Vidicode 1390 User manual

Call Recorder Manual ©-2001 Vidicode Datacommunicatie BV 1
Call Recorder
Manual
International
Headquarters VIDICODE Datacommunicatie BV
Blauwroodlaan 140, 2718 SK Zoetermeer
The Netherlands
Tel. [phone] Fax [phone]
[email protected] www.vidicode.nl
USA VIDICODE Datacommunications
PMB 259, 1616 Shipyard Blvd.
Wilmington, N.C. 28403
Tel. [phone] Fax [phone]
[e-mail] www.vidicode.com

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Call Recorder Manual ©-2001 Vidicode Datacommunicatie BV 3
Contents
1 INTRODUCTION 7
1.1 CONNECTING TO THE TELEPHONE NETWORK TO RECORD CALLS 8
1.2 CAPACITY OF THE RECORDER 9
1.3 THE DIFFERENCES BETWEEN THE THREE TYPES OF CALL
RECORDER. 10
1.3.1 The Hard Disk Call Recorder ................................................... 10
1.3.2 The LS120 Call Recorder ........................................................ 10
1.3.3 The Flash Call Recorder .......................................................... 11
1.4 SOME TERMINOLOGY 12
2 INSTALLING THE CALL RECORDER 15
2.1 UNPACKING 15
2.2 MOUNTING THE HEADSET REST 15
2.3 CONNECTING THE CALL RECORDER 16
2.4 TURNING ON THE POWER 20
3 CONFIGURING THE CALL RECORDER 23
3.1 ASPECTS OF CONFIGURING 23
3.1.1 Recording From: ...................................................................... 23
3.1.2 Setting the Start Signal ............................................................ 24
3.1.3 Signal Setting........................................................................... 25
3.1.4 Procedure for setting the signal level of speech detection ...... 26
3.1.5 Setting the Telephone.............................................................. 29
3.1.6 Setting the Recorder ................................................................ 29
3.1.7 Network settings ...................................................................... 30
3.1.8 Card Code................................................................................ 30
3.1.9 Quality of Recording ................................................................ 30
3.1.10 Setting the Clock...................................................................... 31
3.1.11 Setting the Password ............................................................... 31
3.1.12 Selecting the Language ........................................................... 32
3.1.13 Reset all Values ....................................................................... 32
4 OPERATING THE CALL RECORDER 33
4.1 AUTOMATIC RECORDING 33
4.2 MANUAL RECORDING 33

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4.3 OPERATING OPTIONS WHILE RECORDING 34
4.4 SEARCH AND PLAY 35
4.4.1 Searching and Finding Recordings.......................................... 35
4.4.2 The Function of the Recorder Keys Before and During Playback36
4.5 RECORDER SETTINGS 38
4.5.1 Access to Recorder Settings.................................................... 38
4.5.2 Card Always Needed ............................................................... 38
4.5.3 Minimum Time of Call .............................................................. 39
4.5.4 Notification Tone ...................................................................... 39
4.5.5 Asking to Store or Delete ......................................................... 39
4.5.6 Beep after storage ................................................................... 40
4.5.7 Silence Period.......................................................................... 40
4.5.8 Playback Volume ..................................................................... 40
4.5.9 Microphone Amplification......................................................... 40
4.5.10 Use of the Foot Switch............................................................. 41
5 OPERATING A HARD DISK CALL RECORDER 43
5.1 INTRODUCTION 43
5.2 THE DISK FUNCTIONS 43
6 OPERATING A FLASH CALL RECORDER 45
6.1 INTRODUCTION 45
6.2 ARCHIVING 45
6.3 SEARCH AND LISTEN 46
6.4 MANAGEMENT OF THE ARCHIVE 46
7 OPERATING AN LS120 CALL RECORDER 47
7.1 INTRODUCTION 47
7.2 THE LS120 DISK 47
7.3 DISK FUNCTIONS 48
7.3.1 Copying the Memory................................................................ 48
7.3.2 Free Space on Disk ................................................................. 49
7.3.3 Verifying a Disk ........................................................................ 50
7.3.4 Erasing Memory....................................................................... 50
7.3.5 Automatic Copying................................................................... 50
7.3.6 Software Update ...................................................................... 51
7.4 COPYING ONE RECORDING 51
7.5 PLAYING BACK FROM A DISK 52
7.6 LS120 DISKS AND YOUR PC 52

