Philips LFH 9160 User manual

LAN Docking Station
for Digital Pocket Memo 9600/9620
LFH 9160
www.philips.com/dictation
EN User manual 3
DE Benutzerhandbuch 33
FR Manuel de l‘utilisateur 63
ES Manual del usuario 93
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Declaration of Conformity
Tested to comply with FCC standards
FOR HOME OR OFFICE USE
Model Number: LFH 9160
Trade Name: Philips LAN Docking Station 9160
Responsible Party: Philips Speech Processing
Address: 64 Perimeter Center East, Atlanta, GA 30346, USA
Telephone number: (888) 260-662
Website: www.philips.com/dictation
This device complies with Part 5 of the FCC Rules. Operation is subject to the following two conditions:
) This device may not cause harmful interference.
2) This device must accept any interference received, including interference that may cause undesired operation.
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3User manual
E N GL I S H
 Introduction 4
1.1 Features 4
1.2 Package contents 4
1.3 System requirements 5
1.4 Overview 5
2 Installation 6
2.1 Installation using DHCP 6
2.2 Installation using the factory default IP address 7
3 Configuration 9
3.1 Setting up the FTP server 10
3.2 Setting up the file upload directory on your FTP server 10
3.3 Files stored in the file upload directory 11
3.4 Setting up the file upload user account on your FTP server 11
3.5 FTP settings 12
3.6 Automatic file upload 13
3.7 Changing the IP address of the LAN Docking Station 14
3.8 Changing the LAN Docking Station administrator password 16
3.9 Assigning a comment to the LAN Docking Station 17
3.10 Upgrading the LAN Docking Station firmware 17
3.11 Resetting to factory defaults 18
4 LAN Docking Station Administration Tool 20
4.1 Obtaining the Administration Tool software 20
4.2 System requirements 20
4.3 Installation 21
4.4 First-time configuration 21
4.5 Overview of the LAN Docking Stations 22
4.6 Using the Initial Setup Installer to install a LAN Docking Station 24
4.7 Changing the settings of multiple LAN Docking Stations 25
4.8 Changing the settings of a single LAN Docking Station 25
4.9 Upgrading the firmware of LAN Docking Stations 26
5 Troubleshooting 28
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 Introduction
CImportant: Read these instructions for information about using the product correctly and
safely. You can also download the same file from www.philips.com/dictation.
1.1 Features
Simplify the dictation workflow:
Upload the dictation files from your Digital Pocket Memo directly to the network without a
PC or upload application
Reduce document creation time, transfer dictation files directly to your transcriptionist
Recharge the batteries of your Digital Pocket Memo while docked
Guaranteed security throughout the entire dictation workflow:
Password protection of the LAN Docking Station
Support of SFTP file transfer
Encryption of dictation (.dss) files
Theft protection by Kensington lock
Reduce total cost of IT ownership and maintenance:
Save time by centralized software installation for multiple authors
Minimum user training required
Remote configuration and maintenance of the LAN docking station
Platform independent (key components function in Windows and Linux environments)
1.2 Package contents
LAN Docking Station 9160
Power Supply
RJ45 network cable
User manual
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1.3 System requirements
10/100 Mbit/s Local Area Network with RJ45 connections
FTP server with a user account configured for the LAN Docking Station
DHCP server (recommended)
1.4 Overview
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Docking slot for the Digital Pocket Memo
Green LED indicates that the Digital Pocket Memo batteries are recharging
Yellow LED indicates that dictation files are being transferred
Power supply socket
Socket for Kensington lock
RJ45 network socket for connection to the Local Area Network
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2 Installation
When installing one or more new LAN Docking Stations to your network, you can set it up in
one of two ways:
Use the DHCP service on your network to assign IP addresses to the LAN Docking Stations
based on the MAC address of each LAN Docking Station, or
Set the LAN docking station to a default IP address to access the configuration interface and
assign a fixed IP address
The LAN Docking has a default configuration setting to use the DHCP server to obtain its IP
address. This makes it easier to do a batch installation of several LAN Docking Stations in a
corporate network. See Installation using DHCP below for more information.
