Grundig Business Systems GDM70X0 Dictation Machine User Manual I

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>> Quick Reference Guide
English
This operating manual contains important instructions for safe and
efficient handling of the Grundig Business Systems Digta 7 (hereinafter referred to as “device”). This operating manual is a part of the
device and must be kept accessible in the immediate vicinity of the
device for persons working on and with the device. Carefully read and
make sure you understand this operating manual and all product safety
labels prior to starting any work with the device. The basic prerequisite
for safe work is compliance with all specified safety and handling instructions. In addition, all local accident prevention guidelines and general
safety regulations effective at the implementation site of the device apply.
Illustrations in this operating manual are provided for basic understanding
and can vary from the actual model of the device. No claims can be
derived from the illustrations in this operating manual.
Disclaimer
All information and instructions in this operating manual have been provided under due consideration of applicable guidelines and regulations,
the current and known state of the art, as well as our many years of inhouse experience. The manufacturer assumes no liability for damages due to:
• Failure to comply with the instructions in this operating manual
• Improper use / misuse
• Willful operation by non-authorized persons
• Unauthorized conversions or non-approved technical modifications
• Use of non-approved spare parts
The originator is solely liable to the full extent for damages caused by
such conduct. The agreed upon obligations in the delivery contract, the
general terms and conditions, the manufacturer’s delivery conditions,
and the statutory regulations valid at the time the contract was concluded, apply.
Copyright
This operating manual is protected by copyright. No part of this operating manual may be reproduced in any form or incorporated into any information retrieval system without written permission Grundig Business Systems GmbH (“the manufacturer”). Delivery of the operating manual to
third parties, duplication in any form – including excerpts – as well as
exploitation and/or communication of the content, are not permitted without a written declaration of release from manufacturer. Actions to the contrary make damage compensations mandatory. We reserve the right to
enforce additional claims.
The manufacturer
© Grundig Business Systems GmbH
Weiherstraße 10
D – 95448 Bayreuth
holds the copyright.
Illustration 1: Device front
Illustration 3: Slide switch variants
Variant 1
15
14
13
24
FFWD h
STOP e
START f
REW i
25
26
27
33
34
35
38
16
37
17
19
18
REC g
STOP e
PLAY f
REW i
28 29 30 31 32
40
39
Illustration 2: Connections top/bottom
20
FFWD h
Illustration 4: Display main screen
11 10
23
REC g
12
Variant 2
21
22
36
Comment Controls/Keys und Connections
No
Description
Meaning
No
Description
Meaning
Microphone hole
internal microphone
13
Display
Thumb button
Variant I: Recording/stop of dictation
Variant II: Fast forward
• Only for devices with speech recognition*:
Keep pressing: Activates speech recognition
for input of numbers and letters
Disengage the button: Deselection of speech
recognition
Operational status indicator and indicator of the
adjustable menu functions (for details see illustration 4)
14
lower function button
• Press button briefly: Help for the current On-/
Off-setting of functions
• Long pressing: Keylock On/Off switch
15
upper function button
Press button briefly: Display illumination On-/Off
16
Memory card*
Memory medium for recorded dictations
17
Recording LED
Multicolored LED lights up during recording,
blinks regularly during recording pause
• red = overwrite
• orange = insert
• green = play-back in USB-audio mode
• yellow = USB-connection/data transmission
18
Microphone socket
Connection for external extra microphone
19
Card slot
For memory card
20
Earphone jack
Connection for earphone or headphone
21
Contact strip
Docking station connection
22
USB-connection
Interface for PC and Grundig power supply
23
Thumb button
Function depends on the variant
24
Adjustment screw
Variant setting for slide switch and thumb grasp
button
Slide switch
Switch-setting functions are configurable by
means of the adjustment screw and in the menu
(see illustration 3)
Display buttons
Labeling in the display
Up-Down-buttons
Navigation
On/Off button
Digta On- and Off switching
Battery compartment
For rechargeable 962- or AAA-batteries
Unlocking button
Menu button
Unlocking button for the battery compartment
Digta menu access
10
OK button
Key button
11
New button
Create a new dictation
12
Left-right-buttons
Navigation
Comment Controls/Keys und Connections
No
Description
Meaning
No
Description
Meaning
25
Slide switch
Slide switch function depends on the variant
35
Slide switch functions
26
Touch Pin
Tangible slide switch setting
27
Clock
Time in hours and minutes
28
Bluetooth*
Bluetooth is active
29
Voice Activation
Speech activation On/Off
30
Remaining memory time
Display of free memory space in minutes and
seconds
Switch-setting functions are configurable by
means of the adjustment screw and in the
menu
h Forward/fast forward
e Stop
f Play-back
g Recording
i Rewind
36
31
Card indicator
Memory card is inserted in the device, the data
is saved on the external memory card.
