Data Supplies Blog

New Store - mydictaphone.co.uk

We work hard to consistently meet the needs of our customers. To that end, we've launched a brand new online store. Rather like the relationship of our PAYG service to our Virtual Assistant service at Your Reception Desk, new store mydictaphone.co.uk is a no frills alternative to our exisiting online dictation store dictationsupplies.com. 

My Dictaphone is designed for people who want to buy quality dictation machines and accessories but already know exactly what they want. It's a simple 'buy your product' service for those who don't need any backup or support. We're offering you a great range of dictation machines and accessories at quality pricing. 

On the site, you'll find products by Olympus, Philips and Grundig. We believe that dictation is such an important part of many organisations that we only offer machines by these three manufacturers as we are confident that they offer quality and value for money. 

Why not pay a visit to mydictaphone.co.uk now? You'll find options for business dictation, professional dictation, transcription equipment, accessories and consumables. 

As always, we're keen to hear your thoughts on our new service. What do you think of the new online store?

Special Offers From Dictation Supplies

We work hard to keep our prices at dictationsupplies.com highly competitive. We pride ourselves on our quality service; but we also pride ourselves on not charging extra for it. When you order from us at Dictation Supplies, your order will be delivered next day as standard (so long as you order before 3pm). With many orders we even offer free delivery.

We wanted to give you an update of some of the special offers currently available. 

If you purchase the Grundig Digta7 with docking station, we are currently offering the pair at the 'mad price'of £349 (ex VAT).  Buying the two together means that you get the docking station for just £60, which is a very significant saving.

The Olympus DS-400 is usually priced at £186 (ex VAT). We are currently offering it at £165 (ex VAT).

The Olympus DS-2800 is usually £219 (ex VAT) our special price at the moment is £199 (ex VAT).

This Olympus Special Offer Starter Kit is an even better deal at the moment. It usually costs £288 (ex VAT) but it's currently on sale at £249 (ex VAT).

See all these offers and more on dictationsupplies.com.

Notetaker Dictation Machines

If you're here on our blog, you'll probably know that we are experts in the voice processing and dictation industry. Over on dictationsupplies.com we supply professional dictation machines along with a range of support services. However, what you may not know is that we also sell a selection of inexpensive notetaker dictation machines.

A notetaker is ideal if you want to make occasional recordings, or if you want an additional machine to use on the go. They're also a great way in to dictation. If you're thinking about investing in a machine but don't know how well the process will suit you - a notetaker can be great to experiment with.

The notetaker machines we supply range in price from just over £30 to just under £200 (all prices ex VAT).  We sell notetaker machines from the Olympus, Philips and Grundig ranges. 

Our most inexpensive machine is the Olympus DP20 Digital Notetaker for £31.73 (ex VAT).

This machine has 1GB of inbuilt memory, which translates as 145 hours of recording time.

The Philips LFH615 Digital Voice Tracer is another inexpensive machine at £48.35 (ex VAT)

This machine has 2GB of inbuilt memory and up to 544 hours recording time. It also records in MP3 format.

View our full notetaker range here. As always, we're very happy to talk to you about which machine is right for you. Do contact us if we can be of help to you.

Saving Time With Digital Dictation Machines

We recently shared an article on Twitter and Facebook about a GP practice who were able to cut the amount it took them to submit a letter after a patient consultation by 50%. How? Quite simply by switching from an analogue dictation system to a digital dictation system.

It may seem surprising in a world dominated by tablet PCs and smartphones, but analogue dictation machines are still in wide use in many sectors across the UK. We still supply analogue dictation machines and accessories on dictationsupplies.com. However, we always recommend digital machines as they are much more time efficient and a greater aid to productivity.

There are many features of digital dictation machines that make them more time efficient than their analogue counterparts. Below we've shared a few of those reasons.

