DIGITAL VOICE RECORDER INSTRUCTIONS Thank you for purchasing an Olympus Digital Voice Recorder. Please read these instructions for information about using the product correctly and safely. Keep the instructions handy for future reference. To ensure successful recordings, we recommend that you test the record function and volume before use.
Introduction • 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. • The illustration of the screen and the recorder shown in this manual may differ from the actual product. The utmost care has been taken to ensure the integrity of this document, but if you find a questionable item, error or omission, please contact our Customer Support Center.
Table of contents Introduction Safety precautions ...................................... 4 1 Getting started Main features .............................................. 8 Identification of parts ................................. 9 Display status indicators (LCD panel) ..........................10 Inserting the battery ..................................11 Charging the battery ..................................12 Using the lithium ion battery ......................................
Safety precautions 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.
Safety precautions • 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. • Do not use organic solvents such as alcohol and lacquer thinner to clean the unit. Warning regarding data loss: • Recorded content in memory may be destroyed or erased by operating mistakes, unit malfunction, or during repair work.
Safety precautions Battery handling precautions f Danger: • The recorder uses a lithium ion battery specified by Olympus. Charge the battery with the specified AC adapter or charger. Do not use any other AC adapters or chargers. • Battery should never be exposed to flame, heated, short-circuited or disassembled. • Never heat or incinerate battery. • Take precautions when carrying or storing battery to prevent them from coming into contact with any metal objects such as jewelry, pins, fasteners, etc.
Safety precautions LCD monitor • The LCD used for the monitor is made with high-precision technology. However, black spots or bright spots of light may appear on the LCD Monitor. Due to its characteristics or the angle at which you are viewing the monitor, the spot may not be uniform in color and brightness. This is not a malfunction. Memory Card f Warning: • Do not touch the card contacts. That may damage the card. • Do not place the card in locations with static electricity.
Getting started Main features 1 Main features s Supports two types of memory: SD card and microSD card. s Three Programmable smart buttons F1,F2 and F3 (☞ P.43). s Supports 3 file formats: PCM (44.1 kHz/16 bit), MP3 (256 kbps or 128 kbps) and DS2 (DSS Pro QP or DSS Pro SP) (DSS) (☞ P.35). s Data encryption function for securing recordings on the device. It is possible to set the Encryption level to [High] (256 bit), [Standard] (128 bit) or [No] (deactivates the function).
Identification of parts 1 9 2 0 $ ( ) 3 4 ! 1 5 6 7 ^ & 8 w 1 SD card slot 2 Built-in microphone 3 NEW button 4 REC button 5 STOP button 6 PLAY button 7 REV button 8 ERASE button 9 Record indicator light 0 Display (LCD panel) ! + (Volume) button @ Fast Forward ( 9) button q = - Identification of parts @ # % * # OK/MENU button $ Programmable smart (F1,F2 ,F3) buttons % Rewind ( 0) button ^ – (Volume) button & Built-in speaker * Battery cover ( Battery cover release button ) POWER/HOLD switch
Identification of parts Display status indicators (LCD panel) 1 1 9 Identification of parts 2 3 4 5 6 0 ^ ! @ # $ % 7 & 8 Display in the recording mode Display in the playback mode 1 Current file name 2 Current folder 3 Current file number/ Total number of recorded files in the folder 4 Recording elapsed time 5 Remaining memory bar indicator 6 Remaining recording time 7 Level meter indicator 8 Button guide display 9 Recorder status indicator Display in the recording mode 0 Current playback tim
Inserting the battery This recorder uses a lithium ion battery specified by Olympus (LI-42B). Do not use any other type of battery. 1 Lightly press down on the battery cover release button, then open the battery cover, as shown in the illustration below. 2 2 Insert the battery observing the correct polarity as shown in the illustration, then close the battery cover. • Insert the battery by sliding in direction A while pushing down in direction B. • The supplied battery is not fully charged.
Charging the battery After loading the battery into the recorder, you can charge it by connecting the USB cable to the recorder. Fully charge the battery (approx. 3 hours) before use. Connect the USB cable to the recorder. Using the lithium ion battery The included battery is exclusively for use with the Olympus voice recorder DS-3500. Do not use in combination with other electronic equipment. Cautions concerning the battery 1 Read the following instructions carefully when you use the battery.
