TABLE OF CONTENTS LOGGING WITH FTR (THE ANNOTATOR)... 8 SAMPLE LOG USING THE ANNOTATOR'S GLOSSARY... 11

Transcription

1 TABLE OF CONTENTS SET UP SEQUENCE... 3 RECORDING WITH FTR START AND END SEQUENCE... 4 BACKUP DRIVE SECURITY ISSUES... 7 LOGGING WITH FTR (THE ANNOTATOR)... 8 SAMPLE LOG USING THE ANNOTATOR'S GLOSSARY USING WORD PERFECT (INSTEAD OF A LOG) PLAYBACK SEQUENCE SAVING TO CD LOG NOTES TO CD WP FILE TO CD AUDIO TO CD HIGH SPEED VERSUS DIAL-UP INTERNET USERS COPYING FROM THE REPLICATOR TO CD DUPLICATING AUDIO FOR USE IN A CD PLAYER CLOSING OUT A CD FORMATTING CD S TRANSCRIBING WITH FTR WITHOUT LOG NOTES (LAPTOP JOB) LAYERING YOUR LOG NOTES ON YOUR TRANSCRIPT WORK SENT TO YOU CHECKLISTS FOR SENDING JOBS OUT SENDING FOR TYPING SENDING FOR PROCESSING (ALREADY TYPED) Revised Page 1

2 OLYMPUS BACKUP RECORDER RECORDING -- ATTACHED TO MIXER RECORDING -- STAND ALONE MANAGING FILES BATTERIES/MEMORY CARD TRANSFERRING FILES FROM OLYMPUS SETTING TIME AND DATE TROUBLESHOOTING NO AUDIO SOUND CARD ISN'T WORKING MIXER ISN'T WORKING FTR AND/OR COMPUTER ISN'T WORKING IDENTIFYING THE SOURCE BUZZING/POPPING SOUND - NO AUDIO NO POWER INTERMITTENT AUDIO PROBLEMS ERROR MESSAGE KEYBOARD FREEZES UP PLAYER/ANNOTATOR WON'T STAY ON SCREEN PLAYBACK PROBLEMS - NO OR LOW AUDIO PINPOINTING AN AUDIO PROBLEM Handouts included: THE RECORD RECORDER QUICK REFERENCE THE RECORD PLAYER QUICK REFERENCE THE RECORD ANNOTATOR QUICK REFERENCE Revised Page 2

3 SETUP SEQUENCE AT DEP 1. Set equipment case on floor (or chair) and open it. CONNECTION: Plug extension cord into wall outlet. Verify power is reaching equipment by checking lights on strip plug, Dell power cord and mixer. 2. Set up laptop and attach power cord. BUT DO NOT POWER IT ON YET. 3. Unpack imic sound card (and verify it's set to LINE) CONNECTION: Connect USB end of sound card to the top left USB connection on the laptop computer. 4. Now turn on the laptop. While it is powering up, make the following connections: 5. CONNECTIONS to imic sound card: * Attach headset to splitter * Attach mixer's patch cord to IN spot 6. Set up external speaker and attach to imic splitter 7. Set out mikes, keeping them close to your equipment case for testing, and turn them on. 8. Log into computer. Verify that wireless connection is off. Then start FTR. Open the Recorder. Click Start Recording button. If your recorder is set to automatically pull up the Player, then wait while it does that. If not, to pull up the Player by pressing the Play at End button on the Recorder. After it loads up, make sure that it is in Play at End mode. NOTE: When recording, always open the Player from the Recorder, not separately. 9. Put headset on and test mikes. Set levels on mixer, both individual mike volumes and master volume. Set listening levels on Player, both individual channels and master. 10. After testing mikes, stop the recording by clicking Stop Recording on the Recorder and then click on "Yes" or press the Enter key NOTE: If the Record Replicator program pops up on the computer screen at any time during setup, minimize it to the tray. DO NOT CLOSE OUT THE REPLICATOR by clicking on the red X. Minimize it instead. Revised Page 3

4 RECORDING WITH FTR START & END SEQUENCE 1. Double click on the RECORD RECORDER to open. Reposition on screen. 2. Click the Start Recording button on the Recorder. If your recorder is set to automatically pull up the Player, then wait while it does that. If not, to pull up the Player, press the Play at End button on the Recorder. NOTE: When recording, always open the Player from the Recorder, not separately. The Player will now open. After it loads up, make sure that it is in Play at End mode. 3. Test and set levels on mikes. To verify that you re recording, ensure that: 1) You can hear sound in your headset 2) The recording button on the RECORDER is red 3) The time is running on the RECORDER IMPORTANT NOTE: You must have all three of these together. Items 2 and 3 alone are not enough; that is just a visual that you are recording. You MUST HEAR AUDIO before you can proceed with a dep. You MUST ALWAYS MONITOR THE AUDIO with your headset. If you cannot hear audio, you cannot proceed with the dep until you successfully troubleshoot the problem. Then adjust mixer levels and adjust playback levels on the PLAYER for listening comfort. 4. Stop (pause) the recording process by clicking the Stop Recording button on the RECORDER and then press Enter or click on "Yes" to verify that you want to stop recording. END SEQUENCE 1. Stop the recording by clicking the Stop Recording button on the RECORDER and then press Enter or click on "Yes" to verify that you want to stop recording. 2. If logging, on the RECORD ANNOTATOR enter a final time stamp and a note for End Log 3. Close out the RECORDER, the PLAYER, and the ANNOTATOR programs by clicking on the red X s Revised Page 4