If your network does not support DHCP, you can set the LAN Docking Station to use a default
static IP address to get started. See Installation using the factory default IP address below for more
information.
2.1 Installation using DHCP
If your network has a DHCP server, follow the steps below to install new LAN Docking Stations:
Make a note of the MAC address of every LAN Docking Station that you are about to install
(The MAC address can be found on the bottom plate of the LAN Docking Station).
2Configure your DHCP server to assign an IP address to each LAN Docking Station based on
the MAC address of each LAN Docking Station. Refer to the documentation of your DHCP
server for more information.
3Deploy the LAN Docking Stations throughout your organization. Connect each LAN
Docking Station to the main power supply with the included Philips power supply. Connect
each LAN Docking Station to a free network socket using the RJ45 network cable.
4Open a Web browser on your PC and load the LAN Docking Station configuration interface
for each assigned IP address to configure the LAN Docking Stations individually. See
Configuration on page 9 for more information.
D Note: The LAN Docking Station is configured by default to obtain an IP address from your
DHCP server. If this default setting has been changed, you must reset the device to its factory
default settings before starting. Read Resetting to factory defaults on page 18 for information
on how to reset the LAN Docking Station to factory default settings.
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ETip: It is good practice to make a note of the location and network socket number of each
LAN Docking Station before they are deployed. You can enter this information into the
comment field of the LAN Docking Station configuration interface, which will make it easier to
troubleshoot and maintain LAN Docking Stations in your network. See Assigning a comment to
the LAN Docking Station on page 17 for more information about assigning comments.
2.2 Installation using the factory default IP address
If your network does not have a DHCP server, follow these steps to install a new LAN Docking
Station:
For users of the Digital Pocket Memo 9600 (with international 4-position slide switch):
Connect the LAN Docking Station to the main power supply with the included Philips power
supply.
2Connect the LAN Docking Station to a free network socket using the RJ45 network cable.
3Slide a Digital pocket Memo 9600 or 9620 into the docking slot of the LAN Docking Station.
4Press and hold the EOL, the FAST FORWARD and the MENU button on the Digital Pocket
Memo simultaneously for 3 seconds. The LAN Docking Station will be configured to use the
static IP address 192.168.109.1 (subnet mask 255.255.255.0).
5Configure the network connetion settings of your PC to use a static IP address like
192.168.109.xxx and subnet mask 255.255.255.0 for the network socket that is used to
connect the LAN Docking Station.
6Open a Web browser on your PC and enter http://192.168.109.1 in the address field
7Your user name and password is required. Leave the USER NAME field empty and enter
‚administrator‘ in the PASSWORD field.
8Change the IP address of the LAN Docking Station according to your network policy. See
Assigning a static IP address on page 15 for more information.
9Make any additional configuration changes as you see fit. See Configuration on page 9 for more
information.
For users of the Digital Pocket Memo 9620 (with Philips 4-position slide switch):
Connect the LAN Docking Station to the main power supply with the included Philips power
supply.
2Connect the LAN Docking Station to a free network socket using the RJ45 network cable.
3Slide a Digital pocket Memo 9600 or 9620 into the docking slot of the LAN Docking Station.
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4Press and hold the EOL, the RECORD and the MENU button on the Digital Pocket Memo
simultaneously for 3 seconds. The LAN Docking Station will be configured to use the static IP
address 192.168.109.1 (subnet mask 255.255.255.0).
5Configure the network connetion settings of your PC to use a static IP address like
192.168.109.xxx and subnet mask 255.255.255.0 for the network socket that is used to
connect the LAN Docking Station.
6Open a Web browser on your PC and enter http://192.168.109.1 in the address field
7Your user name and password is required. Leave the USER NAME field empty and enter
‚administrator‘ in the PASSWORD field.
8Change the IP address of the LAN Docking Station according to your network policy. See
Assigning a static IP address on page 15 for more information.
9Make any additional configuration changes as you see fit. See Configuration on page 9 for more
information.
