Philips Pocket Memo Digital Recorder User manual

Philips Pocket Memo Digital Recorder
&
Philips SpeechExec Pro Dictate Software
User Manual
(Revised June 14, 2012)
Download a copy of this manual:
http://www.tncourts.gov/docs/documents/administrative-office-courts/dcr-handheld-recorder-install-
procedures
Download a copy of the Quick Reference:
http://www.tncourts.gov/docs/documents/administrative-office-courts/dcr-handheld-recorder-cheat-sheet-
roxio-users
For More Information, please contact
Administrative Office of the Courts
Technology Division
[phone]
[phone]

Table of Contents
About the Philips Digital Pocket Memo Recorder....................................................................... 3
Understanding the Parts of the DPM Recorder .......................................................................... 4
Getting Started........................................................................................................................... 5
Install the batteries ................................................................................................................. 5
Memory Card.......................................................................................................................... 5
Recharge the batteries........................................................................................................... 5
Using the docking station:................................................................................................... 5
Using the USB Cable and Computer................................................................................... 6
Activate Recorder................................................................................................................... 6
Recording format.................................................................................................................... 7
Volume Setting....................................................................................................................... 7
Microphone Sensitivity............................................................................................................ 7
Power Save Mode.................................................................................................................. 8
Menu Settings ........................................................................................................................ 8
Philips SpeechExec Software .................................................................................................... 8
Software Installation................................................................................................................... 8
Configure Additional Settings....................................................................................................17
Dictation................................................................................................................................20
General configuration.........................................................................................................20
Automatic Conversion........................................................................................................20
Rules.....................................................................................................................................21
Author Profiles...................................................................................................................21
Subfolder creation..............................................................................................................21
Delivery .................................................................................................................................22
DPM/DT Configuration ..........................................................................................................22
Download...........................................................................................................................22
Download Dictations ..........................................................................................................22
Automatic conversion.........................................................................................................23
Delivery after download......................................................................................................23
Path of DPM ......................................................................................................................23
Program Options................................................................................................................24
Recorder/Player ....................................................................................................................24
Audio Device Settings........................................................................................................24
Recording ..........................................................................................................................25
Options..............................................................................................................................25
Transfer of Settings to your DPM Device...............................................................................26
Record......................................................................................................................................26
Understanding the Display Indicators and Symbols ..................................................................27
Moving Between Recordings.....................................................................................................27
Add to a Recording...................................................................................................................27
Finish (Lock) a Recording.........................................................................................................28
Delete a File..............................................................................................................................28
Delete Part of a Recording........................................................................................................28
Using Philips SpeechExec Software .........................................................................................29
Download Recording Files........................................................................................................29
Using Roxio to Burn a Copy on a CD........................................................................................31

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About the Philips Digital Pocket Memo Recorder
The Philips Digital Pocket Memo (DPM) recorder will be
used as a backup when the Digital Court Recording (DCR)
equipment fails to operate properly and is unable to record
court proceedings. This DPM recorder must be fully charged
and be ready for use in case of difficulties.
The Philips SpeechExec Pro Dictate software product will
only be activated on a single computer; therefore, it must be
installed on the DCR computer in the courtroom. Please allow yourself plenty of time - at
least one hour to install and configure settings on this software. Once software is installed
and configured, your process for downloading recording files and burning disc copies will
be seamless and fast.
The software allows the DPM recording files to be downloaded onto the software program
and computer. Using Roxio, the recording files may be burned onto the CD-R disc in wave
format (.WAV). Two disc copies should then be created - one for transcription and one for
the clerk of court or file location that has been approved by the AOC. Windows Media
Player must be used to listen to the recording and for transcription.
Arrangements should be made with the judge, judge’s secretary, or clerk to keep
recorder/software disc in a secure but immediate location. The recorder should be
checked periodically (once a month) to make sure recorder is fully charged and to ensure
settings have not changed on the recorder. A test may be performed by creating a
recording file. It must be verified that the file will automatically download onto the DCR
computer. The CD may then be burned using Roxio. Go to a different computer that does
not have the Philips software installed on it and verify that the recording may be heard. If
you can hear the recording, this verifies that all settings are appropriately set and no one
has changed them. This test process will also ensure that you become familiar and
comfortable with using the recorder, downloading files, and burning CDs.
Transcription will be performed using Windows Media Player on your home computer.
There will not be any transcription software and/or foot pedal for transcription for this
product. Remember that using the backup DPM recorder should only happen on rare
occasions and not be the norm.
The same procedures that are used for the DCR recordings should also be used when
deleting DPM recording files from the hard drive from the DCR computer. The last work
days in March, June, September, and December of every year, or as close to that date as
possible, all DPM and DCR proceedings that have been saved to a CD-R disc and
previously filed with the clerk of court or in an AOC-approved location shall be deleted from
the DCR computer hard drive. This should be done only after it has been verified that the
recordings of the proceedings have been saved successfully.

