Rep Train\Digital Recording with FTR\Digital Recor

TABLE OF CONTENTS
SET UP SEQUENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
RECORDING WITH FTR
START AND END SEQUENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
BACKUP DRIVE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6
SECURITY ISSUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
LOGGING WITH FTR (THE ANNOTATOR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
SAMPLE LOG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-10
USING THE ANNOTATOR'S GLOSSARY . . . . . . . . . . . . . . . . . . . . . 11
USING WORD PERFECT (INSTEAD OF A LOG) . . . . . . . . . . . . . . . . . . . . . . . . . . 12
PLAYBACK SEQUENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
SAVING TO CD
LOG NOTES TO CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
WP FILE TO CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
AUDIO TO CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
HIGH SPEED VERSUS DIAL-UP INTERNET USERS . . . . . . . . . . . . 16
COPYING FROM THE REPLICATOR TO CD . . . . . . . . . . . . . . . . . 17-19
DUPLICATING AUDIO FOR USE IN A CD PLAYER . . . . . . . . . . .20-22
CLOSING OUT A CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
FORMATTING CD’S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
TRANSCRIBING WITH FTR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25-26
WITHOUT LOG NOTES (LAPTOP JOB) . . . . . . . . . . . . . . . . . . . . . . 26
LAYERING YOUR LOG NOTES ON YOUR TRANSCRIPT . . . . . . . 27
WORK SENT TO YOU . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . 28-29
CHECKLISTS FOR SENDING JOBS OUT
SENDING FOR TYPING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
SENDING FOR PROCESSING (ALREADY TYPED) . . . . . . . . . . . . . . 32
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OLYMPUS BACKUP RECORDER
RECORDING -- ATTACHED TO MIXER . . . . . . . . . . . . . . . . . . . 33-34
RECORDING -- STAND ALONE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
MANAGING FILES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
BATTERIES/MEMORY CARD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
TRANSFERRING FILES FROM OLYMPUS . . . . . . . . . . . . . . . . . . . . 37
SETTING TIME AND DATE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
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 . . . . . . . . . . . . . . . . . . . . . . . .
39
40
41
41
42
43
43
44
45
45
45
45
46
Handouts included:
THE RECORD RECORDER QUICK REFERENCE
THE RECORD PLAYER QUICK REFERENCE
THE RECORD ANNOTATOR QUICK REFERENCE
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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.
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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
1)
2)
3)
set levels on mikes. To verify that you’re recording, ensure that:
You can hear sound in your headset
The recording button on the RECORDER is red
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
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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.
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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.
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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.
2.
Unplug the backup drive and take with you.
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.
2.
3.
Eject the backup drive as above.
Shut down your computer.
Re-insert the external drive after booting up your computer to start
recording again.
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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.
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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.
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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.
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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.
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SAVING TO CD
SAVING LOG NOTES TO CD
1.
2.
3.
NOTE: Do this after log notes are complete and fully confirmed
Click on “Save Copy As” (double disk icon) on the ANNOTATOR
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: 006410SmithJohn
(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.
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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.
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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 e-mail. 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 e-mail 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.
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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.
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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.
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6.
To check the status of your recordings,
a.
b.
c.
d.
Open the Replicator(double click the Replicator icon down by your clock).
Select the top icon, which should be your first initial and last name.
The dialogue box displays information about your recordings.
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.
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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.
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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).
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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.
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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., 20040910.
Log files = preceded by a red FTR logo and are named by you with job #, witness
name(s) and city; i.e., 006410SmithJohn.
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.
b.
4.
“Close to Read on Any Computer...”
“Protect CD so it cannot be written to again.”
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.”
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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 8-2010
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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 8-2010
Page 25
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.
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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 8-2010
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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 8-2010
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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 8-2010
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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 e-mail 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 e-mail 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 e-mail, 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 e-mail 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 8-2010
Page 30
4.
5.
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.
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.
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SENDING FOR PROCESSING (Already typed)
HIGH-SPEED INTERNET USERS
1.
2.
For final-copy transcripts: Attach the transcript in e-mail and send to
[email protected]
If there are any exhibits, ship those to the CO (pre-ship before the
transcript is done whenever possible).
For transcripts that need to be proofed: Attach the transcript and the
Notice in e-mail and send to [email protected] If there is an
annotator log, attach that as well. Include in your e-mail 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 e-mail and send to
[email protected]
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 e-mailing 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, e-mail it to [email protected]
Attach the Notice to the e-mail. If there is an annotator log, attach that as
well. Include in your e-mail any additional notes for the proofing
department.
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OLYMPUS BACKUP RECORDER
1.
The POWER button is located on
the back of the recorder.
2.
The power must be off to eject the
memory card. Slide the EJECT
button up to remove the memory
card.
1
2
3.
4.
5.
6.
7.
8.
The top number indicates what file
you are on.
The second number indicates how
much time you’ve been recording.
The bottom number indicates the
amount of time you have left to
record on the memory card.
The MICSENS button should
be set to DICT.
The VCVA should be off.
The HOLD button should be
up or left.
9. The light above the word “Olympus
displays red when recording.
10. The playback volume is located on the
top of the recorder.
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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 8-2010
Page 34
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 8-2010
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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 8-2010
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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 8-2010
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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 8-2010
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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 8-2010
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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 8-2010
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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 8-2010
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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.
2.
3.
4.
Remove the end of the patch cord from the sound card (but keep it
connected to the mixer)
Attach one end of the connector to this end of the mixer patch cord.
Attach your headphones to the other end of the connector.
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.
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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.
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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 8-2010
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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 8-2010
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PINPOINTING AN AUDIO PROBLEM
There is a way to quickly identify whether a sound issue involves the mixer and
microphones or whether the problem is on the other end, with the laptop, FTR or the
sound card.
To narrow this down:
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Use the 1/8" connector that has been provided to you for troubleshooting.
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Remove the patch cord from the sound card and attach it to the 1/8" connector
instead.
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Attach your headset to the other end of the 1/8" connector.
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Now listen to the sound as it travels directly from the mixer to your headphones.
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If you still have the same audio problem, then something is wrong with
either your mikes, mixer or patch cord. Proceed by replacing those
components one by one with backup equipment until the situation is resolved.
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However, if the sound now is fine, then the problem is on the other end, with
either the sound card, the FTR software, or the computer itself. Reattach
the patch cord and headset and go through the troubleshooting steps
recommended on previous pages. If you cannot resolve the problem, take
the dep with the backup recorder attached to the mixer.
Revised 8-2010
Page 46