DNote: This procedure resets all configuration settings of the LAN Docking Station to their
factory defaults.
CImportant: If installing several LAN Docking Stations, be sure to change the IP address of
the LAN Docking Station before connecting the next one to the network. Failure to do so
will result in IP address conflicts, making the configuration interface of the LAN Docking
Station inaccessible.
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3 Configuration
Once the LAN Docking Station is connected to the network, it can be configured using a simple
HTML interface from any HTML4-compliant Web browser.
There is also an Administration Tool that can be used to manage and update the configuration
settings of several LAN Docking Stations (batch update). See LAN Docking Station Administration
Tool on page 20 for more information.
To open the LAN Docking Station configuration interface, follow these steps:
Open a Web browser on your PC.
2Enter the IP address of the LAN Docking Station that you want to configure into the address
field of the Web browser.
3The Web browser prompts you for a user name and password. Leave the user name field
empty and enter the administrator password. If you are accessing the configuration interface
for the first time, the default password is ‚administrator‘.
4The configuration interface appears with the following panels: Status, IP settings, FTP
settings, Automatic file upload, Comments, Firmware upgrade and Administrator password.
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3.1 Setting up the FTP server
The LAN Docking Station can automatically upload dictation files to an FTP server when a Digital
Pocket Memo is connected.
The LAN Docking Station has been tested with a number of FTP servers for the Windows
and Linux platforms. It should also function with any other FTP server conforming to the FTP
protocol specifications standard. The following FTP servers have been tested with the LAN
Docking Station:
Microsoft Internet Information Server
WS FTP Server
WinSSHD
FileZilla Server
freeftpd
OpenSSHD
DNote: The LAN Docking Station opens FTP data connections in passive mode. If there is
a firewall between the LAN Docking Station and your FTP server, make sure that the LAN
Docking Station can connect to port numbers used for passive data transfer. Refer to the
User Manual of your FTP server for more information.
3.2 Setting up the file upload directory on your FTP server
Create a directory on the FTP server to store uploaded dictation files. This dictory will be
referred to as the ‚file upload directory‘ in this user guide.
If you have multiple LAN Docking Stations on your network, there is no need to create a
dierent file upload directory for each installation. The LAN Docking Station was designed to
work more eciently with a single shared file upload directory.
ETip: It is a good practice to make the file upload directory available to employees at
your organization as a shared network folder that they can map to a drive letter on their
computers. This makes it quick and easy for them to pick up dictation jobs, and allows you to
control access to the uploaded dictation files using the existing user and group configuration
in your network domain.
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3.3 Files stored in the file upload directory
When dictation files are uploaded from a Digital Pocket Memo, the LAN Docking Station creates
a subdirectory with the serial number of the Digital Pocket Memo under the file upload directory
and places all uploaded files there. The file names of the uploaded files are composed of the name
of the author, the sequential number of the file, and the .DSS file extension.
The LAN Docking Station also creates a “configuration” subdirectory in the file upload directory
and creates a file named MAC_config.txt, where MAC is the MAC address of the LAN Docking
Station. These files contain configuration information for the LAN Docking Station and are used
by the Administration Tool. See LAN Docking Station Administration Tool on page 20 for more
information.
3.4 Setting up the file upload user account on your FTP server
Create a user account on your FTP server that the LAN Docking Station will use to upload
dictation files. This user account needs the following access rights to the file upload directory:
Create subdirectories
Create and write files
List directory contents
The user name and password for this user account must be entered at the LAN Docking Station
configuration interface. See the next chapter for details.
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3.5 FTP settings
Once you have your FTP server set up, you must configure the LAN Docking Station to use it. To
configure the FTP settings, follow these steps:
Open the LAN Docking Station
configuration interface by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
2If your FTP server can accept secure (SFTP)
connections, check the SFTP radio button
on the FTP settings panel. Otherwise, check
the FTP radio button on the FTP settings
panel.
3Enter the domain name or IP address of
your FTP server into the FTP SERVER field.
