Xerox Documate 5445 User Guide

							Maintenance Xerox® DocuMate® 5445/5460
User Guide43
2. The following illustration shows where the rollers are located in the scanner. Use a roller 
cleaning paper to clean all of the rollers indicated in the illustration.
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.
3. After cleaning the scanner you need to reset the roller count in the User Utility. 
From the main screen click on Clear Counter next to the field After Clean Roller.
4. The clean roller count will now be reset to 0. 
5. Close the User Utility. 
						

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Replacing the Rollers
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 160,000 and 200,000 scans. 
Replacement parts can be purchased from the Parts & Accessories page for your scanner at 
www.xeroxscanners.com
.
When replacing the rollers described in this section, you should replace all of the rollers at the 
same time. Do not replace just one roller and not the other. When you are finished replacing the 
roller, reset the roller count in the user utility as described on page 49.
Turn off the scanner power and unplug the power cord from the scanner. Press the ADF cover 
release button and open the scanner.
Replacing the Feed Roller
1. Locate the roller in the body of the scanner and pull open the roller cover. 
						

							Maintenance Xerox® DocuMate® 5445/5460
User Guide45
2. Remove the roller from the scanner. Angle it out and away from the gear in the scanner.
3. Insert the roller into the scanner. Align the gear on the roller with the gear in the scanner and 
angle the other side of the roller down into the scanner.
4. Close the roller cover. Press gently on both sides of the roller cover until it clicks into place. 
						

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5. When you are done replacing the roller, manually rotate the roller in the direction it feeds the 
paper to verify that the roller is installed correctly.
Replacing the Double Feed Prevention Roller
1. Locate the roller in the ADF door and pull open the roller cover.
2. Remove the roller from the scanner. Slide the roller straight out from the scanner. 
						

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3. Insert the new roller into the scanner. Make the side of the bar with the longer groove is on 
the right side when looking at the scanner as indicated in the illustration below.
4. Close the roller cover. 
User Utility
The User Utility is a software program designed to help maintain and troubleshoot your Xerox 
scanner.
On installation you were prompted to place an icon on your Windows desktop. If you selected yes, 
simply double-click on the user utility icon to open the software. 
If you do not have the User Utility icon on your desktop, follow these instructions for opening the 
utility from the Windows programs list:
1. Click on the start button on the Windows taskbar.
2. Click on All Programs.
3. Click on Xerox from the programs list.
4. Select User Utility to open the software.
If you are prompted to select a scanner, make sure your scanner is selected then click on OK. 
						

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Main Screen Options
This section briefly describes the options on the main interface of the User Utility. The following 
sections contain detailed instructions on using some of the options in this utility.
Scanner Status—this area displays the status of the scanner connected as well as error code 
details.
Error Code—this field displays an error code number to help you diagnosis and resolve hardware 
errors. Please see Scanner Error Codes on page 49 for the full list of error codes and steps to resolve 
the issue.
Scanner Information—this area displays the current hardware specifications of the scanner.
•Model: the scanner hardware model.
•Firmware Version: the scanner’s current firmware version.
•Memory: the amount of memory currently installed on the scanner.
•Interface: the connection interface to the computer.
Scanner Condition—the options in this section relate to software settings and maintenance for 
the scanner.
•Sleep Mode: clicking on this button opens a window for you to set the time frame for your 
scanner to go into power saving mode. Please see “Setting Sleep Mode” on page 51 for 
instructions. 
						

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•Vertical Line Reduction: clicking on this button initiates the vertical line adjustment utility. 
Please see “Vertical Line Reduction” on page 52 for instructions.
•Caution Setting: clicking this button opens a window for you to set when to receive a notice 
that it is time to clean the rollers.
Scanner Counter—this section shows the number of pages scanned. Use the options in this 
window to keep track of maintenance performed on the scanner.
•System: displays the number of pages scanned through the ADF after the last counter 
update.
•After Clean Roller: displays the number of pages scanned after the last time the rollers were 
cleaned and the counter reset. Please see “Cleaning the Scanner” on page 39 for instructions 
on monitoring and changing this setting.
•After Replace Roller: displays the number of pages scanned after the rollers have been 
replaced and the counter reset. Please refer to our website www.xeroxscanners.com
 fo r  sp a r e  
parts options and instructions available for your scanner.
•Update All Counters: clicking this button updates the current count display next to the 3 
fields described directly above. The counters do not update automatically during document 
scanning, you must click on this button to display the current count information.
•Clear Counter: clicking either of these buttons clears the counters back to 0 for the 
appropriate section.
About—click on the About button to see more information about the application.
Help—clicking on this button opens the help file.
Select Scanner—clicking on this button opens a window for you to select a different scanner if 
you have multiple scanners installed.
Save Info—clicking on this button opens a Windows Save As dialogue for you to save the current 
scanner and computer information into a .log file. 
Close—clicking this button closes the User Utility.
Scanner Error Codes
The User Utility displays an error code and message in the Scanner Status field. The following 
table lists the codes, messages, possible causes and common resolutions. 
If you are unable to resolve the issue using the troubleshooting steps in this table, please refer to 
the section “Troubleshooting” on page 55. 
						