Display button
labeling
Function of display buttons in the current operational status mode
37
Dictation time
32
Battery/rechargeable
battery*
Charge level of battery; blinks when the batteries are low
33
Status bar
Device settings (see No 27-32)
• After dictation selection: length of dictation
• During recording and play-back: dictation
time at the current recording-/play-back
position
34
Advanced status bar
• Folder name
• File format/recording quality of the next
recording
• Encryption
• Load: charge level in %
• Discharge: display of remaining battery
charge in hours and minutes
38
Progress bar
Shows the current dictation position and marks
Insert
Overwrite
Info
Index
39
Dictation field
Dictation data (dictation name, position number,
dictation ID/bar code)
40
Dictation information
Marks further information of each dictation:
Deadline, priority, postponed, encryption, dictation lock
* This product or function is not included in the delivery and available
as an accessory.
Contents
Contents
Explanation of signalwords and symbols
in this Operating Instruction....................2
General......................................................3
FCC............................................................3
CE..............................................................3
Variants of slide switch...............................3
Introduction................................................3
Scope of supply..........................................4
Safety information....................................5
Purpose of use...........................................5
Special hazards..........................................5
Electrical Voltage.....................................5
Rechargeable batteries............................7
Traffic......................................................7
Particular groups of persons....................7
Obstacle..................................................8
Electronic components............................8
Cleaning.....................................................9
Disposal.....................................................9
Defects.......................................................9
Accessories..............................................10
Initial setup.............................................11
Insert of batteries/rechargeable batteries.11
Charging of rechargeable batteries:..........11
Switching on..........................................12
Switching off.........................................13
Keylock.....................................................13
Internal/external memory..........................13
Automatic formating.................................13
Operating................................................15
Profiles.....................................................15
Easy Mode.............................................15
Menu Mode...........................................16
Change of profile...................................16
Help function............................................16
Recording of new dictation.......................16
Select and listen to a dictation..................17
Setting the volume...................................17
Fast forward and rewind...........................18
Fast play-back..........................................18
Insertion of a dictation part.......................18
Overwrite dictation parts..........................19
Adding of dictation parts...........................21
Changing of dictation features..................21
Info/Index-function...................................22
Connect dictation machine to the PC........23
The menu mode at a glance..................24
Technical data........................................26
Trouble shooting.....................................27
Explanation of signalwords and symbols in this Operating Instruction
Explanation of signalwords and symbols in this Operating Instruction
Important notes for your safety are highlighted. Please pay particular attention to these notes in order to avoid accidences and
damages to the device:
Warnings
Warnings are indicated by symbols. In addition they are introduced with signal words that express the scope of the hazard.
• All instructions must strictly complied with!
• When working always act cautiously to prevent accidents,
personal injury, or property damage!
Danger
Indicates a hazardous situation which, if not avoided, will
result in death or serious injury.
Warning
Indicates a hazardous situation which, if not avoided, could
result in death or serious injury.
Caution
Used with the safety alert symbol indicates a hazardous situation which, if not avoided, could result in minor or moderate injury.
Notice
Used to address practices not related to personal injury. It
indicates specific actions which prevent from damage to the
device and from loss of dictations.
Indicates useful tips and recommendations as
well as information for efficient and trouble-free
operation.
General
General
FCC
This device complies with Part 15 of the FCC Rules.
Operation is subject to the following two conditions:
(1) this device may not cause harmful interference,
and
(2) this device must accept any interference
received, including interference that may cause
undesired operation.
CE
The CE mark confirms that the device corresponds
to the relevant guidelines of the European Union.
