Olympus Microcassette Recorder DS 3400 User Manual

Professional Dictation  
INFORMATION ABOUT SECURITY OF  
PROFESSIONAL OLYMPUS DICTATION SOLUTIONS  
General  
Olympus offers - as the global market leader of dictation - to encrypt the whole workflow  
of a dictation from creation to transcription and thereby prevent unauthorised access.  
The backup includes the dictation device (the hardware) as well as the Olympus  
dictation management software. The backup can cover up to five areas:  
1. access to the dictation device  
2. access control of files on the memory  
3. dictation encryption of dictations when transferring  
4. prevent files against accidental deletion: dictation device  
5. prevent files against accidental deletion: dictation software  
6. backup of dictations via dictation management software  
7. security through ease of use  
8. security by IT environment: Thin-Clients  
1. Access to Dictation Device  
The Olympus dictation devices DS-5000 and DS-3400 offers the possibility to access  
using optionally a 4-digit PIN code to encrypt.  
Thus, there is no opportunity for unauthorised persons, with the dictation device to  
record dictations, play or edit.  
The activation of this function is recommended if the risk exists that unauthorised access  
to the dictation of the relevant dictators could happen (for example, if it could happen  
that people leave their dictation devices on desk at offices).  
The Olympus dictation device DS-5000iD also offers the possibility to control the access  
to the dictation device via biometric information (fingerprint recognition). On the one  
hand the use for the authorised user is even easier. On the other hand, this solution has  
the advantage that the authorised user does not have to remember the PIN code and an  
unauthorised user has no access to the device even he knows the PIN code.  
Up to 10 different authors for each device can be managed.  
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Professional Dictation  
is particularly advantageous when - as often in practice - a typist is active for several  
dictators.  
Olympus is using for this encryption / decryption the 128-bit Advanced Encryption  
Standard (AES) - Technology.  
The Advanced Encryption Standard (AES) is a symmetric crypto system, as the  
successor for DES and 3DES in October 2000 by the National Institute of Standards and  
Technology (NIST) as standard was announced, worldwide in use.  
The standard provides a very high degree of safety. The procedure was taken under  
detailed cryptanalytic tests.  
AES is approved in the USA for governmental documents with the highest level of  
secrecy!  
The official specification of the AES by NIST can be found in the Appendix.  
In addition, various automatic download options can be setup. Among other things e.g. a  
dictation can be automatically erased on the dictation device by the Olympus dictation  
management software, if the complete download to the PC was successful. This  
ensures that dictations are no longer located on the dictation devices, which already  
have been completed and are already in the transcription status.  
When using a device by several authors is thus automatically ensured that no foreign  
dictations are left on the device, when the next author starts to work.  
4. Prevent files against accidental deletion: dictation device  
If necessary, a single file on the device can be protected with an erase lock against  
accidental deletion.  
5. Prevent files against accidental deletion: dictation software  
In the Olympus dictation management software an option can be activated, that  
dictations are not fully erased immediately but will be transferred first to the Windows  
Recycle Bin.  
A final erase of the dictations is then done only when the Windows function “Empty  
Recycle Bin” will be used.  
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Professional Dictation  
6. Backup of dictations via dictation management software  
There is a backup function which can be activated in the Olympus dictation  
management software, which is doing a security backup of each dictation. To limit the  
memory requirement, an optional automatic erase logic can be activated (e.g. erase  
dictations automatically after 7 days).  
7. Security through ease of use  
Olympus dictation devices and software have very good ergonomics. By individually  
definable menus (central administration) operating errors are eliminated as far as  
possible. The dictator can only see and adjust what he is also allowed to see and adjust.  
8. Security by IT environment: Thin-Clients  
Olympus supports via specially developed drivers, integrations and cooperations with  
Thin-Client manufacturers the ability of run of professional Olympus dictation devices in  
Thin Client environments.  
Thin Clients offer several advantages: Beside low acquisition- and maintenance costs  
vs. Fat Clients a high data security and data integrity is ensured because the  
dictations are not saved locally anymore.  
Note: PC access is controlled by the user (hard disk - operating system-access, other  
passwords).  
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