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Understanding the Parts of the DPM Recorder
Smart Buttons
The button function is represented directly above the button in the display.
These functions change depending on the task you are performing.
Function Button
The function button is used for activating the Insert Mode to make
additions to a recording.
EOL (End of Letter) Button
Press this button when recording file requires no changes and file is
complete. This marks the file as finished and locked. Pressing the button
again removes the lock function and therefore be modified or deleted.
Slide Switch
Move the slide switch up or down to match the corresponding commands
within the display (Record, Stop, Play, and

Rewind).
+/- buttons
Use these buttons to navigate up/down the different display functions.
These buttons also control the volume during playback.
Download Indicator LED
The indicator lights blink when downloading and turn off when download is
complete.
Charge Indicator LED
The Indicator lights up green when charging. The green light blinks on/off
when charging is complete.
Display
Smart Buttons
Menu Button
EOL (End of Letter) Button
Slide Switch
+/-, Menu Navigation and Volume Control
On/Off Switch
Download Indicator LED
Charge Indicator LED
Docking Station
Fast Forward Button
Microphone Socket
Headphone Socket
Function Button

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Getting Started
Install the batteries
1. The On/Off switch on the recorder is in the OFF position.
2. Open the battery compartment on the back side of
recorder. Slide cover outwards.
3. Insert the two AAA batteries matching the polarity as
indicated.
4. Close the battery compartment by pushing it inwards until it
snaps.
Memory Card
Make sure the memory card is inserted into the recorder.
1. The recorder operates with a SD (SecureDigital) memory card which
is included and inserted to the back top of the recorder and already
formatted.
Recharge the batteries
Using the docking station:
1. Locate the main power supply and attach the correct
prong.
2. Connect the power supply cord to the back off the
docking station and into the wall socket.
3. The Recorder is in the OFF position.
4. Insert the recorder into the docking station. The bottom
of the recorder slides down, press firmly until it locks
into the docking station.
5. The green LED lights up indicating fast recharge mode. The Recorder display
indicates ‘Charging’.
6. Recharging is complete (about 2.5 hours) when the green LED blinks on and off.
Note: You can record while the recorder is in the docking station and is plugged to the wall
outlet.

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Using the USB Cable and Computer
1. Locate the USB cable and connect the small flat end into the
back of the charging station.
2. Plug the larger flat end of the cable into the USB port on the
front of the computer.
3. The Recorder is in the OFF position.
4. Insert the recorder into the docking station. The bottom of the
recorder slides down, press firmly until it locks into the docking
station.
5. The green LED lights up indicating fast recharge mode. The Recorder display
indicates ‘Charging’.
6. Recharging is complete (about 2.5 hours) when the green LED blinks on and off.
Note: You do not have to use the docking station when charging to the computer. Just
plug the small flat end into the bottom of the recorder. When connected to the
computer you will not be able to record.
Activate Recorder
1. Turn recorder on by sliding the ON/OFF switch to the ON position.
When turning ‘On’ the recorder for the first time you will be prompted to set the
‘Language’.
2. The language will already be selected and highlighted (INT) for international
language.
3. Look at the recorder display for OK and press the corresponding smart button.
Next the recorder will prompt you to set the date and time.
4. Press the + plus or – minus buttons to change the value for the year, month, day
or time settings.
5. Press the corresponding smart buttons to advance to the left or right of the
entry.
6. Press the +plus or –minus buttons to select a 12 hour (non-military) or 24 hour
clock (military time).
7. If a 12 hour clock is selected set the AM or PM settings.
8. The display window will show OK in the middle press the [Menu] button to
accept your changes.
9. If you make a mistake and need to change your settings then press the [Menu]
button.
10.Press the +plus or –minus buttons to scroll to ‘Setup’ then press the [Menu]
button again or the [Enter] smart button to get into the Setup submenu.
11.Press the +plus or – minus buttons to scroll through the menu list. Locate the
‘Date/Time’ then press the [Menu] button again or the [Enter] smart button to get
into the ‘Date/Time’ settings.
12.Once the Date/Time settings are correct then press the [OK] smart button to
save settings.

