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Total Recall Owner's
Manual
5 Operating Total Recall Once the unit has been installed and configured, operation of Total Recall is performed by toggling through the three operational menus: a) Logging Menu Displays current call activity and enables live monitoring of calls. b) Playback Menu Enter the parameters to search for a call, perform the search, and playback of calls. c) Archive Menu Archive selected calls, perform system software updates, and shut down the system. Press the MENU key to toggle forward through the menus. After each new menu is selected, the cursor will locate at the position required for password entry. If you access out of a menu at any time, you will need to enter the password to re-enter the menu. 5.1
Logging Menu The LOGGING Menu displays current call activity on the recorder (the last 9 calls). The calls are displayed in descending order, with the most recent call displayed at the top. If a call is not displayed on the LOGGING Menu, it does not mean the call has been deleted from storage. Simply access the PLAYBACK Menu to search for the call. The
information fields in the LOGGING Menu are: Date: The date the call was placed or received. Time: The start time of the call. Len: The length or duration of the call, in seconds. Number: The inbound or outbound call number (max 12 digits displayed). >
<
The direction of the call is displayed if either CLI or DTMF has been
captured.
CH#: The channel number (1 to 8) associated with the call. ST: The status of the call. C = Current Call M = Live Monitoring a Call D = Damaged Call (call was not properly terminated, but may still be useable) A = Archived Call (call successfully transferred to Archive CD)
P = Indicates
a call that is being played (*) = Tagged for Archive (Selected for archive)
To access the LOGGING Menu, enter your Password, then SELECT. The cursor will become a scroll bar, positioned over the first call on the screen, which is the most current or recent call on the system. Press DOWN ARROW to scroll down through the recordings. 5.1.1
Live Monitoring The “Status Line” will indicate whether or not Live Monitoring is enabled on the respective channel. If Live Monitoring is enabled, press SELECT to monitor the call and (M) will appear in the Status column. To stop listening, press SELECT again. This will disable Live Monitoring, but will not terminate the call. If the “Beep Tone” is enabled, then you will hear the tone generated on the internal system speaker. Once a call has terminated, it is stored on the system and can be accessed for replay via the PLAYBACK Menu. 5.1.2 Playback from the Logging Menu It is possible to Playback calls from the Logging Menu. Simply position the highlight bar over the call and press SELECT. A (P) will appear in the status column and the call will begin to play. You can adjust the volume of the call by using the “volume control” button on the front panel. To stop playback, push SELECT again, or push the STOP button on the Control Keys panel. When a call is playing back, a PLAY MONITOR cursor will appear on the STATUS Line, indicating the progress of the call from start to finish. 5.2
Playback Menu The PLAYBACK Menu is used to search for and playback a call on the database or from a previously archived CD. Note:
The version number of the current software is shown in the top right
corner of this screen.
5.2.1
Search and Select a Call Press MENU to select the PLAYBACK Menu, and then enter your Password. The following selection criteria will help to locate the call(s) you wish to replay.
a)
Date: Enter the date format as (DD MMM YY) using the numeric keypad. (Use the SELECT key to set the month, JAN-DEC) You can enter the date range as (From – To). If the call you wish to locate was on one specific date, enter that date in both the “From” and “To” locations. If you set the date fields to “00”, then all dates will be searched. b)
Time: Enter the time as (HH MM SS), with seconds being 00. Enter the time range as (From – To). If you set the time fields to “00” then all calls will be searched. Enter the Time, or press DOWN ARROW and the cursor moves to “Phone Number”.
c)
Phone Number:
You can search for a call by entering the inbound or outbound number, provided the number was captured at the time the call was made. This selection will search the sequence of numbers entered, so it is not necessary to know the complete phone number when using this selection. Enter the Phone Number using the numeric keypad, and press SELECT. If you make a mistake entering the number, or wish to cancel the number, press UP ARROW and the cursor will return to Phone Number. Press SELECT to clear. If no Phone Number is entered, the system will search all numbers on the database. d)
Channel: It is possible to search ALL channels, or search a specific channel. The default setting is ALL channels. To search a specific channel, press SELECT and the channel numbers (1 to 8) will appear in sequence. Press DOWN ARROW to move to the next selection.
