Anyone that has used ODMS before knows that it can present some challenges managing dictation files across a network. From files not downloading when the device is docked to files going completely missing and not making it to the secretary it can be a frustrating application when dictations are required for an urgent matter.

ODMS presents some challenges when it is required to be used outside of the office, but there are solutions that can be put in place. The most common ways to use ODMS remotely are:

1. Use a firewall to provide VPN access into the corporate network. Once the VPN is connected the user can access the central dictation folders and when the device is docked the dictation files are uploaded to the central dictation folder. For the VPN you need to take a dock and device with you and many organisations may not have a firewall that supports a VPN, does not work if there are issues with the power or internet at the corporate office.
2. Configure dictations to be sent over email (either manually or via ODMS). If the emails are sent manually it causes many unnecessary steps in the workflow which can cause delays in transcription. Dictation files are also limited to the either 10MB or 30MB depending on your email system. This can also then cause issues with the size of your mailbox. There is limited direct outlook functionality in later versions of ODMS.
3. Access a Terminal or Citrix Server. This can be expensive for smaller firms that are running cloud based practice management systems as this may be the only requirement for a terminal server. A volume licensed version of ODMS is required and a different client is required to be installed on the devices that connect into the Terminal Server (which is not compatible with the standard ODMS desktop client)

ODMS does also support FTP but this is not commonly used and is very insecure.

The other option is to deploy a cloud based dictation management system such as Philips SpeechLive which is fully cloud based and works with the existing Olympus Dictation Devices or preferable directly from your smartphone so dictations can be performed anywhere and uploaded directly over wifi without docking any devices.