Olympus DS DS-3400 User manual

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 recordings, we recommend that
you test the record function and volume before use.
DIGITAL VOICE
RECORDER
DS-3400
EN
INSTRUCTIONS

2
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Intel and Pentium are registered trademarks of Intel Corporation.
The SD logo is a trademark.
The SDHC logo is a trademark.
Other product and brand names mentioned herein may be the trademarks or registered
trademarks of their respective owners.
●The contents of this document may be changed in the future without advanced notice.
Contact our Customer Support Center for the latest information relating to product names
and model numbers.
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the unlikely event that a questionable item, error, or omission is found, please contact our
Customer Support Center.
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by a defect of the product, repair performed by the third party other than Olympus or an
Olympus authorized service station, or any other reasons is excluded from Olympus’s
liability.
Trademarks
Introduction
Introduction

3
1
2
3
5
7
4
Table of Contents
Safe and Proper Usage
Getting Started
Basic Operations
Advanced Operations
Managing Files on Your PC
Other Practical Use Methods
Other Information
P.7
P. 1 9
P. 3 3
P. 5 9
P. 6 7
P. 6 8
P.4
P.5
6
PLAY/OK

4
Table of Contents
Table of Contents ...................................... 4
Safe and Proper Usage ............................ 5
General Precautions ................................. 5
1Getting Started
Main Features .......................................... 7
Memory Card ........................................... 8
Identification of Parts ............................. 10
Installing Batteries ................................. 12
Power Supply ........................................ 14
Power Save Mode (Power Save) .......... 14
HOLD ..................................................... 15
Inserting and Ejecting a SD card .......... 16
Setting Time and Date (Time & Date) ... 17
2Basic Operations
Recording .............................................. 19
Microphone Sensitivity (Mic Sense) ...... 23
Recording Modes (Rec Mode) .............. 24
Using the Variable Control Voice Actuator
(VCVA) ............................................. 25
Recording Monitor ................................. 26
Playing ................................................... 27
Erasing ................................................... 29
3Advanced Operations
Menu List ............................................... 33
Learning to Use the Menu ..................... 35
Selecting Folders and Files ................... 36
Displaying File Information (Information) .... 37
Device Lock Function ............................ 38
Locking Files (Lock) .............................. 40
Pending Files (Pending) ........................ 41
Setting Priority Levels (Priority) ............ 42
Setting the Author ID and Work Type.... 43
Verbal Comment .................................... 46
Index Marks ........................................... 47
Language (Language) ........................... 48
Backlight (Backlight) .............................. 49
LED (LED) ............................................. 50
LCD Contrast Adjustment (Contrast) .... 51
System Sounds (Beep) ......................... 52
Cue/Rev Sound (Cue/Rev Sound) ........ 53
Formatting the Card (Format) ............... 54
Check System Information (System Info.) ... 56
Changing the USB Class (USB Class) .... 57
Customizing the Recorder ...................... 58
4Managing Files on Your PC
DSS Player Software............................. 59
Installing DSS Player Software ............. 61
Uninstalling DSS Player Software......... 62
Using Online Help ................................. 63
Connecting Recorder to PC .................. 64
Running DSS Player Software .............. 66
5Other Practical Use Methods
Using as External Memory of the Computer ... 67
6Other Information
Alarm Message List ............................... 68
Troubleshooting ..................................... 69
Accessories ........................................... 70
Specifications ........................................ 71
Technical Assistance and Support ........ 72