5 WHAT IS A BACKUP DRIVE? NOTE: The newer computers have a flash drive that is inserted into the front of the computer, and the files are automatically backed up to that. If you have one of these computers, then you don't need an external backup drive and can disregard the notes on this page. You have been provided with a backup drive to back up your audio files while making the recording. To use the backup drive simply insert it into either USB port on the back of your laptop. Your computer is programmed to copy any recording you make to this drive at the same time it records the original audio to the computer s hard drive. This is a fail-safe to provide a copy of the audio should the hard drive of your computer fail before you either transmit your audio file to the CO or archive your recording to a CD. Should you forget to insert this backup drive, a window will appear and remind you. Just insert it at this time and continue. If you do not have this backup drive with you or it is not functioning properly, you can still take the dep. It is not necessary to delay the dep or to cancel taking the dep just because the backup drive is not working or is not available. Revised Page 5

6 1. When you insert the backup drive, this type of window appears - just cancel it. 2. This window appears when you do not have your backup drive attached to the USB port and you start your recording. Just attach the backup drive and continue. IF you should not have your backup drive available, cancel this window and continue with the recording in the usual way. You will make a copy using the Replicator or downloading on your high-speed connection after the dep. This is the second copy of the audio. Revised Page 6

7 SECURITY ISSUES Once the testimony has been captured and stored on the hard drive and disk, it s essential that it be secure. During long breaks or lunches where you will be away from the dep site, you must be confident that the testimony will not be tampered with or somehow lost. If you feel the laptop is safe, take the testimony with you. 1. Unplug the backup drive and take with you. 2. Be sure to insert before starting to record again. If you are concerned about the security of your laptop, take the laptop with you. 1. Eject the backup drive as above. 2. Shut down your computer. 3. Re-insert the external drive after booting up your computer to start recording again. Revised Page 7

8 LOGGING WITH FTR (The Annotator) 1. Double click on the RECORD ANNOTATOR (after you have already opened the recorder and player). 2. Verify that the date and location (your name) are correct. If there is no location noted, click on arrow to the right of that box and select your name from the dropdown menu. 3. Fill in the description box with: Job #, Witness Name (last, first) 4. If using enhancements, enable shorthand and/or select a glossary in the annotator (Tools). Set up short forms as needed. See pg. 11 for more on glossaries. 5. FOR MULTIPLE WITNESSES: To open up additional log sheets, click on the New Log Sheet icon (page). The new log sheet will overlay any log sheets already open. Fill in the description box as noted in step #3. Minimize or close log sheets not in use, or use Windows function to manage files. 6. Use asterisks to indicate any confirmations or notes. To search for these easily: A. Click on the Edit tab, then Select Find. Or just click on the binocular icon. B. Enter an asterisk, or whatever you re searching, in the Find window. C. Click on the Find button to start the search. D. To continue searching the same thing, click on Alt+F3 to repeat the search. 7. To highlight items in your log, Click on the Edit tab, then Format. You can choose from bold, italics, underline and colors. 8. LOG KEYS TO REMEMBER: CTRL+Enter Returns one line and enters a time stamp Enter Returns one line to speaker box (no time stamp entered until you type) Shift+Enter Returns one line in present box (speaker or note box) Right click on any line and pick Delete. This Deletes a log note entry. Revised Page 8

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11 USING THE ANNOTATOR'S GLOSSARY The glossary function in the annotator is a collection of commonly used words or phrases which are assigned keyboard shortcuts, providing a rapid means of inserting a log note. To use the glossary function: 1. From the annotator's toolbar, click on the Tools icon, then select Glossaries 2. From the Select Glossary box, click on Custom, then Open 3. Now you can create new entries or edit and delete existing entries. 4. To create a new entry: < Click on New < In the New Key box, enter the shortcut keystrokes you want connected to this entry, such as Ctrl+A or Alt+1 < In the Label box, enter the name for the shortcut < In the Glossary Entry box, enter the exact keystrokes for the entry as you want it typed out. If you want control codes, which will position your cursor in a particular spot on the log before and/or after the entry, use the Left, Right, End, New Line buttons as well (see below). < When finished, click OK. Then continue adding/editing entries. When finished with the glossary, close out the program with the red X. Control Codes: Left - Moves the cursor to the last position in the Speaker column of the current log note. Right - Moves the cursor to the last position in the Note column of the current log note. End - Moves the cursor to the Speaker column of the last empty log note New Line - Inserts a new line in the current log note field. For more detailed instructions regarding the glossary function of the annotator, refer to Chapter 6 of the Reporter Manual. Revised Page 11

12 USING WORDPERFECT (INSTEAD OF A LOG) 1. Load WordPerfect (after you have already opened the recorder and player). 2. Position the PLAYER and RECORDER to the top of the WP screen (If they do not overlay WP, check that Always on top is enabled on both. In the recorder, click on View; in the player, click on the icon left of the question mark). 3. Now laptop as usual, using the integration feature that places time stamps at all Q s and provides a link to the Record Player. FTR_kvandebogert_2005_12:34:31 a. There s a macro on the Tool bar, farthest to the right, that toggles the Time Stamp feature on and off. When you want the time stamps, be sure Link Insert is selected. When you don t want the time stamps, select the Default setting, such as when you re typing someone else s work at home. b. To remove the time stamps press Ctrl + C, and they become hidden text. To view them again, go to the View tab and check the Hidden Text selection. If you use the View function to see them again, use the View function to hide them. PLAYBACK SEQUENCE WITH WORD PERFECT 1. Click on the time stamp preceding the testimony you want to play back. 2. Press Ctrl + P and watch for the time on the player to change back to that time. (It will go to a couple of seconds further back). 3. Click on the Play button on the Player, find the correct spot, and then turn on the external speaker (or pull out your headset if you don't have an external speaker). Set the volumes on the Player and proceed as usual. 4. After the playback, Press Ctrl + End to return to the last place on your Word Perfect document and start typing again. Revised Page 12

