautions..........................59
Specifications..................................65
Indications used in this manual
NOTE
Describes precautions and operations that should be
absolutely avoided in using the voice recorder.
TIP
Describes useful information and hints that will help
you getting the most out of your voice recorder.
☞
Indicates reference pages describing details or
related information.
This manual is the advanced version. Additionally,
the basic version (Quick User Guide), which
summarizes basic operation, is also included with
this product.

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Main features
Main features
sSlide switch operation for ease of use
and fast response.
sThree Programmable smart buttons
F1,F2 and F3 (☞P.47).
sThree recording modes are available
for selection: DSS, PCM, and MP3
(☞P.39).
sThree microphone modes are provided.
Select the one that is the best match
for your purpose or usage environment
(☞P.38).
sData encryption function for securing
recordings on the device.*1
It is possible to set the Encryption level to [High]
(256 bit), [Standard] (128 bit) or [No] (deactivates
the function).
sLithium ion battery rechargeable via
USB cable or AC adapter.*2
sThis recorder is compatible with USB
2.0, enabling fast data transfer to a
computer.
sFive folders and up to 200 files per
folder, for a maximum of 1,000
recordings (☞P.18).
When using ODMS (Olympus Dictation
Management System) software, it is possible
to create up to seven folders (max. 1,400 files)
(☞P.47, P. 49).
sDevice Lock function to prevent
unauthorized access to device
(☞P.29, P.46).
Authentication system via password.
Getting started
sLarge color LCD display.
sIndex mark function which is useful to
search particular points in the dictation
files (☞P.35).
sVerbal comment function which allows
transcriptionists to instantly search and
playback instructions on their computer
(☞P.31).
sPriority Setting (☞P. 38).
You can set a priority level on each file recorded.
sThis recorder has a drop resistance of
1.5 m.
sRubbing alcohol can be used to keep
this recorder clean (☞P.53).
sA function is provided to resume
operation from sleep when you pick the
recorder up from your desk.*3
sA Wi-Fi function is available
(☞P.32, P.47).*3
By using Wi-Fi, you can share dictation files
with transcriptionists at any time and from any
location without needing to return to the office.
sODMS (Olympus Dictation Management
System) and DSS Player (DSS Player for
Mac) software included (☞P.49).*4
It is possible to customize the recorder in a
number of ways.
*1 PCM and MP3 files cannot be encrypted.
*2 An AC adapter is included with only the DS-9500.
*3 This function is available with only the DS-9500.
*4 Box content differs depending on the version you
purchased.

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Names of parts
9
0
!
@
#
$
&
^
%
3
5
6
1
2
7
8
4
*
(
)
-
=
qwer
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t
Names of parts
1q(earphone) jack
2Built-in 2nd microphone (L)
3Display
4Programmable smart (F1,F2,F3) buttons
5+(volume) button
6
0 (rewind) button
7–(volume) button
8Built-in speaker
9SD card slot
0m(microphone) jack
!Built-in main microphone (R)
@NEW button
#LED indicator light
$Slide (sREC/ 4STOP/ `PLAY/
7 REV) switch
Docking station:
A docking station is included
with only the DS-9500.
%OK/MENU button
^
9 (fast forward) button
&k(erase) button
*POWER (ON/OFF) switch
(Battery cover release button
)Battery cover
-Docking station connector
=USB connector
qFoot switch connector
wAC adaptor jack
eUSB connector (micro-B)
rEthernet cable connector
To use Ethernet, connect the bundled AC
adaptor to CR21.
tConnector
ySecurity slot
Recorder/ Docking station

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Names of parts
Names of parts
7
6
5
3 43 4
3
1 2
1 2
1 2
7
8
0
!
9
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3
#
%
$
1 2
Display in the file list *
Display in the recording mode Display in the playback mode
Display in the device information
Display