Variants of slide switch
There are two different variants how to use the Digta slide
switch. The personally selected variant can be set by means of
the supplied slider key and device settings.
(I)
Variant I with the record
button
(I)
Variant II with the upper
lock position of the
recording function
For further information please read the chapter “Profile/Menu
Mode” and “Profiles/Changing of Profile” as well as the comprehensive manual. You will find this manual in the “Docu” directory on the included CD.
Introduction
Your Digta is a digital portable dictation machine. The operating
with this device complies with the handling of the analogue dictation machine.
This Quick Reference Guide provides you with a general overview and describes the most important functions of your Digta.
General
Directions for the full range of functions
Accessories and functions which are not available for all product
or equipment lines are marked in this manual with a star “*”.
The detailed description and explanations on the full range of
functions are described in the comprehensive user manual.
You will find this manual in the “Docu” directory on the included CD.
Please read the entire operating instruction before usage. Grundig Business Systems cannot accept any liability for damages resulting from non-observance of the operating instruction.
Please keep the user manual for future references.
For safety reasons, follow all safety precautions to ensure a safe
handling with the device!
Open the inner leaflet at the beginning of this operating manual
to view the dictating machine and its control elements.
Scope of supply
• Dictation machine Digta 7
• CD with PC-software and
documentation
• USB-cable
• Pouch
Safety information
Safety information
Special hazards
Purpose of use
Electrical Voltage
Please use your Digta only for such purposes as described in
this Quick Reference Guide or in the comprehensive manual. The
device may only be used for its intended purpose. Any other kind
of utilization is forbidden.
• Keep the dictation machine and the accessories out of the
reach of children.
• Protect the dictation machine from spray water or rain.
• Do not place the dictation machine directly next to a heater or
place it away from direct heat or bright sunlight.
• Do not modify the device.
Danger
Danger of life due to electric shock!
The power supply* operates with 230 V alternating current.
Improper utilization may result in injury due to electric shock.
Follow all safety precautions as follows to avoid accidences:
• Never touch the connector plug of the power supply with
wet hands.
• Do not insert metal objects or like into the power supply.
• Never open the power supply or modify the plug or cable.
• Do not use the power supply if the housing or connection cable is damaged or the power supply does not function properly.
• Always unplug the power cable from the wall jack by pulling the connector plug but never use the power cable for
plugging off because the cable could tear apart.
• Do not bend, clamp or drive over the power cable, and
keep it away from heat.
Safety information
• Data indicated on the tool identification plate must match
the technical data of the mains supply otherwise this may
destroy your device.
• If the power supply is dropped, have it checked by an
authorized dealer to ensure that it functions correctly and
safely.
Disregarding these precautions means risking a fatal electric
shock.
Warning
Danger of fire, explosion and overheating!
• Use the power supply only with the line voltage specified
on the rating label.
• Use the power supply only with its original connection
cable or adapter (European, UK and USA version). Never
use other connection cables or adapters with different
plugs.
• Do not place heavy objects on the power supply or connection cable, and do not cover the power supply.
• Use the power supply only in a dry indoor environment.
Protect the power supply from moisture in the form of
water and high humidity.
• Do not bend the connection cable of the power supply.
• Do not operate or store the power supply near heaters or
direct sunlight. Ensure adequate ventilation. The permitted
temperature range is:
-4°F (-20°C) to 158°F (70°C) for storage
5°F (-15 °C) to 95°F (35°C) for operation
• Grundig Business Systems power supplies are only to be
used with Grundig Business Systems office equipment.
• Pull the power supply out of the socket to separate the
device from the power grid.
• Unplug the power supply before cleaning it.
Disregarding these precautions means risking fire, explosion or
overheating.
Safety information
Rechargeable batteries
Warning
Warning
Danger of explosion and burns!
Danger of accidents!
The device operates with batteries and rechargeable batteries*. Follow all safety precautions as follows to avoid accidences:
• Do not throw batteries or rechargeable batteries into fire.
Do not try to short-circuit the electric contacts, this may
lead to explosion.
• Batteries or rechargeable batteries should not be kept
unpacked in a bag and should not be opened or modified.
Caution - there is the risk of burns through leakage.