13 PLAYBACK SEQUENCE 1. DO NOT STOP the recording. 2. Scroll back to the appropriate time stamp in the log and click on it. Adjust as necessary with the rewind/fast forward buttons to find the requested testimony (other options: adjust the Current Play Time or drag the control tab). 3. Turn on the external speaker (or remove your headset from the laptop if you don't have an external speaker). 4. Turn the master volume on the PLAYER all the way up (then adjust the individual channels all the way up if more volume is needed). 5. After playback, verify whether they need to hear it again. If not, turn off the speaker (or insert headset back into laptop) and click on Play at End on the PLAYER. Inform them you re back on the record. 6. Adjust master/channel volumes back down on PLAYER. 7. Click on log with mouse, and then enter a time stamp (Ctrl+Enter) in the log to mark the end of the playback process. NOTE: To change A.M. to P.M. or vice versa, use the apostrophe key ('). That's the toggle key for this function. Revised Page 13

14 SAVING TO CD SAVING LOG NOTES TO CD 1. NOTE: Do this after log notes are complete and fully confirmed 2. Click on Save Copy As (double disk icon) on the ANNOTATOR 3. In the Save In: box, pick CD Drive (D:) or (E:), located under My Computer NOTE: Use a formatted CD 4. In the File Name box, enter: Job #, Witness name (last, first) Example: SmithJohn (Do not use hyphens, periods, etc. when naming files. Use caps and lower case letters only). Click Save 5. Give it time to copy, and then verify it s been copied to the CD by clicking on Save Copy As again. SAVING WP FILE TO CD (laptop job) 1. From WP, click F5 to list files 2. Click once on the named file 3. Click once on the Copy To icon (fourth icon from left) 4. Click once on the CD-RW Drive 5. Click on Copy NOTE: Use a formatted disk. Revised Page 14

15 SAVING AUDIO TO CD See Page 20 for duplicating audio to be used in a CD player NOTE: Dial-up Internet users need to use the Replicator program to save audio to CD (see the next couple of pages). Use the instructions on this page only if you need a second copy of an audio file or if you are a high-speed Internet user. 1. Load a formatted CD in the CD ROM drive. 2. Open the Player. 3. Click on the open file icon 4. Click on Local Recordings. 5. Now click on the date the file was created. Then click through the next two options, your name and then FTR media. 6. The audio will now load on the player. Verify that this is the correct date, and listen to a portion of the audio to further verify that this is the correct file. If you need to copy only a portion of the day s recordings to CD, refer to page 25 of Chapter 2, Player, in the FTR manual. 7. Now click on the Save Copy As icon (looks like a disk, located next to the open file icon). 8. A Save Selected Content box will pop up. The Path box will be empty. To the right of that box, click on the Browse key. 9. Now click on My Computer, then click on CD Drive D: (or E:) drive, then click OK. 10. Now the Path box should display the following: D:\ (or E:\) 11. Now click on the Save button. The audio will now save to the CD. NOTE: When saving audio files in this way, they will appear different when viewing them in My Computer. Instead of one audio file, they will appear as numerous files with your name as the file name. When pulling them in through FTR, however, they will appear as one file and will function normally. Revised Page 15

16 HIGH-SPEED INTERNET USERS VERSUS DIAL-UP USERS How and when you make a copy of an audio file to CD will depend on whether you re sending a file for typing, for proofing, for hold type, and whether you have dial-up or high-speed Internet. HIGH SPEED INTERNET USERS Your audio recordings are automatically sent to the CO s computer the next time you connect to the office through . You do not need to connect your backup drive or attach a file or send a message. The system transfers any audio files you have recorded, and it will do so automatically and internally the next time you log into the Network system. So, if you are keeping a file to type, you do not need to back it up to a CD because the CO has the backup. NOTE: This download may take some time depending on the length of the recording. If you are sending the file in for typing or proofing, or if the file is a hold type, you will need to copy the audio to a CD and ship it. Although the CO will have the backup that is automatically sent, they will not be pulling it off the server and making copies to send to typists. This is the reporter s responsibility. In these instances you will copy the audio to a formatted CD from the FTR Player per the instructions on page 15. DIAL-UP INTERNET USERS You will need to copy all your files to a CD after the dep, even those you are keeping to type. The CO needs a backup copy for permanent storage, and you cannot send these through a dial-up connection. Use the Replicator program to do this. The process is quick, using an unformatted CD. You will not need to protect or close out the CD s; the program does that for you. Follow the instructions on the following pages to copy your audio files through the Replicator program. Revised Page 16

17 Copying From the Replicator to CD Double click on the Replicator icon in the bottom right-hand tray. Be sure you have an unformatted CD installed. 1. Click on Storage. You ll notice two different dates on this example. Each date will copy to one CD. You cannot replicate two days worth of recordings to the same CD from this program. The program will download one day, close out the CD and finalize it automatically. It will start with the pending one first, which is the newest file. 2. Click on the Start button to begin the replicating. Notice the Storage drive is the CD drive in your laptop. Revised Page 17