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Names of parts
Names of parts
1Recording media indicator
[ ]: Internal memory
[
]: SD card
[ ]: SD card lock status
2Wi-Fi status indicator *
[ ]: Signal strength
[ ] [ ]: Communications status
3Battery status indicator
4Slide switch guide
[ ]: Recording indicator
[ ]: Stop indicator
[ ]: Playback indicator
[ ]: Fast-rewind indicator
5Current recording time
6Recording level meter
7File information area
[ ]: File lock
[ ]: Speech recognition
[ ]: Worktype
[ ]: Option item
[ ]: Author
8Current playback time
9File length
0Current position
!Playback position bar
@Device information area
[ ] [ ] [ ], etc.: Recording mode
[ ] [ ] [ ]: Microphone sensitivity
[ ]: VCVA (Variable Control Voice Actuator)
#File status *
[ ]: Recording pending
[ ]: Transcription in progress
[ ]: Transcription finished
[ ]:
Speech recognition finished
[ ]: Wi-Fi transfer success
[ ]: Wi-Fi transfer failed
[ ]: USB transfer success
[ ]: E-mail transfer success
[ ]: E-mail transfer failed
$Current folder *
%File name and recording date/time *
[ ]: Priority
* DS-9500 only

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Inserting the battery
Inserting the battery
This recorder uses a lithium ion battery specified
by Olympus (Li-92B). Do not use any other type of
battery.
1Lightly press down on the battery cover
release button, then open the battery
cover, as shown in the illustration below.
1
2
2Insert the battery observing the correct
polarity as shown in the illustration,
then close the battery cover.
• Insert the battery by sliding in direction A
while pushing down in direction B.
• The supplied battery is not fully charged. It is
recommended to fully charge it before using the
recorder for the first time or after the battery has
been left unattended for a long time (☞P.9).
Battery indicator
The battery indicator on the display will decrease as
the battery loses power.
(100-20% White) (19-1% Red) (0 %)
• When the battery indicator turns red, charge the
battery as soon as possible. When the battery is
too weak, [ ] and [Battery low] will appear on
the display and the recorder will shut down.
NOTE
• Turn off the recorder before removing the
battery. Removing the battery while the recorder
is still in use may cause malfunctions, file
corruption or file loss.
• Remove the battery if you are not going to use
the recorder for an extended period of time.
• After removing the battery, it may become
necessary to re-set the time and date if you leave
the battery out of the recorder for more than
1minute or if you remove the battery right after
loading it into the recorder.

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Charge the battery
After loading the battery into the recorder, you
can charge it by connecting the USB cable to
the recorder, or by using the docking station in
combination with the USB cable or the AC adapter.
Charge using the docking station
The docking station and AC adapter are included with
the DS-9500, and sold separately for the DS-9000.
Charge using docking station and AC adapter
Fully charge the battery (approx. 2 hours) before use.
1Connect the AC adapter to the docking
station.
2Firmly press the recorder all the way
into the docking station as shown in the
illustration.
2
1
CHARGE indicator light
• The CHARGE indicator light turns on when
charging starts, and turns off when charging is
complete.
Charge the battery
Charge using docking station and USB cable
Fully charge the battery (approx. 4 hours) before use.
Verify that the recorder is in stop mode.
Connect the USB cable to the docking
station.
Charging directly via USB cable
After loading the battery into the recorder, you
can charge it by connecting the USB cable to the
recorder.
Connect the USB cable to the recorder.