The FTP server does not have to be on the
the local area network. If you reference the
FTP server using its domain name, make
sure that at least one DNS server is configured (see Assigning a static IP address on page 15) or
that you are using DHCP (see Assigning an IP address from DHCP on page 14).
4Enter the port number of your FTP server into the FTP PORT field. The port number should
be 21 for FTP or 22 for SFTP, unless your FTP server is configured with a nonstandard port
number.
5Enter the name of the FTP user account into the USERNAME field. This should be the user
account you have set up to receive dictation file uploads from the LAN Docking Station. See
Setting up the FTP server on page 10 for more information.
6Enter the password of the FTP user account into the PASSWORD field and confirm the
password by typing it again into the CONFIRM PASSWORD field.
7Enter the path to the directory to receive dictation files into the PATH ON SERVER field. If
you want to use the default directory of the user account, leave the field empty.
8Press the SUBMIT button at the bottom of the FTP settings panel in order to save your
changes.
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3.6 Automatic file upload
The automatic file upload settings let you configure which dictation files are automatically
uploaded to the FTP server when a Digital Pocket Memo is connected to the LAN Docking
station.
Open the LAN Docking Station
configuration interface by entering its IP
address in your Web browser or using the
Administration tool.
2Choose how the automatic file upload
settings should be determined:
If you want the configuration settings
of the connected Digital Pocket Memo
to determine which dictation files
are uploaded, then check the DPM
CONFIGURATION DEFINES FILES TO
UPLOAD radio button and skip to step
5. Refer to the Digital Pocket Memo User Manual on configuring automatic file upload
settings.
If you want to configure automatic file upload settings here, check the LAN DOCKING
STATION DEFINES UPLOAD SETTINGS radio button. In this case, configuration settings
of the connected Digital Pocket Memo will be ignored.
3Choose which files should be uploaded when a Digital Pocket Memo is connected to the LAN
Docking Station:
Check the UPLOAD ALL DICTATION FILES radio button if you want all dictation files to
be uploaded when a Digital Pocket Memo is connected.
Check the EOL DICTATION FILES ONLY radio button if you only want to upload
dictation files that have been marked finished with the EOL (End-of-Letter) button.
4Check the DELETE UPLOADED check box if you want to delete dictation files from the
Digital Pocket Memo that have been successfully uploaded to the FTP server. Clear the check
box if you want to leave the uploaded files on the Digital Pocket Memo.
5Press the SUBMIT button at the bottom of the panel to save your changes.
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3.7 Changing the IP address of the LAN Docking Station
You can assign a static IP address to the LAN Docking Station or have the LAN Docking station
use the DHCP service on your network to obtain an IP address automatically.
3.7.1 Assigning an IP address from DHCP
DNote: If you are installing the LAN Docking Station for the first time, please follow the
instructions in the Installation chapter on page 6.
To have the LAN Docking Station obtain an IP address automatically from the DHCP server on
your network, follow these steps:
1Make a note of the MAC address of the
LAN Docking Station. The MAC address can
be found on the bottom plate of the LAN
Docking Station.
2Configure your DHCP server to assign an IP
address to the LAN Docking Station based
on the MAC address of the LAN Docking
Station. Refer to the documentation of your
DHCP server for more information.
3Open the LAN Docking Station
configuration interface by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
4Check the OBTAIN IP ADDRESS
AUTOMATICALLY (DHCP) check box on the IP Settings panel.
5Click the SUBMIT button at the bottom of the IP settings panel in order to save your
changes. The LAN Docking Station will obtain an IP address from the DHCP server
immediately and every time it is powered on.
DNote: The IP address of the LAN Docking Station is updated immediately, so its
configuration interface will no longer be accessible from the old IP address.
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3.7.2 Assigning a static IP address
DNote: If you are installing the LAN Docking Station for the first time, follow the instructions
in the Installation chapter on page 6.
ETip: To display the current IP address assigned to a LAN Docking Station and its MAC
address, slide a Digital pocket Memo 9600 or 9620 into the docking slot and press the MENU
button and RIGHT SMART BUTTON on the Digital Pocket Memo simultaneously.