e)
Direction: Calls can be searched on whether they were “Incoming” (<), “Outgoing” (>), or if unsure, both directions (“All”) can be searched. Press the SELECT Key to toggle between “In”, “Out”, or “All”. Warning: If the system is unable to detect the direction of a call (for example, a call transferred internally, or a call that continues after passing the Maximum Record Length, then no direction will be indicated. You can locate these calls by selecting “All”. Press DOWN ARROW to move to the next selection.
f)
Source: Calls that have previously been recorded can be found in 2 locations: Database: The internal hard disc CD: On one of the previously archived CDs Press the SELECT Key to toggle between “Database” and “CD”. Press DOWN ARROW to move to the next selection. 5.2.2
Searching the Database Once the search criteria have been entered and the database option selected, position the cursor over “Search” and press SELECT to search the database for all calls that match the criteria. The results of the Database search, and the number of entries found, will be displayed on the screen.
The calls will be displayed in the Playback Menu and be available for selection and replay. If a selection is not made within 60 seconds, the system will default to the LOGGING Menu and the PLAYBACK search will need to be made again. 5.2.3
Searching the CD If you need to locate calls on a previously archived CD, locate the CD and place in the CD drive. Set the selection criteria, select the source (see above) and press SELECT to start the search.
Press
“Start Search” and the display will show: The system will now search the contents of the CD and display the number of calls searched and the search result calls takes approx 1 minute to complete. The date and time of the first and last call on the CD is displayed. The calls will be displayed in the Playback Menu and be available for selection and replay.
If the required call(s) is not found, simply re-set the search criteria and SELECT Search again.
The
“Start Search” will immediately search the CD and display the found calls.
When finished press SELECT to display the search results on the PLAYBACK MENU
screen. In order to eject the CD press “Unlock CD” and the display will
show:
This process takes approx 15 seconds, during which time the CD selection option is closed and the CD is readied for ejection. Operator intervention is not possible during this process, but the recorder will continue to record any incoming calls. If
you decide to switch from a CD search to a database search, and the CD is left
in the CD drive, the following message will appear:
Selected calls are displayed in the lower part of the PLAYBACK Menu. The information displayed on each call includes Date, Time, Duration, Number, Channels and Status. After the “Search” routine is complete, press DOWN ARROW and move the cursor to highlight the first call. The UP/DOWN ARROWS can be used to scroll back and forward through the selected calls. To replay a call, position the highlight bar over the call and press SELECT. The “Status Line” will indicate, “call available to play”. Check the volume control on the front panel. When SELECT is pressed, the Status column will show “P”, to indicate that the selected call is being played. To
stop the playing of a call, press SELECT again. If
the call you are looking for is not found, you may need to modify the selection
criteria and search again. Press
the UP ARROW key to move the cursor back to the selection criteria. It is possible to scroll quickly through the selected database of calls by holding down the UP/DOWN ARROW buttons. 5.2.5
Using the Control Keys During the playing of a call, the “Control Keys” can be used to navigate through the call. The “Control Keys” operate in much the same way as the keys on a CD or tape player. They can be used to Stop, Play, Fast Forward and Fast Rewind through a call. Pressing the “Play” key during playback will cause the playback to Pause. The call can be released by pressing the “Play” key again. 5.2.6
Playback Output Options There are 3 standard options for playback of calls: · System Speaker: Total Recall has a built in system speaker. The speaker is located on the left side of the unit. The volume control dial is located on the front panel of the unit. · Headphones: Connecting a set of standard PC headphones to the headphone output port on the front panel will disable the system speaker (only while the headphones are connected). The volume control dial operates as before. · External Speaker or Tape Recorder: Connecting a set of standard PC (A/C powered) speakers to the Line Output Port on the front panel will enable output from both the System Speaker and the External Speakers. Volume control does not function in this mode. It is possible to connect a standard audiocassette recorder to the Line Output Port and transfer an audio call to tape by replaying the call. 5.3 Archive MenuNote:
For system backup and security of data, it is recommended that calls be manually
archived on a regular basis, either daily or weekly. Alternatively the user can
select Automatic Archiving. If
the user waits until the hard drive is full before starting the archive, then
the archive may take several hours and use multiple CDs to complete.