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Charge the battery
Charge the battery
Recommended temperature range of use:
During operation:
0°C - 42°C/ 32°F - 107.6°F
Charging:
5°C - 35°C/ 41°F - 95°F
Using the battery outside the above temperature
range may result in declining efficiency and shorter
battery life.
NOTE
• When disposing the batteries, always observe
the local laws and regulations. Contact your local
recycling center for proper disposal methods.
• If battery is not fully discharged, protect it
against short-circuiting (e.g. by taping the
contacts) before disposal.
For customers in Germany:
Olympus has a contract with the GRS (Joint Battery
Disposal Association) in Germany to ensure
environmentally friendly disposal.
NOTE
• Charge the battery frequently during the first
period of use. The battery will perform better
after several charge/discharge cycles.
• Models of batteries which are different from the
included one may not be charged.
• Charging the battery via the USB cable
connection may not be successful depending on
the power capacity of the USB port in your PC.
Use the AC adapter instead.
• Do not set or remove the recorder from the
docking station while operating.
• Do not charge the recorder through a USB hub.
• Do not attach or remove the battery if the USB
cable is connected.
Using the lithium ion battery
This recorder uses a lithium ion battery specified
by Olympus (Li-92B). Do not use any other type of
battery.
Cautions concerning the battery
Read the following instructions carefully when you
use the battery.
Discharging:
Rechargeable batteries self-discharge while not in
use. Charge it regularly before use.
Battery life:
Over time, the rechargeable battery may gradually
wear down. When the operating time becomes
shorter even if the rechargeable battery is fully
charged under the specified condition, replace it
with a new one.
Operating temperature:
Rechargeable batteries are chemical products.
Battery efficiency may vary even when operating
within the recommended temperature range.
This is an inherent nature of these products.

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Power supply from AC adapter or USB cable
Use the AC adapter or USB cable when recording for
extended period of time.
The docking station and AC adapter are included with
the DS-9500, and sold separately for the DS-9000.
Use the AC adapter
Plug the AC adapter into a household power outlet
and connect the power plug to the recorder via the
docking station. Always turn off the recorder before
you connect power.
Detecting abnormal voltage
If the recorder detects a DC power voltage
outside the allowed voltage range (4.4-5.5V),
then [Power supply error Remove power
plug] will appear on the display, and all
operation will stop. The recorder will not be
operable if abnormal voltage is detected. Use
the AC adapter.
Power supply from AC adapter or USB cable
Use the USB cable
1Verify that the recorder is in stop mode.
2Connect the USB cable to the recorder.

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Turn the power on/Memory card
Move the POWER switch to ON position to activate
the recorder.
POWER
ON
OFF
Turn the power on
The recorder has its own internal memory, and also
supports standard SD/SDHC cards sold separately.
Compatible memory cards
The recorder supports memory card capacity from
4 GB up to 32 GB.
For a list of memory card compatible with the
recorder, please visit the product homepage
at the Olympus website applicable to your
region or contact your Olympus reseller where
you purchased the product.
NOTE
• When initializing (formatting) a memory card,
confirm that no necessary data is stored on
the memory card beforehand. Initialization
completely erases the existing data on the
memory card.
• Memory cards formatted (initialized) by another
device, like a computer, may not be recognized.
Be sure to format them with this recorder before
use.
• The memory card has a service life. When
reaching the end of its life, writing or erasing data
on the memory card will be disabled. In this case,
replace the memory card.
• If you use a PC card adapter compatible with the
memory card to save or delete some data on the
memory card, the maximum recording time on
the memory card may be decreased. To recover
the original recording time, initialize/format the
memory card in the recorder.
Memory card
Memory cards compatibility

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Memory card
Memory card
Inserting and ejecting a memory card
Inserting a memory card
Insert the memory card fully into the card
slot with the card facing the direction
shown in the illustration below, until it
clicks into place.
• Insert the memory card keeping it straight.
Memory card recognition
After inserting memory card, the message [SD
card selected] will flash on the display while
the recorder recognizes the memory card.
Ejecting a memory card
Push the memory card inward to unlock it
and let it come out of the slot.
• Hold the memory card straight and pull it out.
NOTE
• Inserting the memory card the wrong way or
at an angle could damage the contact area or
cause the memory card to jam.
• If the memory card is not inserted all the
way into the slot, data may not be written
properly.
• When an unformatted memory card is inserted
into the card slot, the recorder will automatically
display the format menu options (☞P. 4 4) .
• Use only memory cards formatted with the
recorder (☞P.4 4) .
• Never remove the memory card while the
recorder is operating, as this may damage the
data.
• After pushing the memory card inward to eject it,
releasing your finger too quickly may cause the
memory card to be ejected unexpectedly.
• The recorder may not properly recognize the
memory card even when that memory card is
compatible with it.
• The processing performance reduces in a
memory card when you repeat writing and
deleting. In this case, format the memory card
(☞P. 4 4) .

