Xerox Documate 4440 User Guide

							Xerox® DocuMate® 4440 Loading Documents to Scan
22User Guide 
						

							User Guide23
Maintenance
This section contains information about maintenance, troubleshooting, uninstalling, scanner 
specifications, and spare parts.
Safety Precautions
When servicing the scanner you should take the following precautions to ensure your safety and 
prevent damage to the scanner.
Do These
• Wear protective gloves when cleaning the scanner with Isopropyl rubbing alcohol. Rubbing 
alcohol may irritate sensitive skin.
• Only perform scanner maintenance as described in this chapter.
• Keep the scanner and cleaning supplies away from any open flame or heat source as any 
form of alcohol is flammable.
• Always read the instructions in each section carefully, the instructions are specific to the part 
you are installing or servicing.
• Move the scanner to an area that has adequate room for opening the scanner.
• If your scanner has a power cord and/or power switch, always turn off the scanner and unplug 
the power cord before performing maintenance, unless the maintenance instructions below 
specifically state to leave the scanner plugged in and powered on.
• Always unplug the USB cable from the scanner before performing maintenance, unless the 
maintenance instructions below specifically state to leave the scanner plugged in.
• Wear an anti-static strap to prevent electrostatic discharge when touching metal 
components.
• Keep all cleaning supplies, scanner parts and accessories out of the reach of children.
Do Not Do These
• Never attempt installation of any part not described in this manual.
• Never service the scanner near a radiator or any other heat source.
• Never use aerosol sprays or compressed air, or attempt to lubricate parts with an oil or silicon 
spray.
• Never service the scanner in an area where there are open liquid containers.
• Never pour or spill liquid on the scanner or any of its components. 
						

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Hardware Properties
You can use the scanner’s properties page to keep track of scanner maintenance, change some of 
the hardware options, configure the scanner interface behavior, and adjust application options 
that may be available for your scanner.
To open the scanner hardware properties page:
•Windows 7 and 8—from the Windows Control Panel, open Hardware and Sound and then 
Devices and Printers. 
Right-click on the scanner and then select Scan properties from the list. Click Ye s if you are 
prompted by the Windows User Account Control to confirm that you want make changes to 
the system settings.
•Windows Vista—from the Windows Control Panel, open Hardware and Sound and then 
Scanners and Cameras.
Click on the scanner icon then click on the Properties button. Click Ye s if you are prompted by 
the Windows User Account Control to confirm that you want make changes to the system 
settings.
•Windows XP—from the Windows Control Panel when in category view, open Printers and 
Other Hardware and then Scanners and Cameras.
Right-click on the scanner and then select Properties from the list.
Device Settings
The Device Settings tab shows the hardware information for your scanner. The options on the 
Device Settings tab will be available based on whether or not the scanner hardware supports the 
feature. Some features described herein may not be available for the current scanner. Please 
disregard any information about features that you do not see in the interface for your scanner.
Scanner Details
•Firmware version—this is the scanner’s hardware processor version number.
•Serial number—the scanner’s unique identification number. 
						

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•LLD version—the scanner’s base driver version. This is not the OneTouch software revision, 
TWAIN or WIA driver versions.
•Driver version—this is the version of the scanner’s TWAIN driver.
Firmware Update
This option is not available for all scanners.
•Check for update—check the scanner’s firmware version against the version included with 
the scanner driver. When the scanner is connected to the computer and this option is 
selected, or when a different scanner of the same model is connected, a notification will show 
indicating that the firmware version is out of date. Deselect this option to stop being notified 
of the different version if you do not want to update the firmware.
•Update—click this button to update the scanner’s firmware with the latest revision provided 
in the driver installer. Follow the instructions on-screen to update the scanner’s firmware. Do 
not turn off the scanner or close any on-screen dialogues while the firmware update is in 
process. Turning off the scanner or closing any on-screen dialogues before you are prompted 
could irrevocably damage the scanner and prevent it from working. The firmware update 
software will prompt you when it is safe to power cycle the scanner.
Scanner Settings
•Counters—click the reset button next to the counter you want to set back to 0.
Power Settings
•Sleep mode—sleep mode is the low-power state when the scanner is not in use. You can 
adjust the amount of time you want the scanner to wait before it goes into low power. 
Click the green enter button to save any changes in the Sleep mode field.
Click the red reset button to reset to the default timeout value.
•Power off—input the number of minutes you want the scanner to wait before it turns itself 
off. 
Click the green enter button to save any changes in the power off field.
Click the red reset button to reset to the default timeout value.
•Reset device—click this button to revert the scanner hardware back to the scanner’s 
firmware defaults. As this option resets the scanner hardware, you will not see a change in the 
interface unless the power save time has been changed. Clicking this button includes 
returning the power save time-out to the default setting. 
						

