8     Operating Total Recall 

8.1     Searching for Calls 

8.1.1      Searching from the Hard Drive 

These operations are accessed from the Search Menu (Search button). 

Highlight the Search button using the <UP> <DOWN> arrow keys and press <SELECT>. This will take you to the Add calls to list Menu. Use the <UP> <DOWN> arrow keys on the Control Panel to navigate to each option and the <SELECT> key and keypad to enter all known information. Highlight Search and press <SELECT>. Total Recall then searches through the archived sessions for all calls that matches your search criteria. If the search criteria are very well defined, the target call(s) will be found very quickly. If the search criteria are less well-defined, then the search will generate a larger number of calls for reviewing. The date and time of the first and last calls is also displayed. 

Note: If your search spans 2400 hrs (midnight), the system will not accept time criteria in the search parameters. Either do not specify time criteria, or initially search up to 2359 hrs on Day 1 and then search from 0000hrs on Day 2. 

If the call you are looking for is not found, you may need to check and possibly modify the selection criteria and search again.  

8.1.2      Searching from the CD 

These operations are accessed from the Search Menu (Search button). 

If you need to locate calls on a previously archived CD insert the CD in the drive mechanism. Highlight the Search button using the <UP> <DOWN> arrow keys and press <SELECT>. This will take you to the Add calls to list Menu. Use the <UP> <DOWN> arrow keys on the Control Panel to navigate to each option and the <SELECT> key and keypad to enter all known information. Highlight Search CD and press <SELECT>. 

Total Recall installs the CD. 

Total Recall then searches through the archived sessions for all calls that match your search criteria. The date and time of the first and last calls on the CD is also displayed.

With the OK button highlighted, press <SELECT> and the found calls will be displayed in the Search Menu. The Tag All button is not available as you are working from an archive CD. 

If the required call(s) is not found, re-set the search criteria and select Search again. 

8.2     Replaying Calls

8.2.1      From Search Menu 

Selected calls are displayed in the lower part of the Search Menu. The information displayed on each call includes Date, Time, Duration, Number, Channel and Status.

With the Search Menu displayed, press the <DOWN> key until the first call is highlighted. The <UP> <DOWN> arrow keys can be used to scroll through the displayed calls. 

To replay a call, position the highlight bar over the target call and press <SELECT>. 

Adjust the playback volume by using the volume control thumb wheel on the front panel. 

To stop replay, press <SELECT> again, or push the Stop button on the Control Keys. 

Alternatively, a call may be replayed using the Control Keys (see Section 4.6.7). 

When a call is being replayed, the progress of the call will be displayed at the bottom of the LCD and in the Status Column the direction and speed of replay is indicated. 

8.2.2      From Logging Menu 

To replay a call from the Logging Menu, position the highlight bar over the target call and press <SELECT>. 

Adjust the playback volume by using the volume control thumb wheel on the front panel.

To stop replay, press <SELECT> again, or push the Stop button on the Control Keys.

Alternatively, a call may be replayed using the Control Keys (see Section 4.5.7).

When a call is being replayed, the progress of the call will be displayed at the bottom of the LCD and in the Status Column the direction and speed of replay is indicated. 

8.3     Live Monitoring of Calls 

This feature is accessed from the Logging Menu. 

A current call will have the letter (C) in the “Status Column”. Highlight the call with the <UP> <DOWN> arrow keys and then press <SELECT>. The letter (M) in the status column after the (C) will indicate Live Monitoring. If the “beep tone” is enabled then this will be heard on the internal speaker. To end monitoring, press <SELECT> again. This will stop Live Monitoring, but will not terminate the call. 

8.4     Archiving Calls 

Total Recall stores compressed call files internally on the hard disk drive. Call files can then be archived to CD either manually (whenever required) or automatically (at scheduled intervals). It is recommended that calls be archived on a regular basis (see 8.4.1). Call recording will continue during the archive process even though the process 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 at a lower priority during the archive. 

8.4.1      Archive Sessions 

Archiving 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 minimize 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, a maximum of 25 sessions is permissible per CD. 

Note: Some earlier CD Readers may have problems reading more than 10 sessions.  