Charging the battery Notes • When disposing batteries, always observe the local laws and regulations. Contact your local recycling center for proper disposal methods. • If battery is not fully discharged, protect it against short-circuiting (e.g. by taping the contacts) before disposal. Power supply from USB cable Use the USB cable when recording for extended period of time. 1 Verify that the recorder is in stop mode. 2 Connect the USB cable to the recorder while pressing the OK/MENU button.
Turning on/off the power HOLD When the recorder is not being used, turn the power off to reduce battery consumption to a minimum. If you set the recorder to HOLD mode, the running conditions will be preserved, and all buttons will be disabled. This feature is useful when the recorder has to be carried in a bag or pocket. This mode can also prevent you from accidentally stopping the recording.
Memory card This recorder uses two types of memories: a microSD card as internal memory, and an SD card as additional memory. You can remove the content recorded in both the cards safely in case of malfunction of the recorder. Inserting and ejecting a SD card Inserting a SD card Compatible cards Insert the SD card fully into the card slot, facing the direction shown in the illustration below, until it clicks into place. The recorder supports memory card capacity from 512 MB up to 32 GB.
Memory card 1 Memory card/ Setting time and date Notes • 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 into the slot, data may not be written properly. • When an unformatted card is inserted into the card slot, the recorder will automatically display the format menu options (☞ P.41). • Use only cards formatted with the recorder (☞ P.41).
Setting time and date 1 Press the 9 or 0 button to select the item to set. Select the item from the “hour ”, “minute”, “year ”, “month” and “day ” with a flashing point. Changing the time and date If the current time and date is not correct, set it using the procedure below. 1 While the recorder is in stop mode, press the OK/MENU button. 2 Press the 9 or 0 button to select [Device Menu] tab. 2 Press the + or − button to set.
Basic operations Recording By default, 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. Up to 200 messages can be recorded per folder. Also, by default, the Recording Mode is [DSS Pro QP].
Recording New recording 1 Create a new file to record in. 1 Press the NEW button to create a new file. • It is possible to select the Work Type from the work type list by using the ODMS software (☞ P.43). a New file number b Remaining recording time b 2 Press the REC button to start recording. • The record indicator light turns on. Turn the microphone in the direction of the source to be recorded. 2 2 Recording 2 a 3 Press the STOP button to stop recording.
Recording Overwrite recording 1 You can overwrite a previously recorded file starting from any point within the file. When using overwriting, the overwritten part will be erased. • This function will not be available if an MP3 file has been selected. 1 Select and play the file you want to overwrite. • Stop the playback in the point you want to start overwriting. 2 Recording 2 2 Press the REC button to start overwriting. • The record indicator light turns on.
Recording Insert recording 1 Additional recording can be inserted into previously recorded file. • This function will not be available if an MP3 file has been selected. 1 Select and play the file you want to insert an additional recording into. 2 • [Insert Rec?] will appear on the display. 2 Recording 2 While playing the file, press the F1 (INSERT) button to insert an additional recording. 3 Press the REC button to start inserting the additional recording. 3 • The record indicator light turns on.
2 Hands-free recording/ Recording monitor EN 22 Hands-free recording Recording monitor The recorder can be used as a hands-free recording device. To set up the recorder for hands-free operation, connect the optional Olympus Foot Switch to the back of the docking station (optional) as shown in the illustration below. You can set the Hands-free function of the recorder to [Dictation] (default) of [ Transcription] by using the customize functions of the ODMS software (☞ P.43).
Playback You can playback a file starting from any point. 1 1 Select the file, then press the PLAY button to start playback. 2 2 Press the + or – button to adjust the volume. Playback 2 • The volume can be adjusted within a range from [00] to [30]. 3 3 Press the STOP button at any point you want to stop the playback.
Playback 2 Playback EN 24 Playback functions Operation How to cancel Fast Forward (FF) Press the 9 button once while in stop mode. Press the STOP button. Rewind (REW) Press the 0 button once while in stop mode. Cue (Cue) Press and hold the 9 button while in stop or playback mode. Release the button. Review (Rev) Press and hold the 0 button while in stop or playback mode. Release the button. Press and hold the REV button. Release the button.
Erasing Erasing files A selected file can be erased from a folder. Also, all files in a folder can be erased simultaneously. 1 Select the file you want to erase. 2 2 Press the ERASE button. 2 3 4 Erasing 3 Press the + button to select [Erase in Folder] or [File Erase]. [Erase in Folder]: All files in a folder can be erased simultaneously. [File Erase]: Erase one file. 4 Press the OK/MENU button. 5 Press the + button to select [Start], then press the OK/MENU button.
