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1 PHONE MANAGER INDEX page 1 HARDWARE Requirements Indicators Hardware Configuration Hardware Installation SOFTWARE Software Installation Use of the Software File Open Close Save Period (Year, Month, Week, Day) Delete PHONE.EPM Print Printer Setup Convert to ASCII Format End Data Processing Download All Phone Calls Year, Month, Week, Day Between two Dates Number Display as Graphics Display as Text Display Statistics Sort Options Hardware Status Hardware Parameter page 2

2 MANUAL Software Parameter Selection of the Lines Display Options Statistic Options Selection of Client numbers Direct printing Scan Interval for On-Line Monitor Selection of Language Help Index Content About Info DIRECT PRINTING Software Setting for Direct Printing Direct Printing by means of the Keypad PROGRAMING PARAMETERS CLIENT NUMBER VOICE INTERFACE Scan Interval Recording Limits Automatic Recording Play Back PROGRAM FILES Area Specific Files Specific User Files SPECIFICATIONS ANNEX: JUMPER LAYOUT page 3

3 PHONE MANAGER 1 HARDWARE 1.1 REQUIREMENTS An IBM compatible PC with the following basic configuration is necessary to put the PHONE MANAGER into operation: PC-AT (minimum) 4 MB RAM data bank (minimum) 1.44 MB disk drive hard disk with 5 MB free data bank (minimum) free COM interface with UART sound card for recording and playback of phone calls 1.2 INDICATORS Three LED indicators inform about the PHONE MANAGER's condition: The red POWER LED indicates the "ON" condition. (The power supply of 9 VAC is present.) The PHONE MANAGER stores data only if power supply is available. In case of a power cut, the storage of already existing data will be temporarily guaranteed by a rechargeable battery. The red flashing POWER LED indicates a low battery voltage after a power cut. ( A loss of data must be taken into account.) The yellow BUFFER LED indicates that the BUFFER is full. (Further incoming data cannot be stored and will therefore be lost.) The yellow BUFFER LED indicator is on when the programing mode is activated. The programing mode helps you to change the PHONE MANAGER parameters by means of the dial. The yellow BUFFER LED indicator flashes as soon as the total of stored data has exceeded a set limit (hardware parameter). (The stored data must be transferred to the PC. Thereby, the PHONE MANAGER buffer will be emptied.) The green PHONE LED indicates that the telephone line is occupied. The green PHONE LED flashes when receiving an incoming phone call. If there is no telephone line connection available (interruption), the green PHONE LED is on. page 4

4 MANUAL 1.3 HARDWARE CONFIGURATION Three JUMPER settings allow the universal use of the PHONE MANAGER. The jumpers are inside the unit on the PCB (printed circuit board). Do disconnect all cables when changing the position of these jumpers. The use of metallic tools may destroy the PHONE MANAGER; the regulation of the jumpers must be done with great caution. (See "JUMPER LAYOUT" in the Annex) 1. The closed BATTERY JUMPER J1 connects the battery. If the unit is not used for a certain time, it is advisable to disconnect the battery (open the JUMPER J1). (During consignment, the battery is also disconnected.) The PHONE MANAGER's working performance is not reduced when the battery is disconnected; only in the event of a power failure, recorded data (incl. date and time) won t be stored. 2. The LINE JUMPER J2 makes the commutation of the telephone line possible for the different pin assignments. Either the pins 1 and 2 represent the telephone line (e.g. for Switzerland), or the pins 2 and 3 of the four-terminal cable (e.g. for USA) are occupied by the telephone line. 3. By means of the IMPULSE JUMPER J3, the tax impulse is set either to 12 khz (e.g. Switzerland) or to 16 khz (e.g. Germany). 1.4 HARDWARE INSTALLATION The PHONE MANAGER is ready to operate as soon as the following points are accomplished: 1. Close the BATTERY JUMPER J1. (Open the PHONE MANAGER unit. The BATTERY JUMPER J1 is next to the battery). 2. Connect the plug with the 9 VAC power supply adapter and a power outlet. The red and the green LED indicators are "ON". The yellow indicator is on for approx. 5 seconds. 3. Connect the plug with the telephone line. The green LED indicator is "OFF" now. (If it is still on, change the JUMPER J2 according to Point 2 of HARDWARE CONFIGURATION.) 4. Install the PHONE MANAGER software on the PC. (See 2.1) 5. Connect the plug to the PC. 6. The PHONE MANAGER is now ready for configuration by the software. (Date, time, etc.) page 5