8.4.2      Tagging (*) a Call 

Calls can be selected for Manual Archiving by placing a Tag (*) in the “Status” column in either the Logging Menu or the Search Menu. Alternatively, a selection of calls can be Tagged or Untagged using the Tag All / Untag All button within the Search Menu.

To Tag a selected call within the Logging Menu or Search Menu, highlight the call and press the asterisk key (*) on the numeric keypad. To Untag a selected call, place the highlight bar over the call and press the asterisk key (*) on the numeric keypad.

Once a selection of calls have been found through the Search Menu the whole selection can be Tagged or Untagged by highlighting the Tag All / Untag All button and press <SELECT>. 

8.4.3      Manual Archiving 

This operation is performed from the Search Menu (Archive button). 

You first need to select the calls to be manually archived. These calls may have been previously Tagged at the Logging Menu, selectively Tagged at the Search Menu or a complete list selected (Tag All button) from the Search Menu call list. 

At the Search Menu, with the Archive button highlighted, press the <SELECT> key. Total Recall now searches through the call database. Total Recall then displays the Choose which calls to Archive Menu. 

Use the <UP> <DOWN> arrow keys to highlight an option. When an archive option is selected, Total Recall displays the following: 

·         Time to archive the selected calls to the CD.

·         The number of bytes that will be used.

·         The number of calls. 

Then press <SELECT> to start the archive process or <MENU> to return to the Search Menu. 

If you choose to continue with the archive process you will be asked whether you wish to remove the selected calls on the hard drive after the archive has been completed or whether you wish to keep them. Make your selection using the <UP> <DOWN> arrow keys and the <SELECT> key. Alternatively choose to Cancel the archive. Once the archive process begins, a message is displayed indicating the CD is being installed. This is followed by a message and counter during the file transfer process and finally a message while Total Recall carries out a tidy up function. 

Note: A current call being recorded may be momentarily interrupted if the archive process is activated while calls are in progress. The recommended solution is to archive calls during times of low call activity.  

8.4.4      Automatic Archiving 

This operation is performed from the Options Menu (Archive button). 

To set the Total Recall to automatically archive, navigate to the Options Menu and select the Archive button. Once in the Archive settings Menu, navigate to the Auto Archive button with the <UP> <DOWN> arrow keys and press the <SELECT> key to put a tick in the Auto-Archive box. The archive time interval is now available to be set. This interval can be set in days or weeks with a range from 1 to 99. Press the <DOWN> arrow key to activate the number-options box and use the keys on the numeric keypad to make your selection. Press the <DOWN> arrow key again to activate the weeks-days-hour options box and press the <SELECT> key to cycle through the options and make your selection. 

Within this screen Total Recall indicates when the next archive session will occur based on the present time and the time interval to the next Auto Archive.  

8.4.5      Damaged CD or Insufficient Space 

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.

8.4.6      Archive Reminder 

This feature is accessed from the Options Menu (Archive button). 

To set the Archive Reminder feature, navigate to the Options Menu and select the Archive button. Once in the Archive settings Menu, navigate to the Reminder button with the <UP> arrow key and press the <SELECT> key to put a tick in the Reminder box. Use the <DOWN> arrow key and <SELECT> key to set the Reminder at either 50%, 75% or 90% hard drive capacity. This is a visual and audible reminder only and tells the operator that the hard disk drive has reached the predetermined setting.  

8.5     Deleting Calls

Total Recall has been designed as a secure recording system.  It is not possible to enter any of the user menus and delete selected files from the database. However, there are two ways in which files can be removed from the database: 

a)      Delete using the “Do you want to remove the calls you archive?” selection from the Manual Archive procedure (Section 8.4.3). 

b)      Auto system deletion. This is an automatic system function, designed to ensure that Total Recall does not stop recording when the hard drive reaches maximum capacity.  Once the hard drive is 95% full, the oldest archived calls are automatically deleted until the hard drive 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. 

8.6     System Shut Down 

This procedure is accessed from the Options Menu (System Shut Down button). 

Because Total Recall uses a database with active and open files, Total Recall should be properly shut down before the power is turned off. Total Recall should always be shut down using the System Shut Down Menu within the Options Menu.  

In the Options Menu press the <UP> arrow key until the System Shut Down button is highlighted. Press the <SELECT> key. You will be asked to confirm this a second time.