To assign a static IP address to the LAN Docking Station, follow these steps:
1Open the LAN Docking Station
configuration interface by entering its IP
address in your Web browser or using the
LAN Docking Station Administration Tool.
2Check the USE THE FOLLOWING IP
SETTINGS check box on the IP settings
panel.
3Enter the IP address you want to assign
to the LAN Docking Station into the IP
ADDRESS field.
4Enter the subnet mask for this IP address
into the SUBNET MASK field.
5Enter the IP address of your network
gateway into the DEFAULT GATEWAY field.
6Enter the IP address of a DNS server on your network into the PREFERRED DNS SERVER
field. A DNS server is only required if you reference your FTP server using a domain name on
the FTP settings panel (see FTP settings on page 12). Leave the field empty if you do not want
to specify a DNS server.
7You can enter the IP address of another DNS server into the ALTERNATE DNS SERVER
field. This alternate DNS server will only be used if the preferred DNS server is not available.
Leave the field empty if you don‘t want to specify an alternate DNS server.
8Press the SUBMIT button at the bottom of the IP settings panel in order to save your
changes. The LAN Docking Station will change its IP address immediately and will attempt to
use this static IP address every time it is powered on.
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DNote: The IP address of the LAN Docking Station is updated immediately, so its
configuration interface will no longer be accessible from the old IP address.
CImportant: When assigning a static IP address to the LAN Docking Station, make sure that
the address you assign is available on your network. If the IP address is already in use on your
network, the configuration interface of the LAN Docking Station will not be accessible. You
can resolve this situation by freeing up the IP address on the network and powering the LAN
Docking Station o then back on, or by resetting the LAN Docking Station to factory default
settings. See Resetting to factory defaults on page 18 for more information.
3.8 Changing the LAN Docking Station administrator password
To access the configuration interface of the LAN Docking Station, you must enter a password.
The factory default password is ‚administrator‘. The administration password protects the
settings of the LAN Docking Station against unauthorized access. It is highly recommended that
you change the default password when you first log on to the configuration interface.
1Type the new password into the
ADMINISTRATOR PASSWORD field on the
password settings panel.
2Confirm the password by typing it again into
the CONFIRM PASSWORD field.
3Press the SUBMIT button at the bottom of
the password settings panel.
DNote: If the password and the confirmation do not match, you will get an error pop-up
message after pressing the SUBMIT button. If this happens, start over from step 1.
CImportant: When you access the configuration interface of the LAN Docking Station,
your password is sent over the network in clear text format. Do not use your domain
administrator password or any existing network password for the LAN Docking Station.
ETip: If you have several LAN Docking Stations in your network, it is advisable to use the
same administrator password for each. This makes it easier to access them from the LAN
Docking Station Administration Tool (see page 20).
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3.9 Assigning a comment to the LAN Docking Station
You can assign comments to each LAN Docking Station. Assigning comments is not required, but
it can help you identify individual LAN Docking Stations within your organization.
1Enter the name of the oce (where the
LAN Docking Station is installed) along with
a comment in the the comments panel. This
will help you identify this LAN Docking
Station.
2Press the SUBMIT button at the bottom of
the comments panel to save your changes.
DNote: The ROOM field is limited to 128
characters; the COMMENT field is limited
to 255 characters.
3.10 Upgrading the LAN Docking Station firmware
Occasionally Philips may release new versions of the firmware with bug fixes and feature
improvements. Visit the support center at www.philips.com/dictation to check if a new firmware
version is available for the LAN Docking Station. The current version of the firmware is displayed
at the top of the configuration interface on the STATUS panel.
1Download the latest firmware (.bcd file) from www.philips.com/dictation.
2Save the .bcd file to to a network location that the LAN Docking Station can access. This can
be either an FTP server or an HTTP Web server.
3Open the LAN Docking Station configuration interface by entering its IP address in your
Web browser or using the LAN Docking Station Administration Tool.
4Select the type of server (FTP, SFTP, HTTP) where you have saved the .bcd file.
