Equipment

 

 

Note for service coordinators:  Medical and ergonomics experts advise typists to use special equipment to minimize the physical stress of the job.  Some suggestions are lightweight computers, a good quality roller bag, and a portable steno table.  Also, it is usually a good idea to identify a personable tech person to help the transcriber with equipment issues, if needed.

 

The standard TypeWell system uses two notebook computers and a linking device, the TypeWell software, a comfortable roller bag to carry the equipment, and a portable stand for good ergonomic positioning.  Some situations will also require an available printer and copier to distribute printed notes after classes or meetings.  Sites wishing to use an alternate viewing option for the reader, such as a TV monitor, other large screen device, or hand-held computer must purchase that equipment as well.

The Notebook Computers:  The basic requirements for the transcriber's computer are:

• Light weight (under 6 pounds very desirable; under 5 pounds recommended; 3 pounds is best);
• Long battery life (greater than 3 hours desirable);
• WiFi or a serial port or both (see Linking below)
• No RAM requirement, any amount that works for Windows will work with TypeWell;
• A comfortable built-in keyboard (use of an external keyboard is strongly discouraged);
• A built-in pointing device, such as a touchpad (use of an external mouse is strongly discouraged);
• Windows 95, 98, NT 4.0 or greater, 2000, ME, XP, or Vista (or Apple Macs with special software);
• A writable media device: either a USB flash memory device, a floppy disk drive, or a CD burner (USB flash recommended).

It's generally better to get a model with a smaller screen in order to reduce weight.  Do not get a big screen model on the theory that bigger is better; for TypeWell services, smaller is better.  With TypeWell's adjustable font sizes, even the smallest computer screens are more than sufficient for readability.  Smaller computers are also lighter-weight, and thus better ergonomically for a transcriber to lift and tote around. 

The computer used by a transcriber during training must have:

• All of the above requirements for a transcriber's computer;
• No RAM requirement, any amount that works for Windows will work with TypeWell;
• A working sound system for playing sound to a headset;
• Earphones/headphones;
• A CD ROM reader (may be external);
• At least 500 meg of free disk space on the C: drive;
• A comfortable built-in keyboard (use of an external keyboard is not permitted, contact us for details);
• A built-in pointing device (use of an external mouse is not permitted, contact us for details);
• A Web browser (just the program, no connection to the web needed);
• Windows Media Player version 7, or higher;
• Windows XP recommended (or Apple Macs with special software);
• Note: 1) The Wifi and linking hardware are used when providing communication access services. They are not used in the initial phase of the training. 2) Internet access directly from the laptop computer is not required during training.

The reader's computer requirements are:

• Same as for transcriber basic requirements, above;
• Even smaller and lighter (such as a 2 pounds) is more desirable;
• Small screen (12" or smaller is desirable);
• Easy to read screen;
• Screen that is easy to read from the side if more than one reader will be looking at the same computer during class;

A small computer with a small screen is doubly desirable for the reader machine: so that it doesn't dominate the reader's desk, and so that it's light and portable for moving between classes.

An inexpensive computer that is a good choice for the transcriber's computer is the Dell Latitude series.  Go to the Dell website, choose Small Business, choose Notebooks, and then choose Latitude, to see their product line.  Any of those in the 2-to-5 pound range are suitable.  The integrated wireless is a nice option.  Also be sure to change the warranty to the length you need -- most sites choose 3 year warranties. 

The 3 lbs. Dell Latitude models are perfect for use with TypeWell due to their small size and weight.  However, before choosing a sub-3-pound "ultralight" computer as the transcriber's computer, try out the keyboard to make sure it is comfortable.  Some ultralights have smaller keyboards, with thin keys, and not everyone finds them comfortable for fast typing.  Some users find the keyboards of these ultralight to be undesirable for extended typing, although most really like them.  Also, ultralights typically do not have a serial port so be sure to get the integrated wireless. 

2-pound computers like the Asus Eee are excellent choices as reader computers.  They're inexpensive, lightweight, and unobtrusive.  Be sure to get a model that runs Windows XP or Vista.  Note that these 2-pound computers have cramped keyboards that are inadequate for use as a transcriber computer, so be sure to get something larger like the Dell 3-lbs models for that. 