5 PHONE MANAGER The following described connections are options, but are not necessary to record phone calls: This plug allows the connection to a phone, a fax or any other telephone equipment. This plug enables the operation with a PC. The content of the enclosed software is: configuration of the PHONE MANAGER parameters transfer of stored telephone data to PC evaluation and processing of stored data ON-LINE monitor on PC recording of phone calls This plug connects a serial printer and allows direct printing of corresponding data of any phone call. The PHONE MANAGER can, at first, be configured by the PC; or the parameters can be regulated directly by means of the dial (DTMF only). (See also DIRECT PRINTING). The data is sent over the serial COM port with the following characteristics: 9600 Baud, 8 data bit, 1 stop bit, NO parity The VOICE INTERFACE is connected between the telephone line and the microphone input of the computer sound card. As soon as the ON-LINE monitor is on, phone calls can be recorded. Connect to the telephone line or to the telephone line output of the PHONE MANAGER. (The JUMPER inside the VOICE INTERFACE permits to set the pin assignment of the telephone line. See also Point 2 of HARDWARE CONFIGURATION.) This plug permits the connection to a phone, a fax or any other telephone equipment. j The Voice Interface must be connected directly to the MIC entry of the sound card. page 6

6 MANUAL 2 SOFTWARE 2.1 SOFTWARE INSTALLATION PHONE MANAGER software can be installed on any computer. It is also possible to use the software in the OFF-LINE mode without the PHONE MANAGER. In order to install the PHONE MANAGER software, follow the steps below: DOS Version: 1. Insert the enclosed disk into the drive of the PC. 2. Start INSTALL.EXE from the disk. 3. Define the drive and the directory on the hard disk for the PHONE MANAGER software and install the software on the hard disk. 4. Start the software from the defined subdirectory with ELTEL.EXE. WINDOWS Version: 1. Insert the enclosed disk into the drive of the PC. 2. Start SETUP.EXE on the disk from WINDOWS. 3. The software can be activated with the PHONE MANAGER ICON. The ON- LINE POP-UP monitor can also be activated with the corresponding ICON. 4. The software menu for recording and playback of phone calls will be automatically visible if the sound card is correctly installed. PHONE MANAGER is able operate without a PC. However, the PC can be connected to the PHONE MANAGER (through the serial port) anytime in order to use the software s options, to monitor the ON-LINE display, to record calls by means of the VOICE INTERFACE or to configure the PHONE MANAGER parameters. page 7

7 PHONE MANAGER 2.2 USE OF THE SOFTWARE PHONE MANAGER software consists of a DOS and a WINDOWS version. The following description can be used mostly for both versions. Some of the options, however, can be used in the WINDOWS version only. PHONE MANAGER software is mouse-controlled and is based on the PULLDOWN technique. Use the keyboard or the mouse to get to the separate menu points in the Start PHONE MANAGER DOS software with the first letter of the required language file in the command line. (e.g.: ELTEL.EXE /E to start the PHONE MANAGER with the English language file) FILE Usually, the PHONE MANAGER needs 9600 Baud for data communication. Yet, with the parameter supplement (ELTEL.EXE /4800), the rate is at 4800 Baud OPEN The data file PHONE.EPM is the main data file. All of the transferred data is stored in this file. Parts of this main data file can be stored in separate files under a name that indicates the period of the stored data. The name of the presently open file informs about the opened period. The main data file PHONE.EPM contains all transferred data of the PHONE MANAGER. Newly transferred data will be added to this The options "SAVE" and "DELETE" are applicable only if the main data file PHONE.EPM is open CLOSE The active, open window is being closed. page 8