The speed of archiving is determined by the time it takes to write to a
CD. During
the archive process, calls will continue to be recorded on all active channels.
Other functions of the recorder will be disabled during the archive
process and the MENU and SELECT keys will not work.
DO NOT switch off the recorder during this archive process. If
the archive process is started at the same time as calls are being recorded,
then there will be a gap of approx 30 seconds in the recorded data.
This happens only during initialization
of the CD drive. It
is therefore recommended to start the archive process during a quiet time, or
after hours. Press
MENU to select the ARCHIVE Menu, and then enter your Password. The ARCHIVE Menu is used to archive calls from the hard drive to a CD as a permanent call archive record. By transferring the CD to a multimedia PC, it is possible to database the calls on a system server, replay calls at the PC, or transfer the calls in .wav file format to a remote PC as an e-mail or document attachment. In addition, the ARCHIVE Menu is used to provide access for upgrading software, and also to shut down the system.
5.3.1
Archive Reminder
To
ensure that no calls are lost through automatic deletion (Section 5.3.6), an
“Archive Reminder” can be activated on the system.
Place the cursor over Archive Reminder and toggle through the settings
using the SELECT key. The settings are: · When 50% full · When 75% full · When 90% full · Off (No Reminder) If
(for example) the Archive Reminder is set to 50% full, and storage reaches 50%,
a warning will appear to indicate that the threshold has been reached, and a
warning signal will ‘beep’ at 3-minute intervals. No files are deleted at this stage, and no data is lost from the system. 5.3.2
Automatic Archive When the scheduled time has
been reached, Total Recall will wait for a 30-second period with no calls.
When this occurs it will start the auto-archive.
If there are no 30-second quiet periods, then the auto-archive process
will begin regardless. The interval between archives
is adjusted by placing the cursor over Automatic Archive and using the SELECT
key. The time that the automatic
archive begins is always aligned to the change of hour.
The options are: ·
Off ·
Every 24 hours (2400hrs) ·
Every 12 hours (2400, 1200hrs) ·
Every 8 hours (2400, 0800, 1600hrs) ·
Every 4 hours (2400, 0400, 0800, 1200, 1600, 2000hrs) ·
Every 2 hours (2400, 0200, 0400, 0800……….2200hrs) ·
Every 1 hour (on the hour) 5.3.3 Manual Archive 5.3.3.1 Tagging a Call (for Archive) Calls can be selected for archive by placing a TAG (*) in the “Status” column. Calls
can be TAGGED from either the LOGGING Menu or the PLAYBACK Menu. To
TAG a selected call, place the horizontal scroll bar over the call (in either
the LOGGING or PLAYBACK menus), and press the asterisk key (*)
on the numeric keypad. To “TAG ALL” a block of calls, access the PLAYBACK Menu and select calls based on the required criteria (i.e., all calls during the past 5 days). Once the calls have been selected by using the “Search” option, the calls are displayed in the lower part of the PLAYBACK Menu. Press DOWN ARROW to move the cursor to “* ALL”. Press SELECT, and the asterisk (*) will appear in the Status column next to all calls. To
UN-TAG all calls, press SELECT again.
To UN-TAG a selected call, place the horizontal scroll bar over the call
and press the asterisk key (*)
on the numeric keypad. Place the cursor over Manual Archive and use the SELECT Key to choose one of three options:
· “ALL” All calls on the database will be archived · “TAGGED” Calls marked with an (*), specifically selected for archive ·
“UNARCHIVED”
All calls previously unarchived The user then has the following options:
Keep the archived calls:
Calls are archived to the CD but remain on the hard drive. The following dialog box appears when an archiving option is selected:
Note:
If the “Archive All” option is selected and then “Remove these
archived calls” is selected, after the archive process, ALL calls will be
deleted from the database. If
the “Tagged Files” option is selected and then “Remove these archived
calls” is selected, after the archive process, only these Tagged files (*)
will be deleted from the database. The
recording interrupt may be encountered if the archive process is activated while
calls are in process, and is caused by the registration of the CD to the system.