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Setting time and date [Time & date]
If you set the time and date beforehand,
the information when the file is recorded is
automatically stored for each file. Setting the
time and date beforehand enables easier file
management.
When you use the recorder for the first time
after purchasing it, or when the battery
has been inserted without the device being
used for a long time, the [Set time & date]
will appear.
However, when a Password has been set
as the device lock function (☞P.29), the
recorder will go to the time and date set
screen after verification (unlocking).
1Press the 9 or 0 button to select
the item to set.
2Press the +or −button to set.
• You can select the order of the “Month”,
“Day” and “Year” by pressing the F2 (M/D/Y)
button while setting them.
3Press the OK/MENU button to complete
the setting.
• The clock will start from the set date and
time. Press the OK/MENU button according
to the time signal.
TIP
• Moving the slide switch to a position other than
STOP (4) while setting the time and date will
cancel the time and date setting. The recorder
will return to the previous time and date.
• You can set the time and date from your PC using
ODMS and DSS Player software (☞P. 4 6) .
Setting time and date [Time & date]
OK/MENU button
+, −button
9 , 0 button
F1, F2, F3 button
Select the item from the
“hour”, “minute”, “month”,
“day” and “year” with a
flashing point.
You can select between
12 and 24 hour display
by pressing the F2 (24H)
button while setting the
hour and minute.

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Setting time and date [Time & date]
Setting time and date [Time & date]
Changing the time and date
If the current time and date is not correct, set it using the procedure below.
1When the file display screen appears,
press the OK/MENU button while the
voice recorder is in stop mode.
2Press the +or −button to select [Device
menu] tab.
[Device menu] tab
• You can change the menu display by moving
the settings tab cursor.
3Press the OK/MENU or 9 button.
4Press the +or −button to select
[Time & date].
5Press the OK/MENU button.
• The following steps are the same as Step 1
through Step 3 of “Setting time and date
[Time & date]” (☞P.14).
6Press the F3 (EXIT) button to exit the
menu screen.

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Selecting folders and les
Selecting folders and files
For DS-9500:
1When the file display screen appears,
press the F1 (LIST) button while the
voice recorder is in stop mode.
• A list of the files stored in the folder appears.
• Go to step 2 if the desired file is in another
folder, and to step 5 if it is in the file list.
2Press the F1 (LIST) or 0 button.
• The folder list screen will be displayed.
3Press the +or –to select the folder.
4Press the OK/MENU or 9 button.
5Press the +or –button to select the
desired file.
6Press the OK/MENU or
9 button.
Select a file using the filter function
1When the file list display screen appears,
press the F2 (FILTER) button.
2Press the +or –button to select the
filtering method.
[All]:
Displays all of the files.
[Status]:
Filters the files by file status.
[Worktype ID]:
Filters the files by Worktype ID.
• Pressing the F1 (BACK) button will return
to the previous screen, and pressing the F2
(CLOSE) button will close the popup and
display the file list screen.
3Press the OK/MENU or 9 button.
• If you selected [Status] or [Worktype ID],
you can narrow down the files even further.
Select an item and then press the OK/MENU
or
9 button.
When [Status] is selected.