• Rechargeable batteries should only be charged in the dictation machine. The attempt to charge a rechargeable battery
beyond its electrical capacity may lead to explosion.
• Do not use the device while operating vehicles (such as
cars, bicycles, motorcycles, ATVs, etc.).
Disregarding these precautions means risking explosions and
burns.
Traffic
Disregarding these precautions can lead to traffic accidents.
Particular groups of persons
Caution
Risk of injury!
• Do not leave the device unattended and use it with extreme
caution if children or persons who cannot assess the
danger are nearby.
• Keep the device away from persons (including children)
who are unable to use it safely due to their physical, sensory or mental limitations, lack of experience or lack of
knowledge.
Safety information
Disregarding these precautions means risking injury.
Obstacle
Caution
Stumbling hazard!
• Ensure that the power supply is always in a safe position
and that neither the power supply nor any cables connected to the device or to the docking station* constitute obstacles.
Disregarding these precautions may lead to a stumbling hazard.
Electronic components
Notice
Risk of damage and void warranty!
• Protect the device from moisture (such as rain or water
spray).
• Do not place the device near a heater nor in direct sunlight.
The permitted temperature range is:
-4°F (-20°C) to 158°F (70°C) for storage
5°F (-15 °C) to 95°F (35°C) for operation
• Do not open the device under any circumstances.
• Do not modify the device.
Disregarding these instructions can cause the device to be damaged and the warranty to become void.
Safety information
Notice
Signal interference!
• Do not make recordings near mobile telephones. In case of
interferences (such as hissing), increase the distance.
Disregarding these instruction lead to disruption of the recording
by interferences.
Cleaning
Notice
Risk of damage!
• Unplug the power supply before cleaning it.
• Clean the device only on the outside with a dry, soft cloth.
Do not use any chemical cleaning agents such as alcohol,
thinner, gasoline or the like.
Disregarding these instructions can cause the device to be
damaged.
Disposal
Electronic waste is not allowed to be disposed of with the
domestic waste. Electronic waste has to be returned to collecting
points at public recycling authorities set up for this purpose.
Consumers are obliged by law to return batteries or rechargeable
batteries at the end of their service lives to the public collecting
points at public waste disposal authorities or point of sale set up
for this purpose.
Defects
Warning
Risk of injury due to a defect device!
Do not try to repair a defect device. The device may only be
repaired by a specialised dealer.
A list of the specialised dealers is available on our website:
www.grundig-gbs.com
Safety information
Accessories
Notice
Damages
Damage to the device may occur due to unreleased accessories.
For the latest accessories like Digta Card, Digta Station 447,
rechargeable battery pack 962, power supply, foot control, plugon microphone and earphone, please visit the Grundig Website
on the internet at www.grundig-gbs.com.
The performance characteristics described by Grundig Business
Systems are only valid when using original accessories released
by Grundig Business Systems. Grundig Business Systems cannot accept liability for lacks caused through the utilization of
accessories which are not Grundig Business Systems genuine
accessories. This also applies to accessories which are neither
released nor recommended by Grundig Business Systems.
10
Initial setup
Initial setup
Charging of rechargeable batteries:
Insert of batteries/rechargeable batteries
xx Press the unlocking button of the battery compartment and
lift it up to open it.
xx Open the battery compartment.
xx Make sure that the polarity is correct and insert the batteries/
rechargeable batteries*
xx Close the battery compartment.
Battery compartment
Battery compartment with batteries
Warning
Danger of explosion and burns!
• Rechargeable batteries should only be charged in the dictation machine.
• Do not use damaged batteries.
• Insert the plug of the power supply only into power sockets
which provide the line voltage specified on the rating label.
Otherwise there is a danger of fire, explosion and overheating.
Disregarding these precautions means risking fire, explosion or
burns.
xx Switch your Digta off.
xx Plug the power supply* plug to the wall outlet.
xx Connect the other end of the mains supply cable - the USB
plug - with the “USB-connection” of your dictation machine.
Shortly aftterwards, the animated load indicator appears on
the display. The current loading level is shown in percentage.