Erasing Partially erasing a file Any unnecessary part of a file can be erased. 1 Start playback the file you want to erase partially. 2 2 Erasing 3 2 Press the ERASE button at the point you want to start erasing. • While playback continues, [Erase Start] will appear on the display. • If the press the F2 ( ) button, playback will skip (F.Skip) to the end of the file and then stop. That will be set automatically as the ending point of the partial erase.
Erasing 4 Press the ERASE button to confirm the erasure. 4 • The display changes to [Partial erasing !] and erasing will start. • When [Partial erase completed.] appears on the display, partial erase is complete. 2 Erasing Notes • If the ERASE button is not pressed within 8 seconds after the [Start point] and [End point] are alternately displayed, the recorder will revert to stop status. • An erased file cannot be restored. • The erasing process may take up to 10 seconds.
Advanced operations Selecting folders and files Displaying file information The recorder can display a variety of information related to the current file. Changing folders 1 While the recorder is in stop mode, press the F1 (FOLDER) button. • The folder list screen will be displayed. 1 Select the file whose information you want to display. 2 Press the +, – or F1 (FOLDER) button to select the folder, then press the OK/MENU button.
Device lock function Access to the recorder can be restricted by using the Device Lock function. Password authentication can be safer for your data in case the recorder is lost. The password can be set by using the ODMS software (☞ P.43). When the password has been registered, you will be asked for it on start-up. 3 After all four digits have been entered, press the F2 (ENTER) button.
Setting the Author ID and Work Type Every file recorded on the recorder will include the Author ID and Work Type as part of its header information. To create multiple Author IDs and Work Types on the recorder, use the bundled ODMS software to create and upload a data list (list of Author IDs and Work Types) to the recorder. For more details, refer to the online help for ODMS software (☞ P.46). By default the Author ID is set to “DS3500”. Setting an Author ID 1 Turn ON the recorder.
Verbal Comment Verbal comments are useful to append vocal instructions while recording. It is possible to search and playback Verbal comment using the ODMS and DSS Player software. Verbal comments are also useful to give instructions to transcriptionists. • Verbal comments can be set on DS2 files only. Setting a Verbal Comment 1 While the recorder is in recording mode, press and hold the F1 (VERBAL) button. • Data recorded while pressing the F1 ( VERBAL) button will be recorded as Verbal Comment.
Index marks Index marks can be placed into a file during recording or playback. Index marks are used to provide a quick and easy way to identify important or significant parts within the file. Setting an index mark 1 While the recorder is in recording mode or in playback mode, press the F3 (INDEX) button. Clearing an index mark 1 Select a file in which index marks you wish to erase are contained. 2 Press the 9 or 0 button to select the index mark to erase.
How to use the menu Items in menus are categorized by tabs, so select a tab first and move to a desired item to quickly set it. You can set each menu item as follows. 2 Press the 9 or 0 button to move to the tab that contains the item you want to set. • You can change the menu display by moving the settings tab cursor. F1, F3 button OK/MENU button +, − button 9 , 0 button 3 3 Press the + or − button to move to the item you want to set. • Move to the menu item you want to set.
How to use the menu 5 Press the + or – button to change the setting. Menu list File Menu [Priority] [Pending] [File Lock] [Work Type] [Information] Rec Menu [Mic Sense] [Rec Mode] 3 [VCVA] How to use the menu • Pressing the 0 button without pressing the OK/MENU button will cancel the settings and return you to the previous screen. LCD/Sound Menu [LED] [Beep] 6 Press the OK/MENU button to complete the setting. • You will be informed that the settings have been established via the screen.
Menu items File Menu Priority Pending When you set [Pending] to the file, the file becomes “Pending file”. If “Download file” is set to “Finished file” by ODMS software, the [Pending] file is not transferred and only [Finished] file (edited file) will be transferred to your PC. [Pending]: Sets to a file of “Editing” and [ ] will appear on the display. [Finished]: Sets to a file of “already edited”. File Lock The File lock function allows you to prevent important files from being accidentally erased.
Menu items • Since the built-in microphone is monaural, even if you enable [PCM ST ] in [Rec Mode] the sound recorded through the built-in microphone will be monaural. In order to do stereo recording, the external stereo microphone will be necessary (optional). • You cannot select the [DSS Pro QP] mode when setting the recorder to the DSS Classic mode. For details, see “Recording” in the “Customizing the recorder ” (☞ P.43).