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13.Once settings are correct then press the [Menu] button to save those changes.
Lastly, press the [Back] smart button to get out of the submenu and main menu.
Recording format
The recording format determines the audio quality of recordings and affects the
number of audio files that can fit on the memory card.
QP – Quality Play requires 1 megabyte for 5 minutes of recording.
SP – Standard Play requires 1 megabyte for 10 minutes of recording.
Note: A memory card has storage capacities of up to 32 GB (gigabytes) over 100
hours of recording time.
1. Press the [Menu] button while the recorder is on the ‘Stop’ position.
2. Press the +plus or –minus buttons to scroll to the ‘Setup’ menu option. Press
the [Menu] button again or the [Enter] smart button to go to the submenu.
3. Press the +plus or –minus buttons to scroll to ‘Record Format’ and press the
[Menu] button again or the [Enter] smart button.
4. Press the +plus or –minus buttons to choose between ‘QP’ or ‘SP’.
5. Press the [OK] smart button to save settings.
6. Press the [Back] smart button to get out of the submenu and main menu.
Volume Setting
1. Press the [Menu] button while the recorder is on the ‘Stop’ position.
2. Press the +plus or –minus buttons to scroll to the ‘Setup’ menu option. Press
the [Menu] button again or the [Enter] smart button to go to the submenu.
3. Press the +plus or –minus buttons to scroll to ‘Volume’ and press the [Menu]
button again or the [Enter] smart button.
4. Press the +plus or –minus buttons to get it just below the halfway mark on the
Min side.
5. Press the [OK] smart button to save settings.
6. Press the [Back] smart button to get out of the submenu and main menu.
Microphone Sensitivity
Set the microphone sensitivity for the type of environment. Since the recorder will
be used for court hearings set this on High - Conference.
High – Conference (used when recording at a conference)
Medium – Dictation (used when recording dictation in a normal environment)
Low – Private (used when recording dictation in a noisy environment)
1. Press the [Menu] button while the recorder is on the ‘Stop’ position.
2. Press the +plus or –minus buttons to scroll to ‘Setup’ menu list and press the
[Menu] button again or the [Enter] smart button to go to the ‘Setup’ submenu.

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3. Press the +plus or –minus buttons to scroll to ‘Microphone’. Then press the
[Menu] button again or the [Enter] smart button to get into the microphone
settings.
4. Press the +plus or – minus buttons to choose ‘High’.
5. Press the [OK] smart button to save those settings.
6. Press the [Back] smart button to get out of the submenu and main menu.
Power Save Mode
After 60 minutes of inactivity, the recorder automatically goes into power-save mode
or to sleep. The LCD screen will display the date and time. Just press any button
to reactivate the recorder.
If the recorder is not used for more than two hours, it will turn off. Turn the unit on
by moving the ON/OFF switch to the OFF position then back to the ON position.
Menu Settings
1. Press the [Menu] button while the recorder is on the ‘Stop’ position.
2. Press the +plus or –minus buttons to scroll through the menu.
3. Then press the [Menu] button again or the [Enter] smart button to go into the
submenu.
4. Press the +plus or –minus buttons to scroll to menu option in the submenu list.
5. Then press the [Menu] button again or the [Enter] smart button to go into the
menu option selected.
6. Press the + plus or – minus buttons to select the function.
7. Press the [OK] smart button to save settings.
8. Press the [Back] smart button to get out of the submenu and main menu lists.
Philips SpeechExec Software
The software program will guide the User through device configurations and settings for
the DPM recorder. But the most important feature is that it enables the user to download
the DPM recording files onto the software program and computer. The User can set the
program to automatically convert the recording file format from (.dss) into wave format
(.wav). Then using Roxio Creator Classic the user will burn a copy of the wave (.wav)
recording file onto a CD disk. The disk will use Windows Media Player for playback and
transcription.
Software Installation
Before the installation process can begin, the computer must be turned on. Make sure that
you do not open any programs and there is not a CD/DVD in the disk drive. Please make
sure to allow yourself plenty of time, at least 60-90 minutes, for this installation process
and to configure the software settings.