• No Tapes: One of the main pro points of digital machines is that there are no tapes involved. If there are no tapes, you don't need to waste time replacing and filing tapes. Your dictations will be saved in digital format on your computer, which means that it is much easier to locate files when you need them.
• Instant Transfer of Recordings: Digital machines automatically save your dictation recordings into email-friendly file types. This means you can plug your machine directly into your computer and email the file to whoever it is who will be transcribing the recording. This is especially helpful when using an outsourced transcription service, as it saves the time, money and headaches that come with posting out recordings on analogue tapes.
• Compatibility with Smartphones: Many dictation software producers are now adding compatibility to smartphones such as Blackberries and iPhones. This means that recordings can be easily transferred from your phone to your computer to your dictation machine with ease.
• Dictate on the Go: The nature of digital dictation machines mean that they are much more portable than their analogue counterparts. This means that they're easier to carry round in your briefcase or handbag, and don't require any complicated set up when you need to dictate a message. Dictating on the go helps you to make use of time that would have been wasted otherwise.

 

Do You Need a Foot Pedal?

Does your job involve typing up information direct from an audio or video file? Whether you're typing up reports and correspondance in a professional environment, or whether you're transcribing interview for an academic project - you need a foot pedal.

A foot pedal connects to your computer via USB and sits under your desk. It features the functionality to play, pause, fast-forward and rewind video or audio files - leaving your hands free to type. Using a foot pedal means that you don't have to switch between windows each time you want to stop playback. This saves time and makes the transcription process easier to manage. 

We supply transcription foot pedals for as little at £49.99 (ex VAT). There are a number of considerations to take into account when you are choosing a transcription pedal though. You'll need to know what dictation software you're currently using, how much you'll be using the pedal and what kind of files you'll be transcribing. These questions are crucial to take into consideration to make sure you get the right foot pedal for you.

We know that this decision can be a complicated one. That's why we're always on hand to offer advice. Get in touch with us, making sure you know the above information, and we'll be able to recommend the right pedal to suit you. Find all our details here, including an online enquiry form.

More Than Sales; Our Dictation Support Services

This year will mark thirty years since we first started in business. Over the years, though many things about our business has changed, our dedication to providing service beyond the standard has not.

We are recognised as experts in the dictation and voice processing industry, and we work hard to share this expertise whenever possible. We don't just sell dictation machines, we also like to ensure that each customer is purchasing the correct machine for their needs, and that they're going to get the best from it. We also want to be there to offer support if something goes wrong. 

Because of this, we have developed a number of extra services that help to enrich the experience of buying and using a dictation machine and related accessories. 

Help Choosing From the very beginning, we want to make sure you are looking at the right machines. Whether you're competely new to dictation or whether you are looking to upgrade, we want to help. Either contact us directly or fill in the questionnaire on our site and we will advise you with no obligation. This service is, of course, free of charge. 

Training and Installation We are available to travel throughout the UK to install dictation machines and systems. We are able to network systems and to set up automated file transfers and other features that will make your use of your system easier and more efficient. This is ideal for those companies who don't have the time or expertise to set up such features themselves. We are also able to offer training on dictation machines either locally or online. Please contact us to discuss either of these services. 

Support We maintain a free online 'knowledge base' for common dictation machine issues. Here users can browse previously answered question or submit their own ticket for a response. Browse the knowledge base here. 

Repairs and Servicing We have an in-house serviving and repairs centre for dictation machines. We can help on an incident-by-incident basis or on an annual support contract. Prices for this start at just £29, and we're able to offer you support even if you didn't buy the machine from us in the first place. We offer free estimates with no obligation. Find more information here. 

New Ways to Use Dictation Machines

Dictation machines aren't just used within professional industries such as law and medicine. Machines can be used in a variety of settings which are incredibly useful in the modern workplace. Many digital machines come with features that are specifically designed for such uses. Paired with professional microphones, the sound quality on digital machines is outstanding.

Below we've listed a few uses for digital dictation machines that you may not be aware of. 

Recording meetings

Why rely on typed minutes when you could make a high quality and exact recording of your meeting? Pairing your dictation machine with a conference microphone designed to pick up audio from all angels, such as the CM-1000, is ideal for this purpose. 

Storing sensitive audio files

Data protection is an image that is growing in importance, even for small businesses and freelancers. Many of the digital dictation machines we provide come with a data encryption feature as standards. However, when security is paramount, we have some machines that are that bit more secure. The most obvious example of this is the Olympus DS5000iD which  offers a biometric lock.