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Error CodeMessageCauseResolution
U11
U12
U13
U14
U15
U16A paper jam has occurred. Paper has jammed 
while being fed 
through the scanner. Open the scanner’s door, remove 
documents, and then close the 
door. Place the documents back 
in the document input tray. 
Please see page 36 for complete 
instructions.
If the problem persists, clean the 
rollers as described in the section 
“Cleaning the Scanner” on 
page 39. 
U18 Paper remains in the scanner. There is paper in the 
scanner.Open the scanner’s door, remove 
documents, and then close the 
door. Place the documents back 
in the document input tray. 
U23 A multi-feed has been 
detected.Tw o  p a g e s  h a v e  fe d  
through the scanner 
at the same time.Open the scanner, remove the 
pages, then close the scanner. 
Make sure there are no pages 
stuck together. Restack the paper 
in the ADF and click Retry to 
continue.
If problem persists, clean the 
rollers and sensors as described in 
the section “Cleaning the 
Scanner” on page 39.
U30 Scanner door is open! Please 
close the door.A scanner access 
cover is open.Verify all covers on the scanner 
are fully closed before scanning.
Fxx System error occurred! Please 
consult with a service 
representative.An unknown system 
error has occurred.Reset the scanner and computer:
Turn off the scanner power.
Unplug the USB cable and power 
cable from the scanner.
Reboot (restart) the computer.
Plug the USB cable and power 
cable back into the scanner.
Turn the scanner back on.
If you are still unable to scan, 
contact Xerox Technical Support. 
Please refer to the Technical 
Support Card you received with 
the scanner for contact 
information. 
						

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Setting Sleep Mode
Your scanner has a built-in power saving feature that sets the scanner into low power when the 
scanner has been sitting idle for 15 minutes. This default setting conserves power and complies 
with the E
NERGYSTAR requirements. Power saving extends the life of the lamps by turning them off 
when not in use. Depending on your scanner model, there may also be an option to set an 
automatic power off waiting time.
1. Open the scanner User Utility application.
2. On the main window click on the Sleep Mode... button.
— ***Caution***
The rollers need to be 
cleaned. Please clean the 
rollers. Please select “Clear 
Counter” button after 
cleaning the rollers.The number next to 
After Clean Roller, 
in the User Utility 
main screen, has 
exceeded the 
maximum number 
between cleaning.The rollers should be cleaned 
every 2,000 scans, or as needed if 
your scanner is experiencing 
frequent paper feed issues. After 
cleaning the rollers click on Clear 
Counter to reset the cleaning 
roller count back to 0. Please refer 
to “Cleaning the Scanner” on 
page 39.
— ***Caution***
The replaceable rollers 
(consumable) are reaching 
the end of their usable life. To 
insure reliable operation, 
please replace these rollers 
with Roller Exchange Kit for 
your specific scanner. After 
replacing the rollers, select 
the “Clear Counter” button.The number next to 
After Replace 
Roller, in the User 
Utility main screen, 
has exceeded the 
maximum number 
between 
replacement.The rollers should be replaced 
every 100,000 scans, or as 
needed if cleaning the rollers 
does not improve paper feeding 
issues. After replacing the rollers 
click on Clear Counter to reset the 
roller replacement count back to 
0.
— ***Caution***
The inside of the scanner is 
dirty, and requires routine 
cleaning. To insure reliable 
scanning quality, open the 
scanner’s door, and carefully 
clean the scanner’s conveyor 
and scanning glass.The inside of the 
scanner is dirty.Clean the scanner as described in 
the section “Cleaning the 
Scanner” on page 39.
— Scanner is not connected. The power is off, the 
power cord or USB 
cable is unplugged.Verify cables are securely 
plugged into the scanner, 
computer and wall. If needed, 
reboot the computer.
Error CodeMessageCauseResolution 
						

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3. When the Sleep Mode window opens, select the options you want.
–Waiting Time—set the waiting time before sleep mode or power off activates when the 
scanner is idle. This time can be set from 1 to 60 minutes or from 15 to 60 minutes. The 
range of this setting differs depending on the scanner model.
• If the wait time for Power Off is shorter than the wait time for Sleep Mode, the 
scanner will not enter Sleep Mode. 
–(Power Off) Disable—select this option to disable the automatic power off feature. This 
option may not be available for the current scanner.
4. Click OK to save the changes and close the Sleep Mode window.
Vertical Line Reduction
The vertical line reduction is used to improve the image quality of the scanned documents. If your 
final scanned files are of poor quality, such as perpendicular lines or the image clarity is uneven 
across the page, you may need to perform a vertical line reduction on the scanner.
To prepare for vertical line reduction:
• Clean the scanner rollers, image sensors, glass and reference plates, as described in the 
section “Cleaning the Scanner” on page 39.
• After cleaning the scanner, do a test scan and view the final image file. Do not perform a line 
reduction adjustment until after you clean the scanner and test scan. A line reduction 
adjustment performed before cleaning the scanner may result in degraded image quality.
• Have 3 sheets of clean white paper ready as the software will tell you when to insert it into the 
scanner.
To  c o m p l e t e  a  v e r t i cal line reduction:
1. Open the scanner User Utility application.
2. On the main window click on the Vertical Line Reduction... button.
3. Click on Start Vertical Line Reduction to begin the adjustment. The utility will guide you 
through the rest of the steps.