Using and upgrading your dictation system

By Martel Electronics · Published October 24, 2026 · Updated October 28, 2026 · 14 minute read

A computer-based dictation setup is ready when a lawyer can record an identifiable assignment, the secretary can receive and control the audio, and the resulting draft returns for review. Connecting a recorder by USB is only one part of that process. Software, foot-pedal control, file organization and the handoff between people all need to work together.

This guide walks through a practical setup using Martel recorder and transcription packages. It concentrates on installation and daily operation rather than choosing between every available system. For the buying decision, use the lawyer and secretary package buyer’s guide. Complete the steps below with fictional recordings before introducing ordinary office assignments.

1. Identify what each component does

The recorder captures speech and stores audio. A supported connection transfers that recording to the computer workflow. Transcription software opens the file and provides playback controls. A compatible foot pedal operates assigned functions in that software, and a headset lets the secretary listen while preparing the document. The audio and the typed document remain separate files.

This arrangement is human transcription. A foot pedal does not interpret the recording or write the letter. If speech recognition is part of your intended process, specify the separate software or service, its supported inputs and the review step. Avoid installing a playback kit while expecting an unlisted automatic-text feature.

Write down the responsibilities as well as the equipment: the author records and identifies work; the secretary confirms receipt and prepares the draft; the designated reviewer checks the finished wording. This simple division prevents installation questions from becoming unanswered workflow questions later.

2. Match the delivered items to the purchased package

Martel’s Lawyer Dictation Recorder + Free Secretary Transcriber, SKU 405, lists a slide-switch recorder, USB docking cradle, docking cable, rechargeable battery, memory card and case. Its secretary equipment includes transcription software, a three-way USB foot control and a headset. Compare the current order and delivered contents before installing components.

Do not use the contents of a different Martel bundle as the checklist for your order. Similar product names can describe different combinations of recorder, cradle, cable and playback equipment. Keep the package identifier with the installation record and note the actual model labels on the delivered devices.

If you purchased the Dictaphone Machine, SKU 1843-2, its described routine is different: the recorder is handed to the secretary and placed in the matching desktop playback arrangement. Do not automatically apply computer-transcription installation instructions to that standalone audio workflow.

3. Confirm the whole workstation’s compatibility

Record the computer’s operating-system edition and version, the transcription application and edition, and the exact pedal model. Ask the office’s computer support person to confirm current installation requirements. Compatibility is a chain: the computer must run the application, the application must open the recorded audio, and the foot control must operate the application as intended.

A recorder appearing as a connected device does not prove that the transcription workstation is ready. Likewise, a pedal being recognized by the computer does not prove that its buttons are assigned in the playback application. Check these separately so a problem has a clear location.

Before replacing a working computer, preserve the installation record and confirm how software activation or licensing moves to the replacement. Do not assume that a package permits unlimited simultaneous installations. Ask about the intended number of users and workstations when planning a second secretary’s desk.

4. Arrange the physical desk before adjusting software

Place the recorder or dock where the author can connect it consistently without moving the secretary’s keyboard or paperwork. Give the pedal a stable location and route its cable so normal chair movement does not pull the connector. Position the headset cable to avoid snagging when the user stands up. These details make repeated use more predictable.

Identify the computer ports that will be used for the recorder, pedal and audio output. A connector’s physical shape does not establish what every attached device supports. If a hub or adapter is necessary, include that exact accessory in the test instead of proving the system only with a different temporary connection.

Let the secretary participate in the arrangement. The person installing the kit may be able to make a short recording play, while the daily user notices an awkward pedal angle, a cable under the chair or a listening control that is difficult to reach.

5. Install the supplied transcription application

Use the installation source and instructions supplied with the purchased package. Confirm the product name and edition before running an installer. Keep activation information with the office’s equipment records and arrange installation permissions through the normal support process. An unrelated download with a similar name is not a substitute for the supplied software.

Open the application before changing recording settings. Locate the controls for opening audio, starting and stopping playback, navigating backward and selecting the foot control. If the program does not start, resolve that installation issue first. Changing the recorder’s format cannot repair an incomplete application installation.

Record the installed version and any settings intentionally changed. This does not need to become a lengthy technical report. A short note about the program, license location, selected pedal and incoming-work folder gives the next support person a useful starting point.

6. Establish a clear location for incoming audio

Choose an approved storage location for assignments awaiting transcription. Both the author and secretary should be able to describe how a recording gets there. Avoid beginning with several competing folders or relying on whichever desktop location happened to open during installation. A predictable destination makes missing work easier to investigate.

A simple example uses separate locations or statuses for received, in progress and awaiting review. The specific folder names matter less than the meaning everyone assigns to them. Moving a file should not silently change who is responsible for it. Document whether the secretary copies, moves or opens the recording through the application’s own work list.