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8 THE CALL RECORDER IN USE AS A TELEPHONE 55
8.1 OPERATING THE CALL RECORDER AS A NORMAL TELEPHONE 55
8.2 CONFIGURING THE TELEPHONE FUNCTIONS 58
8.2.1 Telephone Active or not ........................................................... 58
8.2.2 Hook Flash and Earth Flash .................................................... 58
8.2.3 Waiting after Dialling ................................................................ 59
8.2.4 Caller ID ................................................................................... 59
8.2.5 K-break Detection (UK only) .................................................... 59
8.2.6 Answering ................................................................................ 60
8.2.7 The Settings of the Telephone Ring ........................................ 60
8.2.8 Use of Speaker with Answering Machine................................. 61
8.2.9 Maximum Message Time ......................................................... 61
9 THE TELEPHONE ANSWERING MACHINE 63
9.1 DESK-TOP OPERATION 63
9.1.1 Switching On and Off ............................................................... 63
9.1.2 Welcome Messages................................................................. 63
9.1.3 Playing Back Messages........................................................... 64
9.1.4 Playing Old Messages ............................................................. 65
9.2 OPERATING THE CALL RECORDER REMOTELY 65
9.2.1 Introduction .............................................................................. 65
9.2.2 Entering the Password............................................................. 66
9.2.3 Listening to New Messages Remotely..................................... 66
9.2.4 Selecting a Different Welcome Message Remotely................. 67
9.2.5 Changing the Password Remotely........................................... 67
9.2.6 Changing the Welcome Message Remotely............................ 67
9.2.7 Switching the Answering Machine on Remotely ...................... 68
9.2.8 Changing the System Messages ............................................. 68
10 THE CALL RECORDER AS A NORMAL RECORDER 71
10.1 RECORDING 71
10.2 SEARCH AND PLAY 72
11 THE NETWORK INTERFACE 73
11.1 THE POSSIBILITIES 73
11.2 CONFIGURATION 74
11.3 USE OF THE NETWORK INTERFACE 77
11.3.1 The FTP protocol ..................................................................... 77
11.3.2 The monitor.............................................................................. 77

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12 THE CRYPTO CARD OPTION 79
12.1 HOW A CRYPTO CARD WORKS 79
12.2 CHANGING THE CARD CODE 80
12.3 RECORDING WITH THE CRYPTO CARD 81
12.4 PLAYING RECORDINGS WITH THE CRYPTO CARD 81
13 ERASING A RECORDING 83
14 MAINTENANCE 85
14.1 CHANGING THE DISK DRIVE 85
15 POSSIBLE PROBLEMS & FREQUENTLY ASKED QUESTIONS87
15.1 POSSIBLE PROBLEMS 87
15.2 FREQUENTLY ASKED QUESTIONS 89
16 ACCESSORIES 91
17 GUARANTEE CONDITIONS 95
18 ADDITIONAL INFORMATION 97
19 INDEX 99

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1 Introduction
The Call Recorder is an audio recorder with certain special features:
•It has been specially designed to record telephone conversations
•It has connections for a microphone, a telephone headset and a
telephone line
•It records digitally
•It starts and stops recording automatically (or manually, if preferred)
•It archives the recordings to facilitate searching
•It highly compresses recordings, resulting in a large storage capacity
•It can encrypt recordings using the optional Crypto Card for a high
level of security
•It can interface with computers and networks using the Ethernet
interface and TCP/IP protocol with the built-in FTP server
The Call Recorder can be configured to automatically record from any one of
five possible signal sources
•A telephone line that goes through the recorder
•A telephone conversation conducted while the Call Recorder itself is
in use as a telephone
•A telephone line that is being monitored
•The telephone handset
•A microphone
There are three different types of Call Recorder:
•The Hard Disk Call Recorder, with an internal hard disk and a high
capacity of 1950 or 3900 hours