Menu items LCD/Sound Menu Backlight By default, the display will remain lit for about 10 seconds when a button on the recorder is pressed. 1 Select [Lighting Time], [Dim Light Time] or [Brightness]. Language (Lang) You can set the language for the recorder’s user interface. [Česky] [Dansk] [Deutsch] [English] [Español] [Français] [Nederlands] [Polski] [Русский] [Svenska]: • The languages available may vary depending on the country/region where the product is purchased. 2 Select the options.
Menu items Device Menu Card Select By default, the recording media is set to [SD Card] by the manufacturer. • The recording media [ ] or [ ] will appear on the display. Cue/Rev The playback sound of Cue and Review operation and Cue and Review speed can be set. 3 1 Select [Sound] or [Speed]. Menu items [Sound]: Set the playback sound of Cue and Review to On or Off. [Speed]: Set the Cue and Review speed. 2 Select the options. When [Sound] is selected: [On]: Activate the playback sound of Cue and Review.
Menu items Editing the Work Type information 1 Select the file for which you want to edit the Work Type information (☞ P.28). 5 Press the + or – button on the Work Type information screen to select the Option Item, then press the OK/MENU button. • The Option Item name input screen will be displayed. • When inputting or editing an Option Item name, only characters recognized by the ODMS software can be used. 2 Select [Work Type] at the [File Menu] screen, then press the OK/MENU button.
Menu items 3 Menu items s Moving the entry column: When pressing the + button if the cursor is on top of the Keyboard window, the cursor will disappear. An Input position within the input name display area will change from flashing to lighting. 9 button: Each press the button moves the Input position one space to the next (right). The Input position can be moved up to the space next (right) to the last character. 0 button: Each press the button moves the Input position one space to the previous (left).
Formatting the card [Format] Cards that have been used in non-Olympus devices, or cards that are not recognized by the recorder, must be formatted before they can be used with the recorder. 3 Press the + or – button to select [Start] option. 1 Select [Device Menu] at the [Format] screen, then press the OK/MENU button. 2 Press the + or – button to select [SD Card] or [microSD Card], then press the OK/MENU button. 3 Formatting the card 4 Press the OK/MENU button to confirm [Start] selection.
Formatting the card 3 Formatting the card EN 42 Notes • The time required to format a card varies according to the capacity of the card to be formatted. Do not interrupt the formatting process with the following actions. Doing so may damage the data or the card. - Remove the card. - Remove the battery. • Formatting the card will erase all the stored data, including locked files. • When an unformatted card is inserted, the format menu will be displayed automatically.
Customizing the recorder You can customize various settings of the recorder using the ODMS software (☞ P.45). For more details, refer to the online help for ODMS software (☞ P.46). Common settings You can set the default values for each of the recorder’s Menu items. Administrative settings ❏ General Splash Message: • You can set the contents that appear in the message which is displayed during start-up.
Customizing the recorder ❏ Device Folders You can perform various settings related to the recorder’s folders. 3 Enabled: • Change the number of usable folders. You can change the functions assigned to the Programmable Smart Buttons (F1, F2, F3 buttons) and the Main Buttons (NEW, REC , STOP, PLAY, REV buttons). You can also choose how to operate the REC button when recording. Folder name: • Change the folder name. Main Button functions: • Select a combination of functions.
Managing files on your PC ODMS and DSS Player software Minimum requirement ODMS software (Windows) Operating System: For Stand-Alone: Microsoft® Windows® XP: Professional / Home Edition SP3 x86 Professional / Home Edition SP2 x64 Microsoft® Windows Vista®: Ultimate / Enterprise / Business / Home Premium SP2 (both of x86/64) Microsoft® Windows 7®: Ultimate / Enterprise / Professional / Home Premium (both of x86/64) For Workgroup: Microsoft® Windows® XP: Professional SP3 x86 Professional SP2 x64 Microsoft®
ODMS and DSS Player software Browser: Microsoft Internet Explorer 6.0 or later Drive: CD-ROM, CD-R, CD-RW, DVD-ROM drive Display: 1024 x 768 pixels or more, 65,536 colors or more (16,770,000 colors or more is recommended) USB port: One or more free ports Others: With the Dictation Module, Transcription Module: A Microsoft WDM- or MME-compliant and Windows-compatible sound device DSS Player software (Macintosh) 4 ODMS and DSS Player software EN 46 Operating System: Mac OS X 10.4.11 - 10.
