How Write-n-Record Works

The objective of Write-n-Record is automatic coordination between handwritten notes and recordings of sound and/or pictures made simultaneously. Write-n-Record is a software product that implements a total system consisting of one or more handheld Pocket PC units capable of recording sound and pictures and communicating wirelessly with a base station, which may be a standard desktop or laptop PC. Each handheld Pocket PC communicates with a wireless barcode scanner. The system is used with writing paper that has been preprinted with a unique barcode on each page. This is diagrammed below.

Each event captured by Write-n-Record is called a "session". To begin a session, the user scans the barcode on the sheet of writing paper he or she will use for the session. After this, the session begins and the handheld unit is ready for recording. To begin sound recording, the user simply presses the RECORD icon on the screen and places the unit in a convenient place for recording sound. Recording can be stopped and restarted during a session; it is not necessary to continuously record sound unless that is required by the type of use.

During recording, sound information is stored internally in the RAM of the handheld unit--the recording capacity depends on how much memory is in the handheld unit, but one hour of (sound) recording is typical. At the end of recording, the user simply presses the STOP button on the handheld screen. This saves the recording in the internal memory of the handheld unit, but the session continues and multiple recordings can be made.

At any time during a session, digital photographs can be taken (if a digital camera is available, see options). A session timeline runs continuously to keep track of the times of all recordings. In addition, time marks can be placed at any point in the session, even during recording.

When the user is completed with the session, an "End Session" button is pressed and wireless transmission of the session data commences to send the recording to the base station. Transmission takes less than 1 minute for each 1/2 hour of sound recording. When the transmission is completed, the handheld unit erases its session data to free its memory for a new session.

When a session is received at the host PC, it undergoes a special process to verify it before entering it's information into the database, which is part of the Write-n-Record archive. After the database entry is complete, the rest of the session data, such as sound files or picture files, is copied into type-specific directories in the archive. Thus, the Sound Files directory of an archive contains the sound files for all sessions in the archive. Each file is recognized as part of a particular session because it's filename contains the session name. This approach works with any type of data file, so in principle, we can include, for example, document files from Word or Excel in a session simply by using the session name in the document's filename. It just takes the right software to properly handle the naming. As we go forward, Write-n-Record will be enhanced to support more file types in sessions.

Retrieval of a session is accomplished at the base station by first retrieving the associated note page from the paper files. The barcode on this paper is scanned, and the system finds the session and all of its data. A screen showing all session contents and statistics is shown:

from this screen the user can see the session timeline, selectively play sound recordings, or view photographs from the session in a separate window. In addition, a unique "Session Play" is available (in the Session Control box), where the contents of the session are played from the beginning, showing sound and pictures on the actual timeline of the session.

Additional features provide for the use of more than one sheet of note paper for a session, including other data in a session (such as Excel spreadsheets, Word documents, or photographs taken during the session with other equipment). All features are easily accessible by the user, however the user can choose the features he or she wants to have active, leaving others hidden so as not to unnecessarily complicate the display.