Linking Devices: Serial Cable or Wireless Cards:  The transcriber's computer must be linked with the reader's computer (or alternate display device) to send the information being typed. 

The best approach is to link the computers by wireless, which uses radio waves and no physical cable.  This allows the most flexibility in where transcriber sits relative to the reader.  It also removes the hazard and hassle of having a cable stretched between the two computers in class.  Wireless communication works at distances up to 100 feet. 

Most new laptop computers have integrated (built-in) wireless.  Wireless cards can be added to older computers and are available in most computer stores for as little as $30 each.  Be sure to get 802.11b, 802.11g, or 802.11n wireless, sometimes labeled as WiFi.  It's also possible to use Bluetooth wireless but the range is shorter and it is incompatible with WiFi devices. 

See our wireless installation directions to configure the wireless devices properly for TypeWell use.

Another less common method of linking when wireless is not available is to use a serial cable, which connects in the serial port of the two computers.  These cables are available from Cablesnmor.  Be sure to get a DB9FF (female-to-female) null-modem cable.  A good length is 25 feet.  If you'd like to use this method, first check that your laptops have the required serial ports; if not, USB converters can be purchased to add serial ports to a computer. 

Roller Bag:  It might seem obvious that the transcriber will need some way to transport the computers and other paraphernalia of the job.  But, the means of transportation is not necessarily so obvious.  In order to protect the physical well-being of the transcriber, it is best that the equipment not be carried.  We suggest a computer roller bag, such as those now available in many office stores.  It is best to get a bag with compartments, so the computers can be protected.  These roller bags can run from $50 upwards.  One good source of roller bags is Targus, here's the direct link to their roller bags.

Portable Stand:  The height of most desks is too high for comfortable, healthy typing.  It is very poor practice to have the wrists resting on the edge of table or desk.  For this reason, many transcribers prefer to use a portable typing stand.  A good quality versatile steno table is the CR3 insTand.

Printer:  If the transcriber is giving a paper copy of the notes to the reader, the transcriber will need easy access to a printer.  Thus, it is important to have a printer available for use that is compatible with the transcriber's computer.  It is possible for the transcriber to put the file on a floppy disk and put that disk in a compatible computer that is connected to a printer.  It is necessary that the computer have a word processor on it, or at least WordPad in Windows.

Copier: At some sites, the transcriber must often make copies of notes.  This would be necessary when the reader, classroom teacher, presenter, mentor or tutor want/need copies.  It is important that the transcriber have ready access to a copier, as the time allotted in most transcribers' schedules to do editing and note distribution is relatively short.  If standing in a long line is a normal part of using the copier, there are bound to be days the notes are not ready when they must be.

Alternate Text-Viewing Options: At some sites, such as churches or large meeting rooms, it is desirable to show the transcribed text on a large screen.

You could use a separate computer monitor or LCD display, connected to your transcriber computer using the built-in 15-pin video connector.  This approach has disadvantages: computer monitors are expensive and not very large for comfortable reading from more than a few feet away.  In addition, cables must be fairly short so the transcriber has to be seated near the display.  This solution is rarely the best.

Another possible solution is to use a projector.  They project the image that is on a computer screen onto a modern projection screen or even onto a wall.  (Modern projection screens are similar to old-style home-movie screens, except they have more modern coatings). Projectors range from 3 pounds to 30 pounds, and connect to the computer's 15-pin video port.  The upside is that a projector can be portable, and can display on a very large screen or on a wall, if nothing else is available.  The downside is that projectors can be expensive, and might not work well in very bright rooms.  Projectors are available from many major manufacturers and business computer stores.  Prices begin at $500.

The third alternative viewing option is often the best for most sites.  It is to show the text on a TV monitor.  This is easy if your computer has a built-in video-out jack (a yellow circular socket).  But most computers do not have this.  If your computer lacks this jack, you'll need to purchase a converter box, such as those from Focus Enhancements.  Converters cost a few hundred dollars or less. Be aware that TV monitors are not suitable for close-up viewing as they are much fuzzier than computer displays.  However, they can work fine for showing large text to a room full of people, even when the room is brightly lit.