Connecting to your PC Connecting to your PC using the USB cable 1 Boot the PC. 2 Connect the USB cable to the USB port of the PC. 3 Connect the USB cable to the connecting terminal on the bottom of the recorder. • [Remote (Composite)] is displayed on the recorder if the USB cable is connected. After connecting the recorder to your PC, it will be powered through the USB cable. When connected to a PC, the SD card and the microSD card will be recognized from the PC as separated removable disk drives.
Connecting to your PC Disconnecting from your PC Windows 1 Click [ ] on the task bar located at the lower-right corner of the screen. Click [Safely remove USB Mass Storage Device]. • The drive letter will differ depending on the PC being used. 2 Confirm that the record indicator light turns off before disconnecting the USB cable. Macintosh 4 1 Drag and drop the recorder’s drive icon for this recorder displayed on the desktop to the Recycle Bin icon.
Other information Alarm message list Explanation [Battery Low] The battery power is low. Action Charge the battery (☞ P.12). [Power Supply Error Remove Power Plug] Voltage outside of the allowable limit has been detected. Use an AC adapter compatible with the voltage standard of your environment (optional). [File Protected] Editing or deleting the file is not possible. Unlock the file (☞ P.35). [Index Full] The maximum number of Index marks has been reached (max 32 Index marks per file).
Troubleshooting Symptom Nothing appears on the display Unable to use any buttons Unable to record 5 Troubleshooting No playback tone heard Probable cause Action The battery power is low. Charge the battery (☞ P.12). The recorder is turned off. Turn the power on (☞ P.14). The recorder is currently in Power Save mode. Press any button. The recorder is in HOLD mode. Release the recorder from HOLD (☞ P.14). The card does not have enough memory.
Troubleshooting Symptom Unable to set index marks Probable cause Action The maximum number of index marks (32) has been reached. Erase unnecessary index marks (☞ P.32). The file is locked. Unlock the file (☞ P.35). The SD card is locked. Unlock the SD card. Unable to set verbal comments The maximum number of verbal comments (32) has been reached. Erase unnecessary verbal comments (☞ P.31). Cannot find the recorded file Wrong recording media or folder.
Accessories (optional) s Headset: E62, E102 Stereo headset for your PC. A helpful tool for PC based transcription. s Monaural binaural earphone: E20 s Noise-cancellation microphone: ME12 (Dictation microphone) Used to get crisp recordings of your own voice by reducing the effects of ambient noise. Recommended to improve the accuracy when using voice-recognition software. s External microphone: ME15 A lavalier omni-directional microphone that clips to clothing.
Specifications General points Overall frequency response 4 Recording format: DS2 (Digital Speech Standard Pro) Linear PCM (Pulse Code Modulation) MP3 (MPEG-1 Audio Layer3) 4 Recording media: microSD, SD card (512 MB to 32 GB) 4 Sampling frequency: [DSS Pro QP] 16 kHz [DSS Pro SP] 12 kHz Linear PCM format: 44.1 kHz 44.1 kHz [128kbps] 44.1 kHz 4 Speaker: Built-in ø23 mm round dynamic speaker 4 MIC/EAR jack: ø3.5 mm mini-jack, impedance MIC 2 kΩ, EAR 8 Ω or more 4 Maximum working output (DC 3.
Specifications 4 During playback mode (Earphone playback): Maximum recording time per file DS2 format: [DSS Pro QP] Approx. 21 h. [DSS Pro SP] Approx. 21 h. • The maximum capacity for a single file is limited to approx. 4 GB for MP3. • Regardless of the memory remaining amount, the longest sound recording time per file is restricted to the following value. 4 DS2 format: Linear PCM format: [PCM ST] Approx. 19 h. [DSS Pro QP] 99 h. 59 min. [DSS Pro SP] 99 h. 59 min.
Technical assistance and support The DS-3500 is part of the Olympus Professional Dictation and Transcription Systems. Your certified professional dealer has been fully trained on the entire Olympus Professional Dictation Systems, including all dictation, transcription devices and Softwares. For any inquiries relating to your Olympus Profession Dictation System on installation and set up, please contact your professional dealer whom you purchased the system from for technical assistance and guidance.
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