Use a short assignment identifier that follows the audio and draft. For example, a fictional test could be labeled TEST-024-Letter. Keep names and other details in the office’s approved system rather than assuming that long descriptive filenames are always appropriate.

7. Prepare the recorder with a disposable sample

Follow the supplied instructions for charging, inserting approved media and selecting a recording mode. Confirm the current date and time if they form part of the device’s file organization. Do not format a card containing needed material merely to simplify setup; use an appropriate empty test card or a clearly identified sample recording.

Record a short fictional instruction containing an assignment identifier, one paragraph, a reference number and an explicit ending. Include a deliberate pause and a correction so the receiving test covers more than uninterrupted speech. Keep a written copy of the intended wording for comparison.

Review the recording on the device before transfer. Check the first sentence and final instruction, and make sure the file is saved. A successful live monitor or recording indicator is not the same as confirming that a complete saved file can be played again.

8. Transfer the audio and verify the copy

Connect the recorder through the supported cable or cradle and follow its transfer instructions. Identify the newly created test file rather than copying an unrelated older recording. Where the software imports automatically, confirm the destination and whether it leaves the original on the recorder. Where transfer is manual, use the office’s agreed location.

Open the transferred copy in the transcription application. Confirm the assignment identifier, approximate duration, audible beginning and audible ending. If a conversion is part of the route, verify the converted file as well and retain the original according to the approved process. Renaming an extension does not change the audio encoding.

Do not erase the source simply because a progress bar finished. First verify that the receiving copy is usable. Then follow the office’s retention and device-clearing procedure. Our dictation file-format guide explains the compatibility questions behind this check.

9. Configure the foot pedal inside the playback application

Use the application’s supported pedal settings or setup instructions. Assign only functions the software and control support. A common transcription routine needs play or pause and backward navigation, but the precise assignments depend on the supplied control and the user’s preference. Verify what each pedal actually does instead of relying on its position.

Test the controls with the sample file while the secretary’s hands remain on the keyboard. Press and release each pedal, then listen to the result. Determine whether playback continues after release, stops immediately or returns to an earlier point. These behaviors should be understood before the user begins a real document.

If the program offers automatic back-step, test a modest setting with ordinary speech. The useful amount is enough to restore context without repeatedly replaying an entire paragraph. Record the accepted behavior so a future reset or software update can be recognized.

10. Check the headset and listening level

Confirm that the playback application sends sound to the intended output and that the headset connection matches the supplied equipment. Start at a comfortable level and adjust for clear speech. Increasing volume is not a reliable cure for a poor recording; if words remain unclear, compare the source and transferred file before continuing.

Listen to quiet words, sentence endings and the deliberate correction in the sample. Check whether one side is unexpectedly silent and whether a cable movement causes an interruption. Use the headset that will be used daily rather than treating a temporary speaker test as the final audio check.

For longer sessions, the secretary should assess comfort and cable placement. A working output is necessary, but the desk also needs to support repeated listening and typing. A comfortable arrangement reduces avoidable interruptions while the user learns the new controls.

11. Complete a fictional assignment from beginning to end

Label the exercise clearly as a setup test. The lawyer records a short fictional letter, the secretary acknowledges receipt, types a draft and returns it with any questions. The lawyer then compares that draft with the intended wording. This is an acceptance procedure the office can perform; it is not a report of measured product performance.

Include one correction whose meaning is obvious when spoken clearly. For example, replace a fictional meeting time and explicitly identify the original phrase being replaced. Ask the secretary to flag uncertainty rather than guess. The exercise should expose unclear dictation conventions as well as equipment problems.

Finally, locate the completed draft and its associated audio using the assignment identifier. If finding the files requires remembering where someone clicked during setup, simplify the filing routine before daily work begins.

12. Define what each job status means

These are suggested meanings, not a claim that a particular Martel package creates every status automatically. Use the application’s supported work list or the office’s existing assignment system. The important point is that “uploaded,” “typed” and “approved” represent different stages.

13. Troubleshoot the step that actually failed

If the recorder does not appear at the computer, check the supported connection, cable and device instructions. If it appears but the file will not open, identify the actual format and receiving application. If the file plays with the mouse but the pedal does nothing, concentrate on the supported control and its assignment. These are different faults and should not be treated as one vague compatibility problem.

If the recipient receives the wrong file, review assignment naming and transfer selection. If the file ends unexpectedly, compare the source recording with the transferred copy. If the draft contains an incorrect name despite clear audio, that is a transcription or review issue rather than proof that the recorder malfunctioned.