5
Convention Used In this Manual
•The word “card” is used to refer to the SD
card.
•The word “DSS Player” is used to refer to
the DSS Player Pro Dictation Module in
Windows environment and DSS Player in
Apple Macintosh environment.
•The Notes at the bottom of a page are
used for additional information,
exceptions, or related events.
•Words in uppercase form such as PLAY
or REC are used to describe a function
or button on the recorder.
Safe and Proper
Usage
Before using your new recorder, read
this manual carefully to ensure that you
know how to operate it safely and
correctly. Keep this manual in an easily
accessible location for future reference.
•The warning symbols indicate important
safety related information. To protect
yourself and others from personal injury
or damage to property, it is essential that
you always read the warnings and
information provided.
General Precautions
●Do not leave the recorder in hot, humid
locations such as inside a closed
automobile under direct sunlight or on the
beach in the summer.
●Do not store the recorder in places exposed
to excessive moisture or dust.
●Do not use organic solvents such as
alcohol and lacquer thinner to clean the
unit.
●Do not place the recorder on top of or near
electric appliances such as TVs or
refrigerators.
●Avoid recording or playing back near
cellular phones or other wireless
equipment, as they may cause interference
and noise. If you experience noise, move
to another place, or move the recorder
further away from such equipment.
●Avoid sand or dirt. These can cause
irreparable damage.
●Avoid strong vibrations or shocks.
●Do not disassemble, repair or modify the
unit yourself.
●Do not operate the unit while operating a
vehicle (such as a bicycle, motorcycle, or
go-cart).
●Keep the unit out of the reach of children.
<Warning regarding data loss>
Recorded content in memory may be
destroyed or erased by operating mistakes,
unit malfunction, or during repair work.
It is recommended to back up and save
important content to other media such as a
computer hard disk.

6
Batteries
Danger
•Do not solder lead wires or terminals directly
onto a battery or modify it.
•Do not connect the =and -terminals
together. This may cause fire, overheating or
electric shock.
•When carrying or storing the battery, be sure
to put it in the provided case to protect its
terminals. Do not carry or store the battery
with any metal objects (such as key rings).
If this warning is not followed, fire,
overheating or electric shock may occur.
•Do not connect the batteries directly to a
power outlet or a cigarette lighter of an
automobile.
•Do not insert the batteries with their =and
-terminals reversed.
•If any liquid from a battery gets into your
eyes, promptly wash it off with clean water
and consult your doctor at once.
•There is a hole from which gas escapes on
the =terminal. Do not cover or block it.
Warning
•Batteries should never be exposed to flame,
heated, short-circuited or disassembled.
•Do not attempt to recharge alkaline, lithium
or any other non-rechargeable batteries.
General Precautions
•Never use any battery with a torn or cracked
outer cover.
•Keep batteries out of the reach of children.
•If you notice anything unusual when using
this product such as abnormal noise, heat,
smoke, or a burning odor:
1remove the batteries immediately while
being careful not to burn yourself, and;
2call your dealer or local Olympus
representative for service.
•Do not expose the batteries to water. Do not
allow water to contact the terminals.
•Do not remove or damage the battery
insulating sheet.
•Do not use the batteries if you find
something wrong with them such as leakage,
color change or deformity.
•Should any battery liquid get on skin or
clothing, promptly wash it off with clean
water.
•Keep batteries away from fire.
Caution
•Do not subject batteries to strong shocks.
•Do not use batteries of different types,
voltages, and/or brand names.

7
1
1Getting Started
1Getting Started
Main Features
Main Features
●Support type of memory: SD card (☞P.8 ) .
●Three Programmable smart buttons F1, F2 and F3 (☞P.58).
●Recording and storing voice in Digital Speech Standard Pro (DS2 format).
●Two recording modes, QP (Quality Playback) mode or SP (Standard Playback) mode (☞P. 2 4 ).
●Data encryption function for securing recordings on the device.
●Overwrite Recording and Insert Recording (partial insertion) available (☞P.21, 22).
●Supports USB 2.0. High-Speed, which enables high-speed data transmission from the recorder
to your computer.
●Five folders and up to 200 files/folder, for a maximum of 1000 recordings (☞P.19).
When using DSS Player, it is possible to create up to a maximum of seven folders (1,400 files) (☞P.58, 59).
●It has a built-in Variable Control Voice Actuator (VCVA) function (☞P.25).
●Large LCD screen with backlight.
●Device Lock function to prevent unauthorized access to device (☞P. 5 8 ) .
Authentication system via password (☞P.38, 39).
●Index mark function which is useful to search particular points in the dictation (☞P.47).
●Verbal comment function which allows transcriptionists to instantly search and play back
instructions on their computer (☞P.46).
●Priority Setting (☞P.42).
●DSS Player software included (☞P.59).
It is possible to customize the recorder in a number of ways.