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•The Flash Call Recorder, with enough memory to record the
occasional conversation and a capacity of 3.5 or 7 hours
•The LS120 Call Recorder, with exchangeable LS120 disks each
having a capacity of about 32 hours.
The Call Recorder can function as a recorder only, but also as a telephone or
telephone answering machine, whichever you prefer.
1.1 Connecting to the Telephone Network to Record Calls
There are four ways of connecting the Call Recorder to the telephone
network:
1. As a stand-alone unit. The
Call Recorder functions as a
telephone which records the
conversations conducted
over it.
2. In series with a normal
telephone. The Call
Recorder automatically
records the conversations on
the normal telephone, but
can itself still be used as a
telephone at any time. A call
on the normal phone can be
monitored on the Call
Recorder, both via the
headset and the built-in
loudspeaker. The recorder is
activated by the line current
as soon as the handset of the telephone is taken off the hook.
3. Via the handset connection of the telephone. The recorder is
activitated when words are spoken into the handset and switches itself
off when no sound has been detected for a certain period of time.
4. Parallel to a telephone line which is being monitored.When
connected in this way, the line is not led through the recorder, so the
recorder cannot monitor the hookswitch. In principle a telephone line
could be tapped this way. It is used most often, however, to connect to a
Call Recorder being used as a telephone

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switchboard at some central point. The switchboard determines the
beginning and the end of the recording via the external contact. If there is
no external contact the recorder is activated when people speak on the
line, and de-activated when nothing has been said for some time.
1.2 Capacity of the Recorder
The Call Recorder can be set to operate seven different audio compression
techniques. The standard quality is meant for storage of telephone calls, and
is comparable in quality to GSM; it is the one most often used by our
customers.
In those cases where the quality of the recordings is of special importance, it
is possible to set a lower compression factor; the advantage is a significant
gain in quality, the disadvantage a lower storage capacity. When only
telephone conversations are being recorded, little is gained because the
quality of the telephoneline itself is a limiting factor. High quality will make a
difference, however, when one is recording a meeting, for instance.
It is also possible to set a higher compression factor to raise the storage
capacity. The highly compressed G.723 Low Rate still offers an acceptable
recording quality though to most listeners it will be obvious that this is highly
compressed audio.
The various compression techniques are interchangeable. All you need to do
is change the settings prior to recording. When the recordings are played, the
recorder will recognize the compression method used.
The table below gives an overview of the capacity of every model dependant
on the compression method used.
No. 1390
hard disk
No. 1391
hard disk
No. 1380
flash
memory
No. 1382
flash
memory
No. 1370
LS120
floppy
Digitalk
(standard)
1950 hours 3900 hours 4 hours 8 hours 31 hours
G.729 2080 hours 4160 hours 4,5 hours 9 hours 33 hours
G.728 1040 hours 2080 hours 2,25 hours 4,5 hours 16,5 hours
G.723
High Rate
2500 hours 5000 hours 5,5 hours 11 hours 41,5 hours
G.723
Low Rate
3145 hours 6290 hours 6,5 hours 13 hours 50 hours

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G.711 ALaw 260 hours 520 hours 0,5 hours 1 hours 4 hours
G.711 µLaw 260 hours 520 hours 0,5 hours 1 hours 4 hours
1.3 The differences between the three types of Call Recorder.
The table above shows that there are three different types of Call Recorder:
one with a hard disk, one with an internal flash memory and one with an
exchangeable LS120 disk. Each type of recorder treats the medium it records
from in a different way. The capacity of the storage medium has no
consequences for the way a Call Recorder operates. A recorder with a hard
disk of limited capacity operates in exactly the same way as one with a high
capacity, for instance.
1.3.1 The Hard Disk Call Recorder
A Call Recorder with a hard disk will automatically create space for new
recordings by erasing the oldest ones when the disk is close to full capacity.
This should be taken into account, and recordings that need to be kept longer
should be archived. It should present no practical problems, because the
capacity of this type of recorder is sufficient to store conversations of several
years.
The maximum number of recordings that can be stored in the recorder with a
hard disk is 500,000 for all models, which means there are no practical
restrictions.
When after several years of use the hard disk is approaching its full capacity,
the recorder will give a warning signal well in time for the user to check if
there are any objections to the oldest recordings being overwritten.
1.3.2 The LS120 Call Recorder
An LS120 Call Recorder not only has the capacity of the floppy disk at its
disposal, but also an internal flash disk, which is equal to that of article no.
1280 (flash disk 16Mb). This implies that when the floppy disk is full, some
four hours of recording time will be left, leaving ample time to place a new
disk in the recorder.