18 3. These windows tell you the progress of the copying and finalizing. 4. When finished this window appears. Click Okay. 5. Now repeat the process for any other pending/available files, inserting a new unformatted CD each time. NOTE: Non-audio files -- annotator logs and WP laptop jobs -- should be placed on a separate, formatted CD. Follow the usual procedures for protecting and closing out the CD before sending it to the CO. Revised Page 18

19 6. To check the status of your recordings, a. Open the Replicator(double click the Replicator icon down by your clock). b. Select the top icon, which should be your first initial and last name. c. The dialogue box displays information about your recordings. d. If you have 0 hrs 00 mins next to Yet to be stored this means all of your recordings have either been burned to a CD (dial up internet) or sent to the CO over the internet (high-speed internet) for storage. Revised Page 19

20 DUPLICATING AUDIO FOR USE IN A CD PLAYER NOTE: You can only duplicate 80 minutes of audio to one CD. 1. Insert an UNFORMATTED CD into your disk drive. 2. Select the first 80 minutes of audio you want to copy. In the example below 1 hour and 18 minutes or 78 total minutes has been selected. The duplication starts at 2:00:30, the time the dep started, not from when the microphones were tested or there is other junk prior to the actual start. Make a note of the time you ended for this first save, 3:26:02 3. Click on the Save button. 4. The following window will pop up. Click on the Audio CD tab. It tells you how many minutes you have asked it to save. Click on Save. Revised Page 20

21 5. The program creates a temporary file by converting the audio into a format (.wav) that a regular CD player will play. Notice the display of (1/2), which indicates this is the first of two steps. The program will take itself to the next step without you having to click on anything. 6. After creating the temporary file, the program will write it to the CD. Both processes together take about 10 minutes. 7. The disk door will pop open and you can label the CD. Proceed to copy the next part of the audio. 8. Go back to the Player and drag your arrow from the left to the time where you ended the first time (3:26:02). Revised Page 21

22 9. Now drag the right-hand arrow to the end of the recording or the next 80 minutes, which ever comes first, and repeat the Save steps. In this example there were 35 minutes and 21 seconds of recording left to copy. NO TE: There is a fee to provide copies of audio CD's to attorneys. Refer to your rate chart for the current fee. Revised Page 22

23 CLOSING OUT A CD Verify, eject and protect a CD 1. To verify that all files have been copied to the CD, open My Computer. Then right click on the CD ROM drive, and click Open. Audio files = preceded by a file icon and are assigned a name by the system which is the date the file was created; i.e., Log files = preceded by a red FTR logo and are named by you with job #, witness name(s) and city; i.e., SmithJohn. 2. Eject the CD by pressing the eject button on the CD drive (if you have problems getting it to eject, click on My Computer, then right click on CD Drive, then click on Eject ). 3. An Eject CD box will display with several options. To close out the CD, check both of the following: a. Close to Read on Any Computer... b. Protect CD so it cannot be written to again. 4. Label the CD with a soft-tip felt pen as follows: Job #, Witness Name(s), Date, City Add whether "Audio" or "Log" Store in a jewel case. NOTE: To verify if a CD has already been closed out: < From My Computer, click once on the CD ROM drive so that it highlights. < Right click and go to Properties. < If the CD has been closed out, it will read UDFRDR. < If the CD has been formatted but not closed out, it will read CDUDF. Revised Page 23

24 FORMATTING CD S 1. Double click on My Computer (icon on desktop, or can be found by clicking on green Start button) 2. Right click on the CD Drive 3. Click on Format 4. A box pops up which gives you the option to label the CD. The default label is Volume_1 (D:). You can keep that label or change it (by labeling the CD s Formatted. This may help you organize which CD s you ve formatted already). 5. Click on the Start Format button or the Enter key on the keyboard 6. When the formatting is finished, a blank box will pop up. Click on the red X to close it Eject the CD. On the Eject CD box that comes up, leave the defaults as they are and click OK. This is different than the choices you make when ejecting a CD that you ve recorded/copied to, for obvious reasons; you want to be able to copy to it later, so you DON T want to check the box for Protect CD so it cannot be written to again. Revised Page 24

25 TRANSCRIBING WITH FTR 1. Plug the foot pedal into the USB port on the back of the computer, and attach the headset to the computer. NOTE: You need to attach the foot pedal to the computer BEFORE opening the player. If the player is already open, close it and reopen it again. FOOT PEDAL NOTES: Middle of the pedal = PLAY Left control = Fast Forward Right control = Rewind To reset the timing on the foot pedal, click on the Properties button on the PLAYER (the first icon), click on the Foot Control tab, and set the "Backspace interval." You can also reset the pedal order (Play, Rew, Fwd) from this tab. 2. Open WordPerfect and retrieve face page or file. 3. Now minimize WP so you can access the desktop (or click on the Desktop icon in the tray to access the desktop). 4. Open the RECORD ANNOTATOR (log notes) by double clicking on it. 5. Click on Open (the file icon). 6. The Look in: box will be set for FTR Navigator. Double click on Log Sheets, then the appropriate date, then your name, then FTR Log Sheets. This will pull up ALL log sheets generated on that date, layered on top of each other. 7. To manage log sheets for multiple witnesses, click on Window. Each set of log sheets will be listed with their description, including job number, witness name and date. Just click on the one you want to type. 8. To pull up the accompanying audio, just click on any time stamp in the log notes. This will pull up the PLAYER and will set it at the same spot as the time stamp. Now click on the foot pedal to hear the audio at that spot. Adjust the master and channel volume settings as needed. Revised Page 25