8
1
SD card
1Card Lock
SD card is equipped with a lock function.
When the lock function is used, important
data is protected by preventing it from being
accidentally overwritten or erased.
When the lock function is set will appear
on the display.
2Index Area
For writing down information identifying card
or content.
3Contact Area
Comes into contact with the recorder’s
signal read contacts.
Memory Card
The above are the standard times, and the available
recording time will vary depending on the card.
*1: Available recording time for one continuous file.
Available recording time may be shorter if many short
recordings are made.
*2:Total recording time of several files. The maximum
recording time per file is 99 hours 59 minutes.
Memory Card
This recorder uses memory in the form of SD
card memory.
Check the latest operating information on the
Olympus homepage (http://www.olympus.com)
when using cards other than the included card.
In addition, refer to the following pages as well
when handling the card.
• Inserting and Ejecting a SD card (☞P.16)
• Formatting the Card (Format) (☞P. 5 4 ) Memory Sizes of Cards and
Approximate Recording Times*1
Compatible Cards
The recorder supports cards with memory
capacity between 512 MB to 16 GB.
Settings and operating environment
relating to the card
Memory Size QP Mode SP Mode
512MB 38 hr. 30 min. 79 hr. 00 min.
1GB 77 hr. 00 min. 157 hr. 50 min.*2
2GB 152 hr. 30 min. *2312 hr. 20 min.*2
4GB 305 hr. 50 min.*2626 hr. 50 min.*2
8GB 624 hr. 30 min.*21279 hr. 30 min.*2
16GB 1248 hr. 10 min.*22557 hr. 10 min.*2
SD card
2
3
1

9
1
Memory Card
Memory Card
Warning
• Do not touch the card contacts.
That may damage the card.
• Do not place the card in locations
with static electricity.
• Store the card in a location that is
out of the reach of children. In
case of accidental ingestion,
consult a physician immediately.
Check Card Information (Card Info.)
Information such as the memory capacity and
remaining memory for installed cards can be
displayed on the recorder (☞P.34).
Notes
•When initializing (formatting) a card, confirm that
no necessary data is stored on the memory card
beforehand. Initialization completely erases the
existing data on the card.
•In some cases cards which have been formatted
(initialized) by another device, such as a computer,
cannot be recognized. Be sure to format them with this
recorder before using.
•The card has a service life. When reaching the end of
its life, writing or erasing data on the card will be
disabled. In this case, replace the card.
•If you use a PC card adapter compatible with the card
to save or delete some data on the card, the maximum
recording time on the card may be decreased. To
recover the original recording time, initialize/format the
card in the recorder.
•Olympus will not be held liable for any data corruption
or loss due to misuse of the media card.
BACK EXIT
Card Info.
SD
Remain
Capacity
540MB
1.0GB

10
1
$+(Volume) button
%Fast Forward (9) button
^PLAY/OK button
&Programmable smart button (F1,
F2, F3)
*Rewind (0) button
(
- (Volume) button
)Built-in speaker
-Battery cover
=PC (USB) terminal
qCradle connector
wBattery cover release button
Identification of Parts
Identification of Parts
1SD card slot
2Built-in microphone
3NEW button
4REC button
5REW button
6FF button
7STOP button
8POWER/HOLD switch
9ERASE button
0EAR (Earphone) jack
!MIC (Microphone) jack
@Record indicator light
#Display (LCD panel)
0
7
8
9
1
2
3
4
5
$
^
%
!
@
#
6
&
(
*
)
w
q
=
-