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The Call Recorder with a LS120 drive makes all its recordings in the (flash)
memory. Every night these recordings are automatically stored on the LS120
disk. When space is about to run out, a warning will appear on the display,
and a new LS120 should be placed in the disk-drive of the recorder.
It is also possible to manually copy the recordings onto the LS120 disk, In this
way several copies can be made, if this is required.
The maximum number of recordings that can be kept on an LS120 disk is
2048.
1.3.3 The Flash Call Recorder
The Flash Call Recorder has two important areas of application:
•applications in which recordings only occasionally need to be stored
permanently
•Applications in which the computernetwork continually centrally archives
recordings (e.g. at least once a day)
In the first application the capacity has therefore been split into two parts,
unlike the Hard Disk Call Recorder.
One half of its memory works just like a Hard Disk Call Recorder, continually
overwriting the oldest recordings. The other half of the memory serves as an
archive. A recording in the archive will be kept until it is erased by the user.
By pressing on the red button, for instance, the user is able to place a
recording in the archive.
When the archive is about to reach its limit, i.e. no more than 30 minutes of
standard quality recording can be added, a warning will be displayed on the
screen. Recordings will need to be erased, but before this is done, they can
be archived in a PC.
In the second application this type of recorder works just like a Hard Disk
recorder. Its entire capacity is utilised, and when the memory is full up, the
oldest recordings will be overwritten. It is essential that our Call Recorder
Archive Software has been installed on the network and automatically
archives the recordings at least once a day. In the case of automatic
archiving, using a Flash Call Recorder is more economical than using a Hard
Disk Call Recorder.

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There is no limit to the number of recordings in this type of Call Recorder
other than the capacity of the memory.
1.4 Some Terminology
For clarity the following terms are used to refer to the recorder’s controls:
1: LCD or display The screen that gives the user information
2: Softkeys The keys under the display that perform the
function on the display
3: Telephone keys The keys 0 and 1 to 9, * and #
4: Function keys The keys with their function shown above them as

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a pictogram
5: Recording keys The keys , , , , and , similar
to those on a cassette or video recorder
The following terms are used to describe the recording keys:
Record key
Rewind key
Stop key
Play key
Fast forward key
Special Call Recorder key for selecting the next recording
The following are the function keys:
Telephone key
Loudspeaker key
Telephonebook key
Disk key (for model with hard disk or flash disk)
Disk key (for model with LS120 floppy disk)
Call Recorder key
Audio Recorder key

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Answering Machine key
Menu (Configuration) key

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2 Installing the Call Recorder
2.1 Unpacking
The Call Recorder comes supplied with the following parts:
•headset
•mains supply adapter
•telephone cable with 2 jack plugs having six contacts
•adapter plug for the local telephone network, when applicable
•short coiled telephone cable with 2 jack plugs having 4 contacts
•metal rest for the headset, and a small plastic bag with two screws
and rings for mounting it
•this manual
•one LS120 disk (only with model 1370)
2.2 Mounting the Headset Rest
The headset rest has two square corners on one side. These should be
pressed firmly into the L-shaped groove at the bottom of the recorder, and
then tightly screwed in with the two screws and rings supplied.

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2.3 Connecting the Call Recorder
The way the Call Recorder is connected depends upon the intended use. The
available connections are listed below.
AConnection for a footswitch and/or start recording switch
BConnection for external mains supply
CConnection for headset/microphone/external speakers
DConnection for link to computer
E Connection to a 10BaseT ethernet hub/switch
FConnection for recording via the handset of the telephone
GConnection for recording via telephone and telephone line
Every application requires the following connections to be made:
BConnect the external mains supply adapter to B
CConnect the headset to C
The use of the headset itself is not compulsory. A separate microphone, or
multi media speakers, could be connected to the headset/microphone port as
well.
Use as a Telephone
In this application the Call Recorder itself is used as the only telephone. This
is possible when there is an analog telephone connection for non-system-
bound telephones. When the Call Recorder is used in this way it should be
connected as follows:
GConnect the telephone line to the ‘LINE’ port

