Xerox Documate 5445 User Guide

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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 later—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. 
•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. 
•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.
•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. 
						

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Power Settings
Some features described herein may not be available for the current scanner. 
•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.
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 Configuration
•Counters—click the reset button next to the counter you want to set back to 0.
•Show maintenance reminders—select this option be notified when it is time to clean or 
replace the rollers. After cleaning or replacing the rollers, click the reset button next to the 
roller counters in this screen. The amount of time between cleaning and replacing the rollers 
can be adjusted in the Xerox User Utility.
•Launch Xerox User Utility—the Xerox User Utility helps you monitor the scanner status and 
maintenance information. This button will be disabled if the Xerox User Utility is not installed. 
You can install the User Utility from the installation disc or download it from the support page 
for your scanner at www.xeroxscanners.com
. 
						

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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
Depending on the paper type, scanning results may be poor even when you scan documents that 
are in the list of acceptable document types on page 23.
If you are getting consistent paper jams or double feed errors please try the following:
• Reduce the number of items placed in the input tray.
• Clean the rollers and sensors as described in the section Cleaning the Scanner on page 39.
• Use the slow scanning mode in the TWAIN interface. Please refer to “Adjusting the Scan 
Speed” in the TWAIN interface for more information.
• Adjust the paper thickness switch and scan one page at a time. Please refer to “Manual Feed 
Mode” scanning in the TWAIN interface for more information. 
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.
Note: If the paper jam occurs only at the exit area, remove the exit guides and then try scanning 
again.
To detach the exit guides:
1. Close the trays. 
2. Remove the input tray by carefully but firmly pulling it away from the scanner.
3. Place the scanner on its back. 
						

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4. Carefully and firmly pull the exit guides away from the scanner.
The exit guides are hard plastic arms that snap on to a bar in the exit path of the scanner. Be 
sure to pull the exit guides straight away from the scanner. Do not bend or twist the guides 
while trying to detach them as it will cause the plastic to crack and break.
5. Set the exit guides aside where you can find them. 
T
WARNING: The exit guides are small enough to pose a choking hazard. Keep them in 
a safe place out of the reach of children.
6. Place the scanner back in position, reattach the input tray, and adjust the exit tray for the 
length of the paper you want to scan. Place your documents in the input tray and try your 
scan again. 
						

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To attach the exit guides:
1. Close the trays. Remove the input tray by carefully but firmly pulling it away from the scanner. 
Place the scanner on its back.
2. Locate notches in the underside of the exit path where the guides are going to be attached.
3. Align the exit guide clips to the bar and push firmly on the guides until they snap onto the bar.
The exit guides are hard plastic arms that snap on to a bar in the exit path of the scanner. Be 
sure to push the exit guides straight into the scanner. Do not bend or twist the guides while 
trying to attach them as it will cause the plastic to crack and break.
4. Place the scanner back in position, reattach the input tray, and adjust the exit tray for the 
length of the paper you want to scan. 
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 the Outside of the Scanner
Excessive dust accumulation around and on the scanner will pull into the scanner during the 
scanning process and clog the ventilation openings. You should clean the outside of the scanner 
at least once a month to help limit the amount of dust build up in the scanner.
1. Turn off the scanner power.
2. Using a soft dusting cloth, wipe down the body of the scanner, input tray and exit area. Make 
sure that the input and exit slots in the scanner are also clean. 
3. When you’re finished, press the power button to turn the scanner back on. 
						

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Cleaning the Inside of the Scanner
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 2,000 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.
When cleaning the inside of the scanner, you should clean all of the rollers, scanner glass and 
background plates at the same time.
Cleaning the Scanner Glass and Background Plates
The background plates are located underneath the scanner glass in both the top and bottom of 
the scanner. If you see a warning message that one of the background plates is dirty, simply clean 
the scanner glass as described here.
1. Press the ADF cover release button and open the scanner.
2. The following illustration shows the location of the glass in the scanner. 
3. Using a soft, dry, lint-free cloth, gently wipe clean the scanner glass and background plates. 
You can use a roller cleaning paper to clean the glass plates if there is any sticky residue on 
the surface.
Cleaning the Double Feed Detection Sensors
You should clean these sensors as part of your standard weekly maintenance of the scanner.
Note: Do not clean the sensors with the roller cleaning paper.
Preparation
• Turn off the scanner prior to cleaning the sensors. 
						

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• You will need a cotton swab.
Cleaning the Sensors
1. Press the ADF cover release button and open the scanner.
2. The following illustration shows the location of the sensors in the scanner. 
3. Carefully clean the sensors with a dry cotton swab.
Cleaning the Rollers
Preparation
• You will need a roller cleaning paper for cleaning the rollers. Roller cleaning papers can be 
purchased from our website at www.xeroxscanners.com in the Parts & Accessories page for 
your scanner. 
						

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• Use scissors to open the roller cleaning paper bag, cutting across the dotted line.
Note: When cleaning the rollers, do not rub the roller cleaning paper vigorously back and forth 
across the roller, this will shred the roller cleaning paper and leave debris in the scanner.
Safety Precautions
• Keep the roller cleaning paper away from fire, heaters or any open flame or heat source as 
any form of alcohol is flammable.
• Wear protective gloves as the roller cleaning paper may irritate sensitive skin.
• Only clean the rollers and scanning areas, as described in this section, with the roller cleaning 
paper.
• Do not leave the roller cleaning paper or bag where children can access it.
• Always turn off the scanner and unplug the scanner’s power and USB cable prior to using the 
roller cleaning paper.
• Each roller cleaning paper should only be used once. 
WARNING: The roller cleaning paper is moistened with Isopropyl rubbing alcohol. 
Please read and follow these precautions to ensure your safety.
1. Press the ADF cover release button and open the scanner.