26 9. Now maximize WordPerfect again, and then adjust the PLAYER and ANNOTATOR to a workable size and location on the screen (once you ve started the PLAYER, it s best to minimize it to the tray, and then just pull it up when you want to adjust a volume or turn off a channel). 10. So that your log notes overlay the WP screen, make sure the Always on top option is checked (under View ). Also, the log notes need to be in Read only mode (gray background, not white) to work in sync with the audio (moving along as the audio moves); change this setting with the Toggle edit mode icon (looks like a book). 11. IMPORTANT NOTE: When you have finished transcribing for the day, make a note in your transcript of the exact time on the PLAYER where you have left off. You will need this marker when you start typing again, because the PLAYER will reset to the beginning when it closes out. TRANSCRIBING WITHOUT LOG NOTES (Laptop Job) The steps are the same as above, with the exception of retrieving the audio. In this case you will: 1. Open the RECORD PLAYER 2. Click on the Open file icon 3. Next click on Local recordings. Then click on your name followed by "Open." Find the appropriate date and double click on it. Revised Page 26

27 LAYERING YOUR LOG NOTES ON YOUR TRANSCRIPT < To re-size your log notes: If your log notes are taking up your whole screen, click on the window screen NEXT to the red X at the top right-hand corner to make them appear in a smaller window. < In the middle of the top or bottom bar of the window, move your cursor until a little, black arrow appears with points at the top and bottom. < Left click and drag that arrow up or down to shrink the number of lines on the log notes so that only two or three appear. < Enable Always on top by clicking on the view tab and making sure this feature has a check mark by it. < Bring up Word Perfect, move the whole Annotator window by moving your cursor to the middle of the top edge, left clicking and dragging the window out of your way for typing. < That s it! Now as you type and listen to the audio, the log notes will scroll along with the testimony. There s no need to print them out. Revised Page 27

28 TRANSCRIBING WORK SENT TO YOU ACCESSING AUDIO FROM THE CO (must have high-speed Internet) 1. Connect to the VPN 2. Open the FTR Player and click on the Open Folder icon 3. Click on the Central Office file. It will now go into "searching" mode and make take a few minutes 4. Double-click on the date that applies, then double-click on the reporter's name that applies. 5. The audio will now download to your Player. After the download is complete, save the file to your Temporary Recordings. See step 5 below. ACCESSING AUDIO FROM CD 1. Insert the CD in your D:\ or CD drive. 2. Open FTR Player and click on the Open Folder icon. 3. In the box that pops up, select D: (E:) or CD, however your drive is named. 4. Keep clicking on the selections that appear, including date, name, and FTR Media. Once you ve clicked through these, the audio content will load to the player. 5. Save the audio file to the Temporary Recordings folder on your desktop. < Click on the floppy disk icon next to the open folder on your FTR Player. That's the Save command. < Click on the Browse button. < Click on Temporary Recordings, < Click Okay, then Save. 6. Now, if this is a laptop job, open the WP file from the CD as you would any WP file. Revised Page 28

29 7. To open the log sheets, replace the audio CD with the CD that contains the Annotator file and click on the Start button. If the log is on the same CD as the audio, just drop down to the Start button and left click on it. Then click on Run. 8. Where it says "Type the name of " insert D: (or E:) in the window. All the files on the CD drive will appear. 9. Left click on the annotator file of the witness you are typing. The annotator will open up with this file loaded. Click on a time stamp to link the log to the audio in your player to start transcription. 10. After you've finished typing the job, you must delete the audio files from the Temporary Recordings file AND the recycle bin when you are done typing the job. < Left click on the Temporary Recordings file folder on your desktop. < Left click on the Edit tab at the top of your screen. < Left click on Select All. < Left click on Delete Selected Items. < Click on the Yes button in the window that pops up. < Go to the Recycle Bin icon on your desktop < Left click on it. < Left click on Empty the Recycle bin. < Click on the Yes button in the window that pops up. IMPORTANT NOTE: You must delete the file and empty the recycle bin when you are done with the transcription so additional audio files do not clog your computer's memory and cause a possible recording failure. FTR will not look at these files to overwrite should it require memory as it does in your FTR Local Recordings storage file. Revised Page 29

30 CHECKLIST FOR SENDING JOBS OUT SENDING FOR TYPING HIGH-SPEED INTERNET USERS 1. Fill out an electronic TIS (turn-in sheet). Then wait for an from Sherri indicating whether the file should be sent to the CO or directly to a typist. You should receive those instructions the same day. If you do not hear from Sherri in 24 hours, contact her. 2. If you're directed to send the file to a typist, fill out an electronic JIS (job information sheet), and attach to that the Annotator file or WordPerfect file, and the photo (or insert the photo on the title page), and that to the typist. If there are any exhibits, send those to the CO -- not the typist -- in an inter-departmental envelope. The typist will access the audio and the Notice through Solaria. NOTE: To attach an annotator file in , find the appropriate file by date and name in "FTR log sheets" in the C: drive. 3. If you're directed to send the file to the CO, fill out and print a copy of a JIS, and put that in an Assignment Folder along with a CD containing the Annotator file or WP file and the photo. If there are any exhibits, put those in an inter-departmental envelope and clip it to the back of the Assignment Folder. Then ship all this to the CO. When a typist is assigned to the file, she will access the audio and the Notice through Solaria. DIAL-UP INTERNET USERS 1. Fill out an electronic TIS (turn-in sheet). Then wait for an from Sherri indicating whether the file should be sent to the CO or directly to a typist. You should receive those instructions the same day. If you do not hear from Sherri in 24 hours, contact her. 2. Next make a copy of the audio file. Copy the recording on an unformatted CD through the Replicator program. 3. Then on a separate formatted CD, copy your Annotator file or WP file (laptop job) and the photo of the witness (or insert the photo on the tile page). Revised Page 30