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The telephone cable with the RJ12 jacks that comes supplied with the Call
Recorder should be used for this. It is an American type of cable that is
becoming increasingly popular outside America.
If you still have an old-fashioned wall socket, the telephone cable can be
connected with the adapter supplied.
Use in Combination with an Analog Telephone
In this application the Call Recorder and the telephone stand side by side.
The following should be connected:
GConnect the telephoneline to the ‘LINE’ port
Connect the telephone to the ‘PHONE’ port
If you have a normal analog extension, you will now be able to use both the
recorder and the telephone for making calls. All calls will be recorded.
If your phone has been equipped with a special local plug, it can easily be
connected onto the adapter plug supplied.
Use in Combination with a System-Bound Analog Telephone
In this application the Call Recorder and telephone stand side by side. The
following should be connected:
GConnect the telephoneline to the ‘LINE’ port
Connect the telephone to the ‘PHONE’ port
If you own a telephone that is system-bound (i.e. that is part of the in-house
telephone network) but is analog in its functioning, only the phone can be
used for making calls, not the recorder. The recorder will record all calls made

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on the telephone. There is a possibility that the recorder will not always
register the numbers you dial.
If your phone has been equipped with a special local plug, this can easily be
connected onto the adapter supplied.
Use with Entirely Digital and ISDN Telephones
In this application the recorder and the telephone stand side by side. When
used in this way the recorder taps the conversation on the cable between the
telephone and the telephone handset. The following should be connected:
FDisconnect the cable of the telephone handset from the side of
the phone, and connect it to the ‘HANDSET RECORDING’ - ‘to
handset’ port
Use the short cable supplied to connect the old connection to
the telephone handset on the phone to the ‘HANDSET
RECORDING’ - ‘to base’ port
If you have a modern telephone, the cable of the handset will fit straightaway.
You might own a telephone with an integral cable, in which case a special
cable may need to be made. Alternatively you could possibly swap your
phone with someone else’s in your firm who owns a more modern model.
Note: This method of connecting may mean that two jumpers within the
recorder have to be adjusted. They can be found at the back of the recorder
and are marked: JP3.
JP3 enables you to adapt the Call Recorder to a different wiring from the cable
between your telephone and telephone handset. Normally the inner two wires
serve the loudspeakers, while the outer two serve the microphone, or the other
way round: so either MLLM or LMML. In this case the jumpers JP3 are in the
correct position.

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The alternative is that the pairs of wires lie next to each other, according to the
schedule MMLL. If that is the case, the recorder can be adjusted by placing
both the jumpers on JP3 that are normally directed towards the left side (on pin
1 and 2 and on pin 4 and 5) of the recorder so that they directed to the right
side of the recorder (that is on pin 2 and 3 and on pin 5 and 6).
In order to do so it is necessary for you to open the recorder. If this is too
difficult for you, your supplier will gladly assist you.
NB: You may have noticed that this way of connecting works for every type of
telephone, so should be the preferred one. There are two drawbacks to this
method, however. One is that the recorder cannot distinguish between a free
and an engaged telephone line, and will stop recording when there is a longish
pause, for instance when you walk away from your telephone to get something,
occasionally resulting in two recordings of one conversation. The other
drawback is that the recorder cannot be used as an answering machine or
telephone when connected this way.
Use as a Normal Audio Recorder
When the Call Recorder is in use as a recorder, apart from the power supply,
only the normal audio connections are used, i.e. ‘HEADSET mic’
(microphone) and ‘HEADSET ls’ (loudspeaker).
Use of the Footswitch (option)
The only additional connection needed is:
AConnect the footswitch to the ‘SWITCH’ port
Use of an External Contact as Start Switch
The only additional connection needed is:
AConnect the external switch to the ‘SWITCH’ port
Connecting to the PC (with optional PC software)
If you have PC software for the Call Recorder, the PC should be connected
as follows:

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For a direct serial connection:
DConnect the PC cable to the ‘PC’ port on the Call Recorder, and to
Com 1 or Com 2 on the PC
The throughput of a serial connection is rather slow but this type of
connection can be made with almost any PC
For a connection over the LAN or internet:
E Connect the ethernet port of the recorder with a hub or switch of
your network using a standard network patch cable
This is the preferred way for an office environment with several recorders.
For a direct connection between the ethernet port of the recorder and
the ethernet port of a PC
E Connect the ethernet port of the recorder with the ethernet port of
the PC using a special crossover cable
In this way a very fast connection between a PC and a recorder can be
established for applications where there is only one PC and one recorder.
When such a fast connection is required but the PC has no ethernet card but
does have a USB port, as is common on notebook PC’s, a USB to ethernet
adapter can bridge the gap and offer a cost efficient high speed connection.
2.4 Turning on the power
Connect the mains supply adapter to the mains. The display will show the
following text:
RESET
Followed by:
INIT