Olympus DS-500iD, DS-3400 User Manual

Professional Dictation

INFORMATION ABOUT SECURITY OF

PROFESSIONAL O LYMPUS DICTATION SOLUTIONS

Olympus offers - as the global market leader of dictation - to encrypt the whole workflow
of a dictation from creation to transcription and thereby prevent unauthorised access.
The backup includes the dictation device (the hardware) as well as the Olympus
dictation management software. The backup can cover up to five areas:

General

1. access to the dictation device

2. access control of files on the memory

3. dictation encryption of dictations when transferring

4. prevent files against accidental deletion: dictation device

5. prevent files against accidental deletion: dictation software

6. backup of dictations via dictation management software

7. security through ease of use

8. security by IT environment: Thin-Clients

The Olympus dictation devices DS-5000 and DS-3400 offers the possibility to access
using optionally a 4-digit PIN code to encrypt.
Thus, there is no opportunity for unauthorised persons, with the dictation device to
record dictations, play or edit.
The activation of this function is recommended if the risk exists that unauthorised access
to the dictation of the relevant dictators could happen (for example, if it could happen
that people leave their dictation devices on desk at offices).
The Olympus dictation device DS-5000iD also offers the possibility to control the access
to the dictation device via biometric information (fingerprint recognition). On the one
hand the use for the authorised user is even easier. On the other hand, this solution has

1. Access to Dictation Device

the advantage that the authorised user does not have to remember the PIN code and an
unauthorised user has no access to the device even he knows the PIN code.
Up to 10 different authors for each device can be managed.

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Professional Dictation

Olympus uses in his professional dictation devices DS-5000iD, DS-5000 and DS-3400
the international dictation standard “DSS Pro” with all functionalities. One of the
advantages includes strong compression, editing and dictation categorisation using
various attributes.
By DSSPro format, the already high-quality audio with a 16kHz sampling rate further
improved (enables optimised use of speech recognition systems), and it is the first time
an encryption algorithm is supported.
This optional encryption is possible for one or all folders of the dictation device
If an unauthorised removes one or both
5000iD, DS-5000 or DS-3400, no access, play or editing of stored data stored on the
dictation devices are possible.

2. Access to files on the memory

2

memory cards of Olympus dictation devices

1

.

This encryption is done in real time on the dictation device. Using the Dictation
Management Software “DSS Player Pro” for each folder of the dictation devices an
individually password can be stored. All recordings in this folder will be then encrypted.
To play back these recordings it is necessary to enter the decryption password or to
deposit this password in the inbox of the responsible typist.

3. Dictation encryption of dictations when transferring

When dictations are downloaded (manually or automatically) from the dictation devices
and sent to an authorised person (internal or external transcriptionists), there is a third
security level when using the Olympus Dictation Management Software “DSS Player
Pro R5".
Every dictator can individually encrypt in the “DSS Player Pro Dictation Module” a
single dictation manually or all dictations automatically with workflow rules via password
on the way to other parties.
The decryption is done on the typist side in "DSS Player Pro R5 Transcription
Module”, either manually or automatically by setting any number of author profiles. This

1 The number of folders can be individually selected (1-7 folders).

2

DS-5000iD and DS-5000 support 2 memory cards, DS-3400 one.

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