11
Initial setup
Load indicator
Loading by means of the docking station*
Rechargeable battery charged 67%
Further information concerning the loading by means of the
docking station is described in the comprehensive manual,
chapter “Initial setup/rechargeable battery operation”. You will
find this manual in the “Docu” directory on the included CD.
Switching off/on
Switching on
The rechargeable battery is fully charged after approx. 4
hours. In the display appears “
”.
xx Press the “MENU” button until the initial display view appears
on the display.
xx Disconnect the power supply* from the socket and the USB
plug of the power supply cable from the “USB-connection” of
your device.
After a few seconds, the Digta changes to the main screen
and is ready for operation.
12
Initial setup
Initial switching on
When switching on the Digta for the first time, please select
the menu language you require and set the date and time. For
further information please read the comprehensive manual,
chapter “Initial setup”. You will find this manual in the “Docu”
directory on the included CD.
xx When a request for a PIN appears, please input the digits by
means of the up-down buttons and confirm each individual
digit with the “OK” button.
xx Please select your name when an authors list appears by
means of the up-down buttons and confirm it with the “OK”
button.
xx When a profile list appears, please select the required profile
by using the up-down buttons and confirm it by pressing the
“OK” button.
Switching off
xx Press the “MENU” button until the device switches off.
13
Keylock
The key lock helps to avoid that the active recording or playback process can be switched off by mistake.
xx Please press the lower function button until a locking symbol
and “HOLD” are indicated on the display.
Internal/external memory
Dictations are stored on the internal memory of the Digta as long
as no external, removable memory card (Digta Card*) is inserted.
As soon as a Digta Card is inserted, all dictations will be stored
on this memory card. Copying between the internal memory and
the external memory card is impossible.
Display “Memory card active”
The icon “memory card active” pops up on the display.
Automatic formating
When no dictations are stored on the memory, then the memory
is formated automatically when switching off the device but after
a specific number of dictations have been stored before. The
Initial setup
specific number of dictations after which the automatic formating shall run can be set in the menu.
A security question prompts, if other files e.g. .doc, .ppt or other
dictations from other authors are stored on the memory.
14
Operating
Operating
The different slide switch operation variants
Please observe the different variants for slide switch operations. Further information to this point are printed on the leaflet of this Quick Reference Guide.
Slide switch operation variants
In the operation instruction, the different variants for slide
switch operations are highlighted by means of the numbering.
Please follow only those steps which are marked for the variant you have selected.
Profiles
Default settings of profiles
The Easy Mode and the Menu Mode are available in form of
predefined default profiles. However, the system administrator
can change these profiles by means of the configuration software and transfered them to the device.
The switchover from the Easy Mode to Menu Mode takes place
when switching on the Digta.
Easy Mode
All functions needed for dictating, play-back, deleting or inserting
of dictations are available in the Easy Mode. In the Easy Mode,
the menu functions are in an off-state.
The display is organized more clearly in the Easy Mode. The risk
that operating errors are made is diminished because only the
most important functions can be activated.
15
Operating
Menu Mode
Help function
The full range of functions are available in the Menu Mode. You
can adjust your Digta to your personal requirements by means of
the menu functions. In the menu, the different indicators on the
display can be added or turned off.
The Digta offers a help function. Brief help texts shall support
you by using your dictation machine correctly. Additional information is put at disposal when special operating situations occur,
for example, during the recording of dictations or in the menu.
Change of profile
xx Please press briefly the lower function button until the brief
help texts are displayed.
xx Switch your Digta off.
xx Press the “MENU” and the “NEW” button simultaneously until
the initial display view appears on the display.
A list of possible profiles appears on the display.
xx Press the lower function button again in order to close the
help texts.
You will be resetted to the initial situation/screen.
xx Please select the required profile by using the up-down buttons and confirm it by pressing the “OK” button.
Recording of new dictation
xx Press the “Back” button if you do not want to adopt the
changes made.
xx Press the “NEW” button.
After a few seconds, the Digta changes to the main screen
and is ready for operation.
xx Move the slide switch to the position “e”.
The dictation machine switches over to the recording pause
“ll”, the LED-indicator blinks red.
xx Move the slide switch to the position “g”. Dictate your new
text.
The recording indicator blinks red. The progress bar increases as well as the dictation length.
16

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