8 MANUAL SAVE PERIOD (YEAR, MONTH, WEEK, DAY) In order to store a specific period (YEAR, MONTH, WEEK or DAY) in a separate file, the main data file PHONE.EPM has to be opened. Select the required period to store the phone calls by years, months, weeks or days. The new file gets a name that will facilitate the search for a stored period. The names of these files have the format : "DDMMYYYY.EPM": EPM stores all calls of January 20, 1996 $$ EPM stores all calls of October $$1996.EPM stores all calls of the 5th week in 1996 $$$$1996.EPM stores all calls of the year DELETE PHONE.EPM All recordings in the data file PHONE.EPM up to a set date will be deleted. The required date is determined with a calendar. All data which was stored prior to this date will be deleted PRINT The active, open window is being printed PRINTER SETUP Open the corresponding window for the printer settings. The required printer can be selected and adjusted CONVERT TO ASCII FORMAT Stores the data of the presently open file in ASCII Format. The ASCII file is stored in the subdirectory /SAVEDATA/ in a file with the suffix ASC. The delimiter can be determined. This export function makes further processing of recorded data possible by means of other application programs END Finishes the PHONE MANAGER software. page 9

9 PHONE MANAGER DATA PROCESSING Once a data file (period) is open, data can be listed, evaluated or displayed graphically on the screen or a printer. The data can be displayed in a chronological order, graphically or in the form of Only the data of the presently open data file (period) can be processed according to the specified criteria DOWNLOAD The stored calls in the RAM (Random Access Memory) of the PHONE MANAGER are added to the data file PHONE.EPM. The RAM storage of the PHONE MANAGER will then be It is advisable to repeat this procedure frequently; at latest, however, before the storage of the PHONE MANAGER is filled (after approx calls). Otherwise, further calls won t be recorded any more and will get lost. The yellow BUFFER LED indicator indicates that the storage s capacity is filled ALL PHONE CALLS All phone calls in the presently open data files are being This evaluation can not been displayed graphically YEAR, MONTH, WEEK, DAY The calls of the presently open data file can be evaluated according to a specified year, month, week or day BETWEEN TWO DATES The evaluation of the calls of the presently open data file is limited by a certain This evaluation can not be displayed graphically. page 10

10 MANUAL NUMBER Evaluation of the calls of the presently open data file according to a certain phone number or group of numbers. For this, DOS WILDCARDS ( ) and (?) are acting as defining features. Therefore, for instance, all international calls can be processed by setting (00 This evaluation can not be displayed graphically DISPLAY AS GRAPHICS Produces a graphic of a selected period DISPLAY AS TEXT Displays the registered phone calls in the form of a list DISPLAY STATISTICS Makes a statistic of a selected period SORT Permits sorting of the dates of the presently open window according to the following criteria (rising or descending): Line number Phone number Date Time Duration Status Tariff period Amount Caller ID page 11

11 PHONE MANAGER OPTIONS HARDWARE STATUS The PHONE MANAGER hardware status is being displayed and informs about: Total number of calls Total number of power failures Total number of line disconnection Total number of incoming calls Total number of incomplete calls Total of recorded calls Total of received tax impulses Recording of incoming calls Recording of incomplete calls Tone dialing Pulse dialing "BUFFER Full" limiting value BUFFER usage Line number Date / Time setting Time of the latest data transfer to PHONE.EPM Programing sequence Client number This option shows the PHONE MANAGER status information and gives valuable information about the device s status. Please pay attention to the indicator "BUFFER FULL", which indicates the proportional capacity of the storage. The PHONE MANAGER storage is filled at 100%; i.e. no further calls will be recorded. In order to prevent this, PHONE MANAGER data should be transferred to the PHONE.EPM data file from time to time. The option "View" shows the PHONE MANAGER content. The telephonic data is being read and displayed on the screen. There, it can not been processed. It also remains stored in the PHONE MANAGER. In order to be processed, it has to be transferred to the PC at first. (Also see "DOWNLOAD") page 12

12 MANUAL HARDWARE PARAMETER This following hardware parameters can, if needed, be configured: Set Date / Time Set "BUFFER Full" Indicator Choose selective data recording Direct printing parameter Determination of line number Determination of programing sequence Dispatch of direct printing texts Determination of dial mode The PHONE MANAGER "Date/Time" is adjusted to the PC s Date/Time. The limiting value of the storage s capacity (at which the "BUFFER limit" LED starts to flash) is being set. The "selective data recording" permits the recording of different kinds of calls. Various "parameters for direct printing" such as manner of settlements, lines per pages and blank lines are determined. The setting of "line number" assigns a number L1... L8 to the PHONE MANAGER. If several PHONE MANAGERs are in operation, the evaluation of the data can be selected according to these numbers. If only one PHONE MANAGER is used, the line number should be set on "1". The "programing sequence" defines the first two keys that have to be dialed on the phone (only possible if tone dialing is available) in order to change the PHONE MANAGER parameter. With "Dispatch of direct printing", texts for the direct printing mode are being put directly into the PHONE MANAGER RAM. These texts appear on the printings when the direct printing mode is used. This option is only required after the change of the user language. "Determination of dial mode" permits the selection of the impulse or tone dialing. page 13