The recommended solution is to process archive calls during times of low
call activity. This
process involves a search to determine the number of calls to archive, the space
required and the approximate archive time. The process may take approx 1 minute. If there is insufficient space on the CD to accommodate the archive selection, the following message will appear;
If the CD is damaged in any way, a message will advise that the archive was cancelled. Note: This process creates an Image File of all calls being archived, and may take some time to complete especially if there are long files or a very large number of files to be archived. Progress will be displayed on the screen. Other recorder functions (other than recording) are disabled during this process. Note: During the archive process, the clock (top left corner) may stop at times. This is part of the normal operation. The screen refresh of the clock functions as a lower priority during the archive. Once the archive is complete, the system verifies that calls have been archived to the CD. If the Archive Option “Keep the archived calls” was selected, the archived calls will still remain on the internal database, and will now be marked with an (A) in the Status column to indicate archival complete. These calls can be archived again (to a 2nd or 3rd archive CD) 5.3.4 System Maintenance
Return to Archive Menu 5.3.4.2
Rebuild Call Database In the event of a power cut, line disconnection or other event that may have damaged a call record, or left a call record un-terminated, there is an option to rebuild the call database. In the Archive Menu, scroll down to “System Maintenance” and SELECT “Rebuild Call Database”.
5.3.4.3 Upgrade Software System upgrades are provided on CD, and uploaded to Total Recall using the ARCHIVE Menu. System upgrades will change only the Total Recall system files. Any pre-recorded voice files on the Hard Drive will not be affected by this upgrade. Note: For security purposes, you are advised to make an archive copy of all necessary calls before starting the upgrade process. Once
you receive a Total Recall upgrade CD, please follow this procedure or else
follow specific instructions included with the upgrade CD. Software
Upgrade Procedure: · Boot up Total Recall so that it is running normally. · Load the Upgrade Software disc in to the CD drive on Total Recall. · Press MENU key to skip to the ARCHIVE MENU. · Select ‘SYSTEM MAINTENANCE’ · Select ‘UPGRADE SOFTWARE’ · LCD screen message: Loading CD... · LCD screen message: Loading CD... Copying Files ... · LCD screen message: Install Total Recall V1.x · Select ‘UPGRADE NOW’ The
upgrade process is automatic and takes approx 2-5 seconds.
When
complete, the system will indicate that it has shutdown. · EXIT, then Power OFF/ON · Restart Total Recall. The first screen will indicate the new version of software now loaded. Continue operations as normal. 5.3.5
System Shutdown The correct method of shutting down the Total Recall Voice Logger is to use the “System Shut Down” selection. Access the ARCHIVE Menu and enter your password. Scroll DOWN ARROW to “System Shut Down” and press SELECT. The “Status Line” indicates – SYSTEM SHUT DOWN, please confirm. Press SELECT again. The “Status Line” indicates – SYSTEM SHUT DOWN, please confirm again. Press SELECT again, and the system will shut down correctly. 5.3.6 Deleting Files Total Recall has been designed as a secure recording system. It is not possible to enter any of the user menus and automatically delete selected files from the database. However, there are 2 ways in which files can be removed from the database. a) Delete using the ‘Remove these archived calls’ command (explained in the previous section). b)
Auto system deletion. This is an automatic system function, designed
to ensure that Total Recall does not stop recording when the disc reaches
maximum capacity. Once the disc is 95% full, the oldest archived calls are
automatically deleted until the disc capacity is reduced to 80% full.
The system then continues recording to the 95% capacity, when the
auto-delete function is repeated again. During
this auto-delete process, the system will continue to record any active calls.
5.3.7 Archive SessionsArchiving to a CD is performed in sessions. Each session updates the CD’s directory, writes the calls and closes with an end of session marker. Archiving to CD needs to be done thoughtfully as each session marker takes 11Mbyte of disk space. This is equivalent to 3 hours of calls. Therefore to minimise wasted space it is better to archive many hours worth of calls in one session instead of a small number of short calls in multiple sessions. Also to maintain compatibility with various CD readers the number of sessions should be kept to a minimum (< 10 sessions). TABLE OF CONTENTS
Next Chapter is SOFTWARE
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