11
1
Identification of Parts
Identification of Parts
1Record mode indicator
2Current folder
3Memory remaining indicator
(E/F bar)
4Record indicator
5Remaining recording time
6Level meter indicator
7Microphone sensitivity indicator
8Current file number
9Total number of files in the folder
Author ID indicator
Battery indicator
VCVA
VCVA (Variable Control Voice
Actuator) indicator
Display Status Indicators
0Recording elapsed time
!Playback position bar indicator
@Play indicator
#Total recording time of the
selected file
$Button guide display
%Current Playback time
^Main Button Guide
You can display the Main Button Guide by
using “Main Button Guide” (P.58) of the
customize functions of DSS Player.
Pending indicator
Card Lock indicator
Encryption indicator
Priority indicator
Erase Lock indicator
Display in the recording
mode
Display in the playback
mode
025 /030
DISPLY
VERBAL INDEX
DS3400
QP DICT
EF
00M 10S
15 H22M30 S
1
2
7
6
8
3
4
5
9
0
025/030
INSERT SPEED INDEX
DS3400
QP DICT VCVA
02 M 50S
12M0 5 S
!
#
@ %
$
/030
YINDEX
F
49 S
9 M 57S
^

12
1
1
Lightly press down on the battery cover
release button, then open the battery
cover.
2
Insert two AAA batteries, observing the
correct polarity as shown in the
illustration below, then close the battery
cover.
Installing Batteries
Installing Batteries
Recharging Battery Pack
The battery indicator on the display changes
as the batteries lose power.
→→
When appears on the display, replace the
batteries as soon as possible.
When the batteries are too weak, the recorder
shuts down and [ Battery Low ] appears
on the display.
Cautions Concerning the Battery
Warning
•Using batteries for which part or all
of the external coating (insulating
sheath) is peeling off or batteries
which have ruptured may cause fluid
leaks, overheating, and explosions.
For this reason such batteries should
absolutely not be used.
•Commercially available batteries for
which part or all of the external
coating (insulation sheath) has been
peeled off should absolutely not be
used.
This recorder can be used with AAA Alkaline
Batteries.
Insert the batteries in the direction inscribed on
the inside of the recorder’s battery compartment.
In addition, when inserting the batteries, insert
them so that the tape is under the batteries, as
shown in the illustration. The batteries can then
be removed easily by pulling up the tape. When
pulling on the tape the batteries may suddenly
pop out, so be sure to press down lightly on
the batteries with your finger while pulling.
Unusable batteries
Batteries for which the entire external coating
(insulating sheath) is peeled off (naked batteries),
or those where it has partially been peeled off.

13
1
Installing Batteries
Installing Batteries
Notes
•Be sure to turn OFF the recorder before replacing
the batteries. Removing the batteries while the recorder
is in use may corrupt the card. If you are recording into
a file and the batteries run out, you will lose your
currently recorded file since the file header will not be
written. It is crucial to replace the batteries when one
hash mark is shown in the battery icon.
•Be sure to replace both batteries at the same time.
•Never mix old and new batteries, or batteries of
different types and/or brands.
•If it takes longer than 1 minute to replace dead batteries,
you may have to reset the time when you load new
batteries.
•Remove the batteries if you are not going to use the
recorder for an extended period of time.