13 PHONE MANAGER SOFTWARE PARAMETER The following software parameters can be determined: User Specifications Interface definitions Indicating format of the date Telephone numbers Cheap rate times Currency and monetary unit (tax/time impulse) Cheap rate days SELECTION OF THE LINES If more than one PHONE MANAGER is used, the evaluation of different lines can be switched on or off. Therefore, each PHONE MANAGER must have an individual line number L1... The software evaluation of individual lines is only possible if the corresponding lines are being recorded. (See Hardware Parameter) DISPLAY OPTIONS The evaluation of the software of incomplete and of incoming calls can be switched on and off. These calls can be evaluated only if the PHONE MANAGER records them. (Select hardware options) The evaluation of power cuts and line disconnections can be switched on and An incomplete phone call is like a busy line, an unanswered call or a taxfree call. To register an incomplete call, at least three numbers must be dialed. page 14

14 MANUAL STATISTIC OPTIONS The following statistic options can be chosen: Display of the longest call Display of the shortest call Display of the most expensive call Display of the cheapest call Display of power cuts Display of line interruptions SELECTION OF CLIENT NUMBERS If client numbers are used, the evaluation of different client numbers can be switched on or off. Each call should therefore be assigned a corresponding client number. (Also see CLIENT NUMBER) DIRECT PRINTING The direct printing mode can be ON or OFF. (Also see DIRECT PRINTING) SCAN INTERVAL FOR ON-LINE MONITOR A SCAN Interval for the ON-LINE mode can be set. The possible settings range from 1 to 9 seconds. If "0" is chosen, the ON-LINE mode is A fast ON-LINE monitor (low value) slows down the efficiency of the software during evaluation SELECTION OF LANGUAGE Allows the choice of the user language. The PHONE MANAGER disposes of several language data files, which can also be changed at will. Further user languages can be added HELP The PHONE MANAGER is fitted with a detailed ON-LINE help and a "Help Index". By using the function key (F1), you can get a help text window for the present menu point at any time. page 15

15 PHONE MANAGER The "Help Index" can be used to get detailed information on individual functions and program points of the PHONE MANAGER software INDEX Displays all program points for which help is available CONTENT Describes how to use ON-LINE help ABOUT Informs about the PHONE MANAGER copyright INFO Informs about the software's release date and its version number as well as about the hardware's release date and its version number. page 16

16 MANUAL 3 DIRECT PRINTING The PHONE MANAGER is fitted with a direct printing mode. As soon as the phone call is finished, it will be printed instantly by the connected printer. Instead of the PC, connect the printer to the PHONE MANAGER over the serial interface. The regulations for the serial transfer are: 9600 Baud, 8 data bit, 1 stop bit, NO The printer must always be in operation and ON-LINE for direct printing. 3.1 SOFTWARE SETTING FOR DIRECT PRINTING At first, the parameters for the direct printing mode must be set by means of the PC. The direct printing mode has also to be activated in the software. Disconnect the PC from the serial port and connect the printer to the PHONE MANAGER. In order to switch off the direct printing mode, the PHONE MANAGER has to be connected to the PC. The corresponding parameter in the software must be disactivated. After a certain time, a summary is automatically printed. The periods of this summary can be printed daily, weekly, monthly, or they can be based on a certain number of days or calls. The printing contains the date, time, and the duration of a call as well as the dialed number, tax impulses and the client number. If needed, incomplete and incoming calls can also be recorded. Power cuts and line interruptions will be registered as The direct printing mode can only be activated if the PHONE MANAGER storage is empty. (Otherwise, the storage's content must be transferred to the PC through "PHONE MANAGER data transfer" in order to empty the storage.) All settings for direct printing must be done before by using the PHONE MANAGER program. 3.2 DIRECT PRINTING BY MEANS OF THE KEYPAD The parameters for direct printing mode can also be set by using the dial. (Also see program parameters) page 17