Record the exact symptom and the point at which it occurs before requesting support. Include the package identifier, device and software versions, file extension and the result of the fictional sample. Avoid sending confidential recordings merely to illustrate a problem that a harmless test file can reproduce.

14. Plan for a second author or another secretary

Expanding the office requires another check of roles, simultaneous use and licensing. A second lawyer may need another recorder without a duplicate secretary station. A second secretary may need an additional supported workstation and software entitlement. Confirm the current product and license requirements rather than assuming that one bundle covers every expansion.

Test two fictional assignments arriving close together. Give them different identifiers and ensure that each is assigned once. Decide how urgent work is flagged and who may reassign an unfinished job. A shared folder can hold files, but the office still needs a clear method for avoiding duplicate work or unattended assignments.

If the second worker is remote, review the remote secretary equipment and file-handoff guide. A desk setup that works within one room does not establish that a remote user has the required access or playback tools.

15. Keep the setup record and retest material changes

Keep a concise record of the package, recorder, software edition, operating system, pedal, headset connection and delivery route. Record the date of the successful sample exercise and any deliberate playback settings. Store purchasing and activation information through the office’s normal records process.

Retest the affected part after a material change. A new computer calls for software, file and pedal checks. A different recording mode calls for a receiving-file check. A new transfer service calls for an access and acknowledgment check. This focused approach is more useful than waiting for a real assignment to expose an untested dependency.

Keep a harmless sample available for future troubleshooting. It should include enough speech to test start, stop, rewind, a correction and the final instruction, while containing no real client details. A repeatable sample gives different support people the same small problem to examine.

Use a concrete sign-off sheet for the first working day

Before considering setup finished, have both users mark each required result as passed, failed or not applicable. Record the assignment identifier and the date. A pass should describe an observed result, such as “the secretary opened the transferred sample and heard its final instruction,” rather than a vague statement that the software seemed fine.

• The author can start, stop, save and find the test recording.
• The chosen correction method leaves an intelligible final instruction.
• The correct file reaches the agreed incoming-work location.
• The secretary opens it in the intended application.
• Every assigned foot-pedal action behaves as expected.
• The headset receives clear playback at a comfortable level.
• The draft returns with the same assignment identifier.
• The reviewer can match the draft to its source audio.

If one item fails, record the unresolved step and who will address it. The office can then distinguish an equipment issue from a missing convention. For example, a working pedal cannot resolve an unclear instruction about which paragraph to replace, and better file naming cannot fix an unsupported audio format.

Prepare for ordinary interruptions without duplicating work

Consider a fictional afternoon in which the secretary is halfway through a letter when an urgent assignment arrives. Decide whether the current job remains marked in progress, how the playback position will be found again and how the urgent job is identified. Use the application’s supported position or work-list features where available; otherwise record a simple reference through the approved office process.

Now consider the author replacing an instruction after the secretary has already started typing. A new recording should clearly identify the existing job and the passage it changes. The recipient needs to know whether the instruction supplements the original or supersedes it. Sending a second file with an almost identical name creates avoidable uncertainty even when every piece of equipment works correctly.

Finally, decide what happens when the normal secretary is absent. The covering person needs approved access, suitable software, the correct playback control and a clear assignment list. Testing that arrangement with a fictional sample before it is needed is more useful than leaving the first urgent job to serve as an improvised installation exercise.

Questions about lawyer and secretary dictation setup

Does the secretary need a computer?

For a computer-transcription package such as SKU 405, the playback application and USB foot control belong in the supported computer arrangement. The Dictaphone Machine provides a different, shared-recorder playback route. The secretary may still use a computer to type the document even when audio playback is standalone.

Can we use a pedal we already own?

Only after confirming the exact pedal’s support in the intended application and connection. Similar-looking controls may use different interfaces or requirements. Include the actual pedal in the acceptance exercise rather than assuming that any three-way pedal will behave like the supplied one.

Is a file that plays in a general media player ready for transcription?

It proves basic playback in that player. The intended transcription application must still open the file and respond correctly to the foot control. Test the software and accessories used for daily work, including any protected files or conversion steps in the planned route.

When should we delete recordings from the recorder?

First confirm that the correct complete recording has reached its intended destination. Then follow the office’s approved retention and device-clearing process. Equipment setup does not determine how long a particular matter’s audio should be retained.

What is the best first purchase for this workflow?

Compare the complete SKU 405 lawyer and secretary package with the requirements of your current workstation. If the office prefers handing over a recorder for standalone playback, compare the no-PC arrangements before ordering. Choose the process first, then verify the components that support it.

Original guidance by Martel Electronics. Product details checked October 28, 2026. Examples and suggested checks help you evaluate a workflow; they are not claims of completed laboratory testing. Confirm the current package, software version and required connections before ordering.