31 4. If you're directed to send the file to a typist, fill out an electronic JIS (job information sheet) and print that out. In an Assignment Folder, put the JIS, the Notice, the audio CD, and the second CD containing the log or WP file (laptop job) and photo, and ship that to the typist. If there are any exhibits, send those to the CO -- not the typist -- in an inter-departmental envelope. 5. If you're directed to send the file to the CO, follow the same steps as above, putting any exhibits in an inter-departmental envelope which you can then clip to the back of the Assignment Folder. Then ship all this to the CO. Revised Page 31

32 SENDING FOR PROCESSING (Already typed) HIGH-SPEED INTERNET USERS 1. For final-copy transcripts: Attach the transcript in and send to If there are any exhibits, ship those to the CO (pre-ship before the transcript is done whenever possible). 2. For transcripts that need to be proofed: Attach the transcript and the Notice in and send to If there is an annotator log, attach that as well. Include in your any additional notes for the proofing department. If there are any exhibits, ship those to the CO (pre-ship before the transcript is done whenever possible). DIAL-UP INTERNET USERS 1. For final-copy transcripts: Attach the transcript in and send to If there are any exhibits, ship those to the CO (pre-ship before the transcript is done whenever possible). Ship the audio on CD in an Assignment Folder the next time you are shipping something. 2. For transcripts that need to be proofed: First, ship the audio on CD in an Assignment Folder. This should be shipped ahead of ing the transcript so that the audio is at the CO when the transcript arrives for proofing. If there are any exhibits, ship those to the CO (pre-ship before the transcript is done whenever possible). When the transcript is done, it to Attach the Notice to the . If there is an annotator log, attach that as well. Include in your any additional notes for the proofing department. Revised Page 32

33 1. The POWER button is located on the back of the recorder. OLYMPUS BACKUP RECORDER 2. The power must be off to eject the memory card. Slide the EJECT button up to remove the memory card The MICSENS button should be set to DICT. 4. The VCVA should be off. 5. The HOLD button should be up or left. 6. The top number indicates what file you are on. 7. The second number indicates how much time you ve been recording. 8. The bottom number indicates the amount of time you have left to record on the memory card. 9. The light above the word Olympus displays red when recording. 10. The playback volume is located on the top of the recorder. Revised Page 33

34 RECORDING WITH OLYMPUS RECORDER ATTACHED TO MIXER 1. Unplug the mixer patch cable from the sound card and plug it into the MIC jack on the top of the recorder. 2. Set your mixer to mono, because the backup records on only the left channel. 3. Turn your volumes down, otherwise there will be a loud screeching and you will over record. 4. Plug your headset into the EAR jack on the top of the recorder. 5. Turn the power on. The power switch is on the back of the recorder. 6. The time that the red arrow is pointing at indicates the amount of time you have left to record. 7. Press the REC button (yellow arrow) to begin recording. 8. Check to see that the orange record light is glowing. It's located just above the arrow seen on the right side. Revised Page 34

35 RECORDING WITH OLYMPUS RECORDER STAND ALONE -- NO MIXER 1. Turn Power on (back of recorder) 2. Plug microphone (Boundary microphone) into Mic input (top of recorder) 3. Check settings on left of recorder per instructions (Micsens = Dict, VCVA = off, Hold = up/left) 4. Press Record 5. To check recording: Stop, REW, then Play 6. To monitor recording: Plug headset into Ear (top of recorder) Function buttons: REC = Start recording STOP = Stop recording REW/FF = Rewind/Fast-forward recording PLAY = Play recording Revised Page 35

36 MANAGING FILES ON THE OLYMPUS RECORDER < The recorder can store more than one file at a time. When you turn the recorder on, it defaults to File 1, New File, and records to that file until you turn the recorder off. You can start and stop the recording as many times as you want, and it will keep recording to File 1 as long as the recorder hasn t been turned off. < Once you turn the recorder off, when it s turned back on, it defaults to File 2 as the New File, and stores your previous recording on File 1. This process continues; i.e., 3, 4, etc.; until files are downloaded to the computer or deleted or memory is full. < To move between files, press RW or FF twice. Pressing once will rewind or fastforward the file you re on; pressing twice will move you to the next file. < To erase a file, press Erase once, and then press Erase a second time at the confirm message. BATTERIES/MEMORY CARD < The recorder is powered by two AAA batteries. To access the battery compartment, slide the cover off on the back of the recorder. The number of recording hours on batteries is unknown, so always keep extra AAA batteries on hand. < The amount of recording time available on the recorder is also determined by the memory card. The display on the recorder indicates the total amount of recording time available, which can vary from 5 hours to 11, depending on the card. Once a card is full, another memory card can be swapped into the recorder. To access the memory card, turn the recorder off, then press Eject on the back of the recorder. Revised Page 36