17 PHONE MANAGER 4 PROGRAMING PARAMETERS The parameters on the following list can be changed by means of the telephone keypad ( only possible with tone dialing). * * n n determines the up-to-date client number (nn = ) * * 0 0 n controls the recording of conversations (n = 0 stops the recording of the call) (n = 1 starts the recording of the call) * * 1 # 0 # puts the direct printing mode OFF * * 1 # 1 # puts the direct printing mode ON * * 2 # DDMMYY # sets the date (DD=day, MM=month, YY=year) * * 3 # HHMMSS # sets the time (HH=hours, MM=minutes, SS=seconds) * * 4 # 1 # produces a report after each day * * 4 # 2 # produces a report after each week * * 4 # 3 # produces a report after each month * * 4 # 4 nn # produces a report after nn days (nn= ) * * 4 # 5 nn # produces a report after nn calls (nn= ) * * 5 # 1 n # determines the number of blank lines (n=0... 4) * * 5 # 2 nn # determines the number of lines per page (nn= ) * * 6 # n # determines the line number (n=1... 8) * * 7 # 1 nn # determines adjustment for the corresp. country (nn=41 for Switzerland / nn=49 for Germany) page 18

18 MANUAL * * 8 # 0 # prints a report of all calls * * 8 # 1 # prints a daily report * * 8 # 2 # prints a weekly report * * 8 # 3 # prints a monthly report * * 8 # 5 DDMMYY # prints a report since DDMMYY (DD = Day, MM = Month, YY = Year) * * 8 # 6 nn # prints a report for the client number nn * * 8 # 9 # prints all parameter settings * * 9 # 4 8 # sets the Baud rate at 4800 * * 9 # 9 6 # sets the Baud rate at 9600 The yellow LED indicator signals the programing status of the PHONE MANAGER. After dialing the first #, the yellow indicator will be on, but will turn off after dialing the second # (end of programing). If you don't program a parameter within 15 seconds, the programing mode will automatically be quit. (yellow LED indicator is off). The signalisation of the yellow LED indicator occurs only if the storage s limiting value is not yet reached. If needed, the entire storage s content can be deleted. For that purpose, dial the sequence (* * 9 # #) twice consecutively. The telephone receiver must be replaced after the first In order to change these hardware parameters, the telephone receiver must be Hook off. The first two signs describe the programing sequence (DEFAULT is * *). It can be changed as a hardware parameter. page 19

19 PHONE MANAGER 5 CLIENT NUMBER Each call can be assigned a client number. It is therefore possible to balance accounts according to client numbers with the PHONE MANAGER. In this program, individual client numbers can be evaluated. By means of the dial, settlements of individual clients can be made in direct printing mode. Prior to setting the client number, the programing sequence, followed by the twofigure client number, must be dialed: * * nn determines the present client number nn ( * * = programing sequence / nn = ) The client number can be changed as follows: 1. Between two phone calls. All further calls will be identified with the set client number. 2. At the end of a dialed number. The present call will be identified with the set client The programing sequence is originally set to * *, but can be changed by using the corresponding software option. page 20

20 MANUAL 6 VOICE INTERFACE The Voice Interface is connected to the Microphone entry of the sound card and serves as a recorder of phone calls. If the sound card is properly installed (hardware and software), the additional menu points to handle the Voice Interface will appear automatically. The recording of phone calls is only possible if the ON-LINE monitor is activated. Settings for the recording (Record Amplifying Gain) and for the playback (volume) of sound are exclusively done by the sound card of the software. The individual options for the controlling of the Voice Interface are to be found on the TASK LIST of the ON-LINE monitor ICON. The following options can be found on the TASK LIST of the ON-LINE ICON: Scan Interval Recording limits Automatic Recording Play Back The following options can be found on the TASK LIST of the ON-LINE window: ON-LINE in the background Record ON / OFF Scan Interval 6.1 SCAN INTERVAL In order to enable the recording of calls, the Scan Interval parameter must not be off (0). If the interval value is high, corresponding periods of interruption are the consequence because this interval cycle monitors the telephone line s status. 6.2 RECORDING LIMITS The space of storing data for recording phone calls on the hard disk can be determined. A maximum recording time in minutes as well as a maximum time of conversation per call can be set. The required space of storing data (in MB) on the hard disk will be displayed. The present value of the set recording capacity is shown graphically in the option "Disk Usage". If the provided space of storing data is used up, the recorded calls will be deleted. If required, the individual calls must be stored. (Also see Play Back) page 21