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1. Insert the installation DVD software that came with the recorder in the CD/DVD-
ROM drive.
2. The computer should automatically detect the set-up program and prompt you to
begin the installation process. If the program does not start to install
automatically after a minute or so, click on the My Computer icon on the
computer’s desktop. Locate and open the CD/DVD drive. Look for an icon
called “autorun.exe” and
double click this icon to start
the installation process.
3. Click on Install.
4. Select the setup language (English) from the drop-down options and click [OK].
5. Close all open applications before continuing the setup, then click [Next].

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6. Accept the license agreement, and then click [Next].
7. Enter the product key found inside the Software CD case.
8. Enter TNDCR in the First name field and then click [Next].

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9. Verify that Typical is selected as the Setup Type and then click [Next].
10.Click on the [Install] button.
11.Click on the [Finish] button.

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11.The system will generate the following screen. Click the Xin the upper right
hand corner to exit this screen.
12.Double click on this icon on your desktop to open the program or you can
go to Start Programs Philips SpeechExec Philips SpeechExec Pro
Dictate. The program is looking for an Internet connection, but will not find it
therefore you will see the following message. Click on [Continue].
13.The SpeechExec program opens. Select File then Exit. Double click on this
icon on your desktop. The program will try again to connect to the Internet.
14.The system generates the following warning message because it is attempting
to connect to the Internet. Click the [Activate now] button.

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15.The system will attempt again to connect to the Internet. It will generate the
following error message. Check the checkbox to ‘Show other activation options’.
Then click [OK].
13.Locate ‘Other activation options’. ‘Select an offline option for activation’from the
drop down options. Someone in the courthouse should have internet access
therefore select Website.
14.Click the [Start offline activation] button.
15.The system will prompt you: ‘Are you sure you want to activate the product
offline?’Click on the [Yes] button.
16.The system tries again to locate an interent connection. The system displays
that it could not find Internet Explorer. Close that page.

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17.The program will generate an Activation short code.
18.Write the short code on the inside of software CD case in the white space above
the Product Key.
19.You will need to take the software CD case and go to another machine which
does have Internet. If you cannot locate another machine that has Internet then
call the help desk @ 1-800-448-7980 and they will help you with this activation
process.
20.Open Internet Explorer and on the address bar enter:
http://www.license.dictation.philips.com/
21.First you will enter the product key found in the Software CD case below the bar
code. Then click on the [Login] button.
Enter Product Key here.

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22.Verify license information displays PERMANENT, and then click on the ‘Activate
license’.
23.Enter the Activation short code that you wrote in the white space above the
Product Key in the case.Do not fill out any of the personal information, just click
on the [Activate] button.
Enter activation short code

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24.The system will generate that activation is successful. It will display an
activation response key that will have to be entered on the DCR computer where
you are installing the software program. Write this number down on the inside of
the Software CD case on the white space below the Product Key.
a. Save this response code to a file on the Internet computer.
b. Click the [Save to File] button. Save within My Documents, create a folder
and enter a file name for your file, then click [save]. (Just in case the number
is written incorrectly.)
c. Close out of Internet Explorer.
25.Return to the DCR computer where you are installing the software. Click [Close]
on the Activation short code generated window that was left open.
26.At the following screen.
Click on the Enter the activation code link.
Activation Response
Key will be listed here.