37 TRANSFERRING FILES FROM THE OLYMPUS RECORDER < On the laptop, double click on the Olympus DSS Player 2000" icon. < Turn on the Olympus recorder. < Now, using the gray transfer cable provided with the recorder, plug the small end into the bottom of the recorder and plug the USB end into any USB slot on the laptop. The Olympus screen will now start to flash "Please Wait." < On your computer, a window will pop up to start the download (if it doesn't, click on the Download tab and select Download All). When it's done downloading, the Olympus screen will display "Remote," and on the computer screen you'll see 2 files in the window. One has a.dss file extension and the other will have a.wav file extension. NOTE: If you don't see a.wav file, then click on View, Current View, All Files. This should cure the problem. < You can play the files from this program, but to transcribe them, you'll want to load them into FTR. To do that, continue with the following steps: < Insert a FORMATTED CD. Wait for the computer to look at what's in the drive and close any window that pops up. < Then highlight the recording with the.wav extension. < Under the Edit command, select Copy. < Open the CD ROM drive and right click and Paste the audio file onto the CD. Allow time to copy. < You may now load the audio from the CD to the FTR player and save to the Temporary Recordings folder for transcription. < Close out the CD by choosing Close to read on any computer and protect CD when you eject it. Revised Page 37

38 SETTING THE TIME AND DATE ON THE OLYMPUS 1. Press the MENU button. < Press the FF or REW button on the side of the unit until Time&Date appears. < Press the Play button. < Use the FF or REW to adjust the value that is flashing. < Press Play to accept the value. < Repeatedly press Play to go to the next value you want to change. < Use FF or REW to change the value. < Press Play to accept. < Press Stop when you are done. The main window will re-appear. NOTE: Your DSS software has been set to automatically adjust the date and time from your computer to your Olympus DSS recorder every time it downloads. Revised Page 38

39 TROUBLESHOOTING NO AUDIO < Check that the patch cord is firmly attached to the sound card at one end and to the mixer at the other. < Check that the headset is attached to the sound card. < Check the volume icon on the computer (megaphone), located in the bottom tray, and make sure the Mute box is unchecked and the volume is all the way up. Make sure the Mute button is off on the keyboard (by the F12 key) < Check that the mikes are on. < Check that there is power to the system (strip plug is attached to wall, light is on the strip plug) and power to the mixer (hold down battery light button, check that power cord is attached to mixer and strip plug). < CHECK THE SOUND CARD < Is it firmly attached to the computer? < Is it being recognized by FTR? Check a setting to determine this: - From the Recorder, click on Tools, Options, Multimedia - In the Sound Card box, imic should be displayed. If not, click on the down arrow to the right of this box and select it from the list, then click Finish. After all this, if you still have NO AUDIO: < Shut down FTR, both the Recorder and Player, and reload them. < If you still do not have audio, shut down everything and reboot the computer. < Check one final setting in the computer: - Click on Start, Control Panel, Sounds & Audio Devices, and the Audio tab. - The Sound Playback default device should be: imic USB audio - The Sound Recording default device should be: imic USB audio OPTIONS: < Take the dep with the backup recorder attached to the mixer (see pg. 34) < If the sound card is the issue, take the dep with the computer's internal sound card (see next page). Revised Page 39

40 SOUND CARD ISN'T WORKING < Did you attach it before powering up the computer? < Did you attach it to the top left USB port? Is it firmly attached? < Is it being recognized by FTR? Check a setting to determine this: - From the Recorder, click on Tools, Options, Multimedia - In the Sound Card box, imic should be displayed. If not, click on the down arrow to the right of this box and select it from the list, then click Finish. < Try rebooting the computer. Close out all programs, then turn the computer off and back on. OPTIONS: SWITCH TO THE COMPUTER'S INTERNAL SOUND CARD < First, you need to change a setting. From the Recorder, click on Tools, Options, Multimedia. < In the Sound Card box, click on the down arrow to the right. < Pick IDT Audio from the drop-down list, and then click Finish. Now, make a change with your equipment: < Detach the patch card from the sound card and attach it to the microphone input on the computer instead < Set the mixer on mono (because the internal sound card is a mono sound card). REMINDER: After the sound card is repaired/replaced, remember to reverse the sound card setting in the computer (to imic) and to set the mixer back to stereo. Revised Page 40

41 MIXER ISN'T WORKING < Verify it's receiving power by holding down the battery button and watching for a red light. If there's no power, check that it's turned on, that the white power pack is connected to the mixer and to the strip plug, and that the strip plug is receiving power. If still no power, replace the power pack with the backup one. < Check that the patch cord is connected firmly and in the correct spot (outputs). Then replace the patch cord with the backup one. OPTIONS: < Switch to your backup mixer < TAKE THE DEP WITHOUT A MIXER < Plug the boundary mike into the computer at the mike input, located next to the headset input. < Disconnect the patch cord from the computer. Change a setting in FTR. < From the Recorder, click on Tools, Options, Multimedia. < At the Sound Card box, click on the down arrow. < Select IDT Audio (the internal sound card), and click Finish. < Now you re ready to take the dep. Keep in mind that the dep will be recorded in mono. REMINDER: When the dep is finished, you need to reverse this setting. FTR AND/OR COMPUTER ISN'T WORKING < Close out all programs and reboot computer. OPTION: TAKE THE DEP WITHOUT THE COMPUTER Instead, use the backup recorder and attach it to the mixer (see pg. 34) < Disconnect the patch cord from the sound card and attach it to the backup recorder at the MIC input. < Disconnect the headset from the sound card and attach it to the backup recorder at the EAR input. < Set the mixer on mono and set the sound levels lower. Revised Page 41