14
1
Power Supply Power Save Mode
(Power Save)
When the recorder is ON but not in use for 10
minutes, by default, it will switch to power save
mode automatically. To reactivate the recorder
again, operate any button or the slide switch.
You can set the time to enter Power Save
mode from among [5 minutes.], [10
minutes.], [30 minutes.], [1 hour], and [Off].
To exit power save, press any button.
The [Power Save] setting can be changed
from the Menu. For more details, refer to
“Menu List” (☞P. 33) and “Learning to Use
the Menu” (☞P.35).
Power Save Setting
Power Supply/Power Save Mode
BACK EXIT
Power Save
5 minutes
30 minutes
1 hour
Off
10 minutes
When the recorder is not being used, turn the
power off to reduce battery consumption to a
minimum. Even if the power is turned off, existing
data, mode settings, and clock settings will be
maintained.
Turning On the Power
While the recorder’s power is off, slide the
POWER/HOLD switch in the direction
indicated by the arrow.
The display will turn on, and after [System Check]
appears, the power will be turned on. The resume
function will bring the recorder back to the stop
position in memory before power was turned off.
Turning Off the Power
Slide the POWER/HOLD switch in the
direction indicated by the arrow for 0.5
seconds or longer.
The display shuts off and the power will be turned
off. The resume function remembers the stop position
before the power is turned off.

15
1
HOLD
If you bring the POWER/HOLD switch to the
HOLD position, the current conditions will be
preserved, and all buttons and switches will be
disabled.This feature is useful when the recorder
has to be carried in a bag or pocket.
Set the recorder to HOLD mode
Slide the POWER/HOLD switch to the
HOLD position.
After [Hold] appears on the display, the recorder is
set to HOLD mode.
Exit HOLD mode
Slide the POWER/HOLD switch to the A
position.
HOLD

16
1
Inserting and Ejecting a SD card
Inserting and Ejecting a SD card
Inserting a SD card
Insert the SD card into the card slot in the
direction shown in the illustration until it
clicks.
When inserting SD card into the SD card slot,
the recorder message [Please Wait] will flash
on the LCD display for a few seconds while
validating the SD card.
Ejecting a SD card
Push the SD card inward once to unlock it,
and let it eject.
Notes
•Insert the card keeping it straight.
•The card stops with a click when it is inserted all
the way.
•Inserting the card the wrong way or at an angle
could damage the contact area or cause the card
to jam.
•If the card is not inserted all the way, data may not
be written to the card.
•Hold the card straight and pull it out.
•If an unformatted card is installed, the recorder will
automatically display the menu format option (☞P. 5 4 ).
•Never use any card in the recorder unless it has been
formatted on this unit (☞P.54).
•Never remove the card while the recorder is in
operation. This may damage the data.
•Releasing your finger quickly after pushing the card
inward may cause it to eject forcefully out of the slot.

17
1
1
Press the 9or 0button to select
the item to set.
Select the item from “hour”, “minute”, “year”,
“month” and “day” with a flashing point.
2
Press the +or –button to set.
Follow the same steps by pressing the 9or
0button to select the next item, and press
the +or – button to set.
•You can choose between 12 and 24 hour
display by pressing the F2(24H or 12H)* button
while setting the hour and minute.
Example: 5:45 P.M.
5:45 PM (Initial setting)←→ 17:45
PLAY/OK
Setting Time and Date (Time & Date)
Setting Time and Date
Setting the correct time and date on the recorder
is very important since every file recorded on the
recorder will have the time and date information
as part of the file header. This will simplify the
file management aspects later on.
The hour indicator will flash automatically
when you load batteries before using the
recorder for the first time, or after the
recorder has not been used for a long time.
However, when a Password has been set
as the device lock function ( ☞ P. 3 8 ), the
recorder will go to the time and date set
screen after verification (unlocking).
5: 00 PM
BACK EXIT
Time & Date
3 M15 D2009 Y
24H
BACK EXIT
Time & Date
3 M15 D2009Y
5 : 45 PM
24H
F1, F2, F3 button
PLAY/OK,+, –,
9, 0
button