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Operate the slide switch
Selecting folders and files
4Press the +or –button to select the
desired file.
5Press the OK/MENU or
9 button.
TIP
• If you move the slide switch to the PLAY (`)
position while a file is selected in the file list,
playback begins immediately.
For DS-9000:
If the desired file is in the same folder, select it by
performing the operation of step 4*.
* A file can be selected with the operation of step 4
on the DS-9500 as well.
1When the file display screen appears,
press the F1 (FOLDER) button while the
voice recorder is in stop mode.
• The folder list screen will be displayed.
2Press the +,–or F1 (FOLDER) button to
select the folder.
3Press the OK/MENU or
9 button.
4While the file is being displayed, press
the
9 or 0 button.
Current folder and file name
NOTE
• There is no file list display function for the DS-9000.
Operate the slide switch
Slide the slide switch on the side of the recorder up
or down to perform the recording, stop, playback,
and fast-rewind operations.
You can determine the current position at a glance
even from the front because the slide switch works in
conjunction with the slide switch guide on the screen.
TIP
• If you use the ODMS software, you can change the
assignments of the NEW button and slide switch
(☞P.47 ).
Slide switch
The place indicated large in the slide switch guide is
the current slide switch position.
POWER
ON
OFF Recording
Stop
Playback
Fast-rewind
The figure shows
the stop position.

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Recording
Basic operations
By default, the recorder has five folders, [A], [B],
[C], [D], [E]. These five folders can be selectively
used to distinguish the kind of recording. Up to 200
messages can be recorded per folder.
Record function
Before starting recording over a previously
recorded file, the RECORD function can be set to the
following:
• Append: Attaches the new recording to the end
of the previously recorded file (☞P.19).
• Overwrite (default): Overwrites and deletes part
of the previously recorded file starting from the
chosen position (☞P. 2 0 ).
• Insert: The recorded file will be inserted in the
middle of the previously recorded file, starting
from the chosen recording position. The original
file will be kept (☞P. 21) .
By default, the RECORD function is configured to
record using the overwrite option.
Recording will start from the current position of the
existing file.
NOTE
• Append recording, overwrite recording, and
insert recording are not available for MP3 files.
• Insert recording is not available for PCM files
(DS-9500 only).
Recording
Recording related settings
Recording related settings can be configured
to provide a suitable recording environment.
• Hands-free recording (☞P. 2 2) .
• Recording monitor (☞P. 22) .
• Verbal Comment (☞P. 31).
• Microphone mode [Mic mode] (☞P. 3 8) .
• Microphone sensitivity [Mic sense] (☞P.38).
• Recording modes [Rec mode] (☞P. 3 9) .
• Using the Variable Control Voice Actuator
[VCVA] (☞P. 39 ).

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Recording
Recording
1
2
3
a
b
New recording
Create a new file to record in.
1Press the NEW button to create a new
file.
• [New file] appears in the display.
• It is possible to select the Worktype from
the Worktype list uploaded using the ODMS
software (☞P. 4 6 ).
aNew file name
2Move the slide switch to the REC (s)
position to start recording.
• The LED indicator lights in red. Turn the
microphone in the direction of the source to
be recorded.
bRecording elapsed time
3Move the slide switch to the STOP (4)
position to stop recording.
• If you want to append additional recordings
to the same file, move the slide switch to the
REC (s) position again.
NOTE
• During recording, a beep will sound whenever the remaining recording time reaches 60, 30, and 10
seconds.
• When the remaining recording time reaches 60 seconds, the record indicator light will start flashing. The
light will flash faster when the remaining recording time decreases from 30 to 10 seconds.
• [Memory full] or [Folder full] will be displayed when the memory or folder capacity is full.
−
Delete unnecessary files before recording any further (☞P.25) or transfer dictation files to your PC.
− Change the recording media at [Memory select] setting (☞P.40) or change to a memory card with
free space.

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Recording
Recording
2
3
a
Overwrite recording
You can overwrite a previously recorded file starting from any point within the
file. When using overwriting, the overwritten part will be erased.
1Select and play the file you want to
overwrite.
• Stop the playback at the point you want to
start overwriting.
NOTE
• A file’s creation time and date will be updated to the time and date the file
was last edited.
• You cannot select a recording mode different from the one set onto the
original file.
• Overwrite recording is not available for MP3 files.
2Move the slide switch to the REC (s)
position to start overwriting.
• The LED indicator lights in red.
3Move the slide switch to the STOP (4)
position to stop overwriting.
aTotal recording time of the file