21 PHONE MANAGER 6.3 AUTOMATIC RECORDING Automatic recording of conversations can be turned on or off. If the automatic recording is activated, all calls are recorded. The manual recording is possible at any time. The recording is signaled in the ON-LINE window by the LED indicator: LED red = recording enabled LED green = recording disabled The recording can be controlled manually at any time if the ON-LINE window is activated: by clicking the LED in the ON-LINE window. with the programing sequence ( * * 0 0 n ) over the telephone dial pad. through the menu point "recording ON / OFF" in the TASK LIST. 6.4 PLAY BACK Playback of the recorded phone calls is done by the sound card and is controlled by the playback options. The playback can also be activated with the hypertext ICON in the PHONE MANAGER software. The "Play Back" window shows all recorded calls. The required call appears in the WAVE window. It can be played back by means of the Playback keys. The recorded calls can be erased or stored. If the calls are not stored, they will be deleted automatically as soon as the set capacity limit of the hard disk is reached. The stored calls must be erased The stored calls are WAV compatible files. Therefore, further processing can also be done with other programs. page 22

22 MANUAL 7 PROGRAM FILES 7.1 AREA SPECIFIC FILES The PHONE MANAGER Subdirectory \DATA\ contains some program files which can be adapted to local standards by the user: HOLIDAY.REG regular holidays, occurring every year HOLIDAY.IRG irregular holidays, not occurring every year ENGLISH.LNG English language file. (Accordingly, other languages are available and / or can be changed, completed or added.) HELPE.HLP English Help File. (Accordingly, other languages are available and / or can be changed, completed or added.) ERRORE.DAT English error registration file. (Accordingly, other languages are available and / or can be changed, completed or These files can be processed with an ASCII text editor. File characteristics and file formats should not be changed. 7.2 SPECIFIC USER FILES The PHONE MANAGER subdirectory \SAVEDATA\ disposes of user data files which contain the recorded phone calls: PHONE.EPM Data File. DOWNLOAD adds the new data to this file. With the menu point "PHONE.EPM DELETE", this file can be deleted partially. $$$$1996.EPM User-defined phone calls that have been recorded periodically (e.g. in the year of 1996). Accordingly, several files can be If a file containing calls is changed into ASCII format, it will be stored under the same name, but with the suffix ASC. page 23

23 PHONE MANAGER 8 SPECIFICATIONS Telephone Lines: Line Connection: Telephon Voltage: Dial Perception: Tax Impulse Perception: Tax Impulse Level: Duration of Tax Impulse: DC Input Impedance: AC Input Impedance: Battery: RS-232 Interface: µ-processor: RAM capacity: EPROM capacity: LED 1: LED 2: LED 3: an analog telephone line RJ-11 Jack, 4/6 Pins, switchable 48V DTMF (sound) / Impulse 12 khz / 16 khz, ± 1%, switchable -20 db to +2 db at 600 Ω 33 msec 1.4 MΩ 100 kω at 300 Hz khz rechargeable Ni-Ca Battery, 3.6 V / 100 mah 4800 / 9600 Baud, Tx, Rx, DTR, RTS 80C31 32 kbyte (approx phone calls) 32 kbyte operating condition (flashes in case of low battery voltage) BUFFER Full Indicator / Programming Mode (flashes when reaching RAM limit) Line in use / Line interruption (flashes when receiving incoming phone calls) Input Voltage: 9 VAC, 50/60 Hz, 150 ma (±1%) Range of Temperature: C Humidity: % (not condensing) Dimensions: Weight: mm 400 gr. (subject to change without notice) page 24

24 MANUAL 9 ANNEX: JUMPER LAYOUT J1 J2 ON Battery OFF Telephone Line Pin 1,2 Pin 2,3 Tax Impulse PWR BUF LIN J khz khz Country Telephone Line Tax Impulse JUMPER J2 JUMPER J3 CH PIN 1,2 12 khz D PIN 2,3 16 khz A PIN 2,3 12 khz F PIN 2,3 12 khz E PIN 2,3 16 khz page 25

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