Recording and formatting podcasts

Many podcasters use a digital dictation machine to record and format their podcast files. In the last few years, dictation manufactureres have started to introduce features designed with podcasters in mind. If you plan to use a dictation machine for this purpose, we particularly recommend the Olympus DM450 and Olympus DM550 which both have a podcast feature. This feature allows you to bookmark for easy stop-and-go listening. 

How do you use your dictation machine?

 

We Recommend: Machines for Low/High Volume Use

We work hard to recommend the right dictation system for each customer. One of the ways for us to do this is to determine how much the customer plans to use their system throughout the day. Generally, 'professional' systems come with features which are more suited to high volume use, and whilst the cost can seem significantly more, the efficiency and productivity is greatly improved.

Below we've shared our recommendations for low/medium use and high volume use. 

Low/Medium Volume Use

For low to medium volume use, we recommend the Philips LFH9375 or Olympus DS2400. These are true dictating systems that allow recording, reviewing, inserting or overwriting all within the same file. Generally these systems have push buttons on the side for record and playback. In order to send the files, the author needs to plug in a cable, find the recording via the PC, and manually send the recording to the secretary across the network or via email.

High Volume Use

For higher volume use we recommend the Olympus DS5000 or Grundig Digta 7. These machines are also true dictating systems, but have some significant additional features. The first thing is they have slider function switches on the side, this not only makes it more ergonomically more pleasing to use, they also are easier to use without having to look at what you are doing. Next is the docking station. This has a 2 fold purpose, (1) it can be used as a charging station and, (2) it allows for easy transfer of files to the PC as there is no need to keep looking for the cable and inserting it into the recorder. And finally, the software that comes with the Professional systems can be set to retrieve the recorded file once the handset is docked, and automatically send it to the secretary.

Remember, if you need further advice on which dictation machine is right for you, please don't hesitate to contact us. 

We Recommend: Portable Machines

Dictation machines are used by everyone in a slightly different way. Many professionals use them in the same way they have for decades - they have a fixed machine on their desk which is connected to a secretary or pool of secretaries who work to transcribe the audio files. For many users however, much of their dictating is done when away from their desks.

They might keep a machine at home in order to record ideas when they come up. They might use a machine while travelling in order to productively use time on the go. They might work regularly in different environments - so keeping a portable dictation machine in their briefcase is the best option for them.

For these people, a portable dictation machine is vital. Happily, there is a huge selection of options in this sphere - with machines coming in small and lightweight handsets with great battery life and hard wearing cases. Of course, the option of a static dock means that users can have the best of both worlds; using the machine on the go and being able to dock it for additional productivity features when they are at their desk.

When it comes to portable machines, our best sellers are the Grundig Digta 7 (which can be bought with a very useful dock) or the Olympus DS-2400. Both machines offer users a light, easy to carry machine that doesn't compromise on features. They can be used at home, on a train, in a meeting or at your desk and they offer features that are just as forward thinking and productive as a fixed machine.

If you'd like to see our full selection of machines, you can do so at dictationsupplies.com   

 

The Best of Our Dictation Advice

We've been supplying and recommending dictation and transcription systems since the 1980s - so we know how difficult it can be to choose one for the first time, as well as to get the best from it once you have bought it. We try and offer as much advice as possible on these subjects here on the blog, as well as on our Twitter and Facebook pages. To make things even easier, we've decided to collate a list of links of some of our best advice on dictation and transcription machines. 

We hope this is helpful! If we can offer you any more advice or help to clear anything up for you, please drop us a line. 

How do you decide how much to spend?

What features should you look for?

Why should you opt for digital over analogue?

Should I choose a starter kit?

What are the advantages of docking stations?

How can I make my dictation use more efficient?

What transcriotion software should you use?

How should you choose between transcription pedals?

How can you send dictation files across a network?

What should you do if something goes wrong with your machine?

Do you have any questions about the dictation or transcription processes that we haven't covered? Why not leave us a message in the comments? We'll address your question in a future blog post.