18
1
• You can choose the order of the year, month,
day by pressing the F2(D/M/Y or Y/M/D or M/
D/Y)* button while setting them.
Example: March 15, 2009
(Initial setting)
*The display will vary depending on the status of the
settings.
3
Press the PLAY/OK button to complete
the setup screen.
The clock will start from the set date and time.
Press the PLAY/OK button according to the time
signal.
Changing the Time and Date
When the recorder’s POWER/HOLD switch is
turned ON the [Time & Date] will be displayed
for two seconds. If the time and date is not
correct, set it using the procedure below.
1
Press the +or –button in the [Device
Menu] screen, then select [Time & Date].
See P.34 regarding the menu.
2
Press the PLAY/OK or 9button.
The time and date screen appears. The hour
indicator flashes, indicating the start of the time
and date setup process.The following steps are
the same as Step 1 through Step 3 of “Setting
Time and Date (Time & Date)” (☞P.17).
3
Press the F3(EXIT)or 0button to
complete the setting.
Setting Time and Date
3 M 15 D 2009 Y
15 D 3 M 2009 Y
2009 Y 3 M 15 D
BACK EXIT
Device Menu
Beep
Cue/Rev Sound
Time & Date
USB Class
Reset Settings
Power Save
Setting Time and Date (Time & Date)
Notes
•If you press the STOP button during the setup operation,
the settings are cancelled, and the recorder returns to the
previous screen.
•You can set the time and date from your PC using DSS
Player software (☞P.59).

19
2
Recording
Recording
2 Basic Operations
2 Basic Operations
Recording Related Settings
The recorder has five folders, A, B, C, D, E
and you can select folder by pressing the
F1(FOLDER) button. These five folders can
be selectively used to distinguish the kind
of recording; for example, Folder A might
be used to store private information, while
Folder B might be dedicated to holding
business information. Up to 200 messages
can be recorded per folder.
By default, the Recording Mode is QP.
Record Function
By default, the RECORD function is configured
to record at the current position (overwrite).
However, that can be changed to any of the
following settings:
•Append: Appends the recording to the end of the
current file (☞P.20).
•Overwrite: Overwrites the recording starting at the
current position in the file (☞P.21).
•Insert: Inserts the recording at the current position
in the file (☞P.22).
Recording related settings can be
configured to provide a suitable recording
environment.
•Microphone Sensitivity (Mic Sense)
(☞P. 2 3)
•Recording Modes (Rec Mode) (☞P. 2 4 )
•Using the Variable Control Voice Actuator
(VCVA) (☞P.2 5)
•Recording Monitor (☞P. 2 6 )
•Verbal Comment (☞P.46 )
•Pending Files (Pending) (☞P.41)

20
2
Recording
1
Recording
New Recording
Create a new file to record in.
1
Press the NEW button to create a new
file.
aSelected Author ID
bNew file number
cRemaining recording time
2
Press the REC button to start
recording.
The record indicator light glows orange and
(Record indicator) appears on the
display.
Aim the microphone at the sound source.
When you press the F2 (DISPLY) button
during recording, you can change the LCD
screen displays.
dRecord indicator
3
Press the STOP button to stop
recording.
If you want to append additional recordings to
the same file, press the REC button again.
031/030
FOLDER PRIOR MENU
DS3400
QP DICT
New File
EF
Remain
15H 22M 40s
a
b
c
031/031
FOLDER PRIOR MENU
DS3400
QP DICT
02M 20s
15H0 2 M2 0 s
Notes
•Abeep will sound when the remaining recording time reaches 60 seconds, 30
seconds, and 10 seconds while recording.
•When remaining recording time is less than 60 seconds, the record indicator light
starts flashing in orange. When the recording time is decreasing to 30 or 10 seconds,
the light flashes faster.
•[Memory Full] or [Folder Full] will be displayed when the memory or folder capacity
is full.
- Delete any unnecessary files before recording any further (☞P.29) or transfer
dictation files to your computer using DSS Player Software (☞P.59).
2
3
2
031/031
VERBAL DISPLY INDEX
DS3400
QP DICT
EF
00M 10s
15H2 2 M3 0 s
d