5Enter the domain name or IP address of the server hosting the firmware file into the SERVER
field (the server does not have to be on your Local Area Network). If you reference the
server using its domain name, make sure that at least one DNS server is configured (see
Assigning a static IP address on page 15) or that you are using DHCP (see Assigning an IP address
from DHCP on page 14).
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6Enter the port number of your server
into the PORT field. Unless your server
is configured to use nonstandard port
numbers, you should use 21 for an FTP
server, 22 for an SFTP connection and 80 for
an HTTP Web server.
7If your server requires authentication to
download the firmware file, enter the name
of the user account, the password, and
confirm the password. Otherwise leave the
USERNAME, PASSWORD and CONFIRM
PASSWORD text fields empty.
8Enter the full path and file name to the .bin
file of the new firmware into the PATH ON
SERVER text field.
9Press the UPGRADE NOW button to start the upgrade process.
DNote: Once the firmware upgrade is complete, the LAN Docking Station will restart. You
may get disconnected from the configuration interface.
3.11 Resetting to factory defaults
Follow these steps to reset the LAN Docking Station to its factory default configuration settings:
BWarning: When you reset the LAN Docking Station, all your configuration settings will be
lost.
For users of the Digital Pocket Memo 9600 (with international 4-position slide switch):
1Make sure that the LAN Docking Station is connected to the main power supply using the
Philips power supply.
2Slide a Digital pocket Memo 9600 or 9620 into the docking slot of the LAN Docking Station.
3Press and hold the EOL, the FAST FORWARD and the MENU button on the Digital Pocket
Memo simultaneously for 3 seconds.
4The configuration settings of the LAN Docking Station will reset to their factory defaults,
and the LAN Docking Station will restart. The IP address of the LAN Docking Station will be
set to 192.168.109.1 (subnet mask 255.255.255.0).
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5Open the LAN Docking Station configuration interface by entering its IP address in your
Web browser.
6You will be prompted to enter a user name and a password. Leave the user name field empty
and enter ‚administrator‘ in the PASSWORD field.
7Change the IP address of the LAN Docking Station according to your network policy. See
Changing the IP address of the LAN Docking Station on page 14 for more information.
For users of the Digital Pocket Memo 9620 (with Philips 4-position slide switch):
1Make sure that the LAN Docking Station is connected to the main power supply using the
Philips power supply.
2Slide a Digital pocket Memo 9600 or 9620 into the docking slot of the LAN Docking Station.
3Press and hold the EOL, the RECORD and the MENU button on the Digital Pocket Memo
simultaneously for 3 seconds.
4The configuration settings of the LAN Docking Station will reset to their factory defaults,
and the LAN Docking Station will restart. The IP address of the LAN Docking Station will be
set to 192.168.109.1 (subnet mask 255.255.255.0).
5Open the LAN Docking Station configuration interface by entering its IP address in your
Web browser.
6You will be prompted to enter a user name and a password. Leave the user name field empty
and enter ‚administrator‘ in the PASSWORD field.
7Change the IP address of the LAN Docking Station according to your network policy. See
Changing the IP address of the LAN Docking Station on page 14 for more information.
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4 LAN Docking Station Administration Tool
The Administration Tool allows the network administrator to quickly overview the status of up
to 100 LAN Docking Stations connected to a network and make configuration changes to them
from a centralized user interface.
4.1 Obtaining the Administration Tool software
The Administration Tool is sold separately. Contact your local reseller for more information.
4.2 System requirements
Hardware
IBM PC or compatible computer
Pentium III, 1 GHz, 512 MB RAM
10 MB hard disk space (350 MB if .NET and additional third party software installation is
required)
CD-ROM drive
LAN connection
Operating System
Windows 2000 (with service pack 4)
Windows XP (with service pack 2)
Windows Server 2003
Software
Microsoft .NET Framework 2.0
Microsoft Windows Installer 3.1
Microsoft Core XML Services (MSXML) 6.0
If a required software cannot not be found on the target computer, the installer will attempt to
install it.
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