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Driver Settings
The options in this panel are for configuring how the TWAIN interface will behave in some 
scenarios. Please see the TWAIN scanning guide on the installation disc for instructions. 
Clearing Paper Jams
If your scanner stops scanning due to a paper jam in the Automatic Document Feeder, a warning 
opens after a few moments.
1. Open the Automatic Document Feeder cover.
Do not attempt to remove a jammed page with the scanner closed. 
						

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2. Remove the jammed paper and close the cover.
To reduce the number of paper jams, smooth and straighten the paper before scanning, adjust 
the guides to the paper size, and insert the paper evenly into the ADF.
Cleaning the Scanner
Regular maintenance of your scanner can help to ensure continual optimal performance. 
Using a soft, lint-free cloth, wipe down all plastic surfaces on the scanner.
Cleaning Inside the Automatic Document Feeder
Cleaning the inside of the scanner helps to keep your scanner operating at optimum performance. 
You should clean the inside of the scanner at least once a week or after 1,000 pages have been 
scanned. If you are getting frequent paper jams, multiple pages feeding at the same time, or 
you’re seeing lines in the scanned image, it is time to clean the scanner.
Note: Be careful when cleaning the rollers. All of the rollers, except the free rollers, are designed to 
rotate in one direction only. Do not force the roller to rotate in the opposite direction. Forcing the 
roller to rotate will damage it, and cause the scanner to feed pages incorrectly.
1. Wet a soft cloth with some Isopropyl rubbing alcohol (70%).
2. Open the Automatic Document Feeder cover. 
						

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3. Wipe clean the feed rollers and scanner glass in the scanner body. 
Wipe the feed roller from side to side. Rotate the roller to clean its entire surface.
4. Wipe clean the free rollers, ADF pad or separation roller, and scanner glass in the under side of 
the ADF door.
Be careful not to snag the cloth on the spring arms of the ADF pad.
5. Close the scanner when you’re finished.
Replacing the ADF Pad and Roller(s)
The ADF pad and/or rollers will wear out and are designed to be user replaceable parts. Each 
section below indicates the expected scan life of the replaceable part.
Depending on the scanner version you have, the paper separation technology will be either an 
ADF Pad or a Separation Roller. All versions of the scanner have a Feed Roller module. Please check 
the part number on the data plate, located on the back or underside of the scanner, to determine 
which version of the scanner you have.
(The image above is for example purposes only) 
						

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If your scanner’s part number is 85-0289-000 or 85-0289-100 please refer to “Replacing the ADF 
Pad Assembly” on page 29.
If your scanner’s part number is 85-0311-000 or higher please refer to “Replacing the Separation 
Roller” on page 30.
For all versions of the scanner, please refer to “Replacing the Feed Roller” on page 32.
After replacing a part as described in this section, reset the counter in the scanner properties page 
in the Windows Control Panel. On the Device Settings tab, click on the red reset button next the 
part counter that you replaced.
Replacing the ADF Pad Assembly
This part is not available for all versions of the scanner. The instructions in this section apply to the 
Xerox® DocuMate® 4440 scanners with part number 85-0289-000 or 85-0289-100.
Problems with documents feeding into the ADF is an indication that the pad is wearing thin. The 
usage life of the ADF pad varies by what type of documents are generally scanned. Scanning large 
batches of heavily textured paper and embossed plastic cards will cause the ADF pad to wear 
faster. Large continuous batch scanning will also cause the ADF pad to wear faster. The ADF pad 
can be used to scan up to 50,000 pages. 
You received a replacement pad in the original scanner box, you can also order a new one. 
Replacement parts can be purchased from the Parts & Accessories page for your scanner at 
www.xeroxscanners.com
.
To replace the ADF Pad: 
						

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1. Open the Automatic Document Feeder cover.
2. Squeeze the plastic clamps that hold the pad assembly in place and lift the pad up and out. 
Reverse the procedure to replace the new pad into its slots.
3. Close the scanner when you’re finished.
Replacing the Separation Roller
This part is not available for all versions of the scanner. The instructions in this section apply to the 
Xerox® DocuMate® 4440 scanners with part number 85-0311-000 or higher. 
The roller will wear out and is designed to be a user-replaceable part. A worn roller can cause 
documents to feed in skewed at an angle, or multiple pages to feed at the same time. Before 
replacing the roller you should clean it as excessive dust on the roller will make it appear worn and 
smooth. You cannot properly diagnose a worn roller until you have cleaned it. You should generally 
replace the roller between 80,000 and 100,000 scans. 
To replace the separation roller: 
						

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1. Open the Automatic Document Feeder cover.
2. Locate the roller on the ADF door.
3. Pinch the sides of the roller cover and pull it down to access the roller.
4. Lift the roller up and out of the scanner.
5. Discard the roller, it cannot be repaired or reused.
6. Take the new roller out of its packaging.