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27.This opens the Enter the activation code window: Enter the activation response
key that you got from the Internet computer or help desk which was written on
the inside of the case below the Product Key. Click [OK].
28.The software activation process is now complete. Click [Close].
29.Open the software program if not already opened. Double click on this icon
on your desktop to open the program or you can go to Start Programs 
Philips SpeechExec Philips SpeechExec Pro Dictate.
Configure Additional Settings
There are additional settings on the
software program that need to be
configured. Looking at the menu bar
these settings are found under
Settings General Settings or click
the Settings icon .
1. In the left pane of the General Setting window is a main menu list of settings that
can be configured. Selecting a menu item will open a
submenu list. The right pane will display which settings
can be configured for the menu item selected or it will
display a configure… link where you can set those
settings.
a. Once the settings are established then click the
[Apply] button.
b. Once you are done configuring these settings click
the [OK] button to close the General Setting window.
2. We need to start the New User Wizard to establish
some of the recorder configurations and settings.

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3. Click on the DPM/DT Configuration menu option.
a. Then click on DPM
Wizard.
b. Click on the Start
Wizard link found in
the right pane.
c. Click on DPM 9600
as the Select DPM
device type. Next
click [Ok].
9. At the Settings for DPM
screen, verify you have the
first two checkboxes
marked. Click [Next] to
continue.
10.At the Appearance screen, verify
that within the Display Mode the
‘Advance display’ is marked and
within the Lower Area that ‘File
name’ is selected. Click [Next] to
continue.

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11.Verify or select the ‘Recording
Format and Microphone
Sensitivity’ settings. Set the
microphone sensitivity on high
for conference. Select Classic
DSS mode and checkmark to
enable the noise reduction.
Then click [Next] to continue.
12.At the DMP File names screen, verify the settings: File name is set to Author
and Dictation number is set to ‘Continue existing sequence’. Then click [Next]
to continue.
13.At the Keyword Definition screen, click [Next] to continue.
14.At the Download Mode and File Type screen, select the Download Mode as
‘After connecting’ – so files will
download automatically when
recorder is attached to
computer.
a. Select the Download file
type as EOL (End of Letter)
files. Only the EOL
(finished) files will be
downloaded.
b. Verify whether the user
wants this option: ‘Delete
files on the DMP (recorder)
after download is finished’.
c. Click [Next] to continue.
15.At the DPM buttons screen all options are selected, click [Next] to continue.
16.At the Barcode settings screen, click [Next] to continue since will we will not
work with barcodes.
17.At the Protection screen, check the checkbox ‘Protect Device Configuration’.
Then click [Next] to continue.
18.At the Completed screen, plug the docking station to the DCR computer (where
the SpeechExe software has been installed) using the USB cable. Next turn the
recorder to the ‘ON’ position then insert the recorder into the docking station.
Then click on the [Finish] button.
19.You will get confirmation of the transfer of the DPM settings to your recorder.

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20.At the Additional Information screen, do not select to ‘Start the New User
Wizard’ when you open the program. Click [Next] to continue.
The wizard configuration settings are complete but there are other settings you need to
confirm and establish.
General Settings Menu List
Dictation
Click on Dictation General Configuration from the General Settings menu.
General configuration
1. Verify that Classic DSS is selected in the right window pane. Classic DSS
requires less storage space than the DSS Pro. Click the [Apply] button if
enabled.
Automatic Conversion
Click on Automatic Conversion
from the Dictation submenu.
1. Check the checkbox to ‘Convert
automatically when
opening/finishing a dictation’ in
both the Open and Finish
Dictation sections with the
following settings. Click on the
Configure... link to set these
settings.
2. The Select Auto Format window
opens. Select WAV as the File
type.
a. Check the check box to
‘Show all sound file formats’.
b. Then select the PCM format
from the drop down list.
c. Select the 8,000 kHz, 16 Bit, Mono attribute from the drop down list.
d. Then click [OK]. Repeat these steps for the Finish Dictation section.