42 IDENTIFYING THE SOURCE To quickly identify whether a sound issue involves the mixer and microphones or is a problem with the laptop, use the 1/8-inch connector to isolate the source of the issue. If you experience a sound problem and cannot quickly resolve the issue, follow the steps below to isolate each potential source. 1. Remove the end of the patch cord from the sound card (but keep it connected to the mixer) 2. Attach one end of the connector to this end of the mixer patch cord. 3. Attach your headphones to the other end of the connector. 4. Now listen to the sound as it comes directly from the mixer to your headphones. You will be able to tell if the problem stems from your mixer or microphones and troubleshoot these items. If the sound here is fine, your problem is with the FTR software or the audio settings on your computer. Go through the standard troubleshooting steps for the sound card and computer settings. If you cannot resolve the issue, call for assistance or take the dep with the backup recorder. Revised Page 42

43 BUZZING/POPPING SOUND FOLLOWED BY NO AUDIO Usually this is due to static electricity shorting out the sound card. < Shut down the computer. < Do NOT use the Restart option -- you must shut down the computer completely to discharge the buildup of electricity. < Reboot the computer with your headset on, monitoring for the Windows startup sound. If you can hear that, you have audio back. < If you still don't have audio, follow the checklist for "No Audio" on the first page in this section. NOTE: You can reduce the occurrence of static shock by grounding yourself before you reposition yourself or your equipment (such as taking your headset off). Do this by touching anything metal, such as your steno stand or a metal part on your mixer (any of the rings around the mike/line inputs). NO POWER < Plug into a different wall outlet in the room. < Check each component to verify if the whole system is not receiving power or just one component. < If the strip plug is lit, there s power to the system < If the mixer is lit (press the battery button), there s power to the mixer < If the Dell power cord pack is lit (green light), there s power to the computer. Also, if the computer displays a power cord icon in the tray, not a battery icon, the laptop is receiving electric power. OPTION: < Run the mixer and the laptop on batteries. Attach a 9-volt battery to the mixer. Proceed with the dep, but check the laptop s battery frequently as the dep is running (click on the battery icon, and it will display the battery life left). When the battery time reaches 30 minutes, stop the dep and take the remainder of the dep with the backup recorder attached to the mixer. < Take the dep with the mixer on batteries hooked to the backup recorder. Revised Page 43

44 INTERMITTENT AUDIO PROBLEMS Audio problems that come and go, such as quick cut-out's in sound or sound levels that fade in and out, can be the hardest to troubleshoot, because there are many things that can contribute to these. How you diagnose these depends on how much time you have at a dep, but here are some options: < First, determine whether the audio is actually being affected or whether this is just "an ear thing." Make note of the times the audio problems occur, and go back and listen to those spots. You will need to stop the dep to do this anytime the audio problems are serious enough that they could impact your ability to type a verbatim transcript. Otherwise, do this on a break or when you've returned home. < Check that your patch cord is firmly attached to the sound card. If that is pulled out even a little, it will affect the level of the recording being made. So if voices on all channels sound faint, this is the first thing to check, especially if you just moved your equipment. < If you have the time, follow the "Pinpointing an Audio Problem" instructions at the end of this section to narrow down the problem. < If the problem seems to be with the mixer or mikes, start with the mikes, listening to them individually with the others turned off at the mixer, or go a step further and disconnect any suspect mikes from the mixer (especially if you're dealing with buzzing sounds). Then troubleshoot the mixer: Move all mikes to one channel and then vice versa to rule out channel problems; try your backup mixer; replace the patch cord. < If the problem seems to be on the other end, it's either FTR, the sound card, or the computer itself. Start by shutting down all programs and rebooting your computer. Then follow the checklist for "Sound card isn't working." < If it seems like it's just an ear thing, check the following: < Make sure your headset is firmly connected to the sound card. Or try your backup headset. < Check the megaphone icon in the tray, and make sure the volume level there is set all the way up. < Check the Player, and make sure both channels have a green light above the volume sliders. If one of the channels is red, it was turned off (the keystrokes of Ctrl+1 and Ctrl+2 will do this). If that happened, it was still recording on that channel, but you just turned the sound off. Revised Page 44

45 ERROR MESSAGE: The specified audio capture device could not be found < First, check that the sound card is firmly affixed to the computer. < Second, check a setting in your computer to ensure the sound card is being recognized. < From the Recorder, click on Tools, Options, Multimedia. < At the Sound Card box, click on the down arrow. < Select imic, and click on Finish. KEYBOARD FREEZES UP < Press the Esc key to try to unfreeze it. < If you cannot unfreeze it, revert to taking a paper log until you reach a break. Then reboot the system. PLAYER OR ANNOTATOR WON'T STAY ON SCREEN < Always on Top needs to be enabled. < On the Player, click on the Properties icon (first icon), then the General tab. Under Viewing options, make sure the box is checked for "Always on top" NOTE: If you don't have this option on this screen, then contact the IT department. They will need to make an internal change for you. < On the Annotator, click on View, and check Always on Top PLAYBACK PROBLEMS NO AUDIO < Did you turn the speaker on? Are there fresh batteries in the speaker? (3 AAA's) < Check the volume icon (megaphone) on the laptop (located in the tray) and make sure the Mute box is unchecked. LOW AUDIO < Check the volume icon (megaphone) on the laptop (located in the tray) and make sure it is set all the way up (click and drag it up) < Check the master volume level on the Player. Click on this and drag it up. < Adjust the individual volume levels for each channel on the player Revised Page 45