Xerox Documate 5540 User Guide

							Maintenance Xerox® DocuMate® 5540
User Guide33
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.  
						

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7. Insert the round end of the roller into the slot in the scanner.
8. Carefully lower the roller into the scanner. Make sure the groove on the right side of the roller 
is aligned so that it slides in place into the U-shape of the bracket.
9. Lift the roller cover and carefully push it closed to lock it in place. Make sure everything is 
aligned properly and the cover is fully closed. If the cover is not fully closed it will break during 
scanning and damage the scanner.
10. Close the scanner when you’re finished.
Replacing the Feed Roller
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 every 160,000 to 200,000 scans.
Replacement parts can be purchased from the Parts & Accessories page for your scanner at 
www.xeroxscanners.com. 
						

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1. Open the scanner.
2. The replaceable roller is located behind the paper guides.
3. Pull the paper guide away from the scanner. 
4. The roller is held in place with a lock tab that rotates to lock and unlock it. To unlock the tab, 
rotate it upward until the small lock flange is completely free. 
						

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5. Remove the roller from the scanner and discard it, it cannot be repaired.
6. Before installing the new roller, clean any dust that may have gotten on it during shipping. 
7. Insert the left end of the new roller assembly into the hole in the ADF cover. Angle the roller 
into the scanner and align the lock tab with the slot in the scanner.
8. Rotate the lock tab into the scanner. Press down on the lock flange to lock the roller into the 
scanner.
The lock will “click” into place when it is secure. However, if it does not rotate easily into the 
housing, make sure the flange is properly seated in its latch.
9. Lift the paper guide up to the back of the scanner and press gently on the paper guide until it 
snaps into place.
10. Close the scanner when you’re finished. 
						

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Troubleshooting
Problem: The scanner won’t scan.
Check for one of these possible causes:
•Are the cables loose or not plugged in securely? Inspect the cable connections. Make sure 
the cables are plugged in securely.
•Is the scanner’s status light on? Turn on the scanner’s power. If the status light doesn’t 
come on, plug the power supply into another electrical outlet. If you are using a UPS battery 
back-up or power strip, try plugging the scanner directly to a wall outlet.
•Did you restart the computer and scanner? If the scanner gets a paper jam, or loses 
connection because of an error, try restarting your computer and power cycling the scanner.
•Did you plug the scanner into a USB hub? If you’re using a USB hub to connect the scanner 
try plugging the scanner’s USB cable directly to the back of the computer. It is not 
recommended that you use the scanner with a USB hub, if you are using a hub, the hub must 
have its own power supply.
•Is the USB cable 6’ or less? If you are using a USB cable that is longer than 6’ you may lose 
connection to the scanner. The recommended USB cable length is 6’ or less, the USB cable 
provided with your scanner is within this range.
•Did you select another image source in the scanning software? If you use multiple 
imaging devices with your computer, such as a camera, all-in-one printer, or another scanner, 
you may have selected another source for images. Make sure Xerox
® DocuMate® 5540 is 
selected as the scanner.
Problem: Why does my scanner not function after performing a system restore on Windows?
The system restore process may have corrupted some of the driver components. It is 
recommended that you reinstall your scanner driver. Please refer to “Uninstalling Your Scanner” on 
page 40 for installation instructions.
Problem: Why won’t my scanner work after the computer has been sitting idle for several hours?
To resolve the problem, simply turn off the scanner power then turn it back on again. This may 
occur after Windows goes into power saving mode to “hibernate” the computer into a low power 
state. When you move your mouse or type on the keyboard it “wakes” the computer back up and 
restores full power to the system. This power fluctuation during the computer’s hibernating period 
may sometimes cause the scanner to lose communication to the computer.
Problem: My computer keeps giving me out of hard drive space error messages.
The minimum requirement of 500MB free hard drive space is for the installation of the software 
and basic, low resolution, scanning. High resolution scans result in files that can be over 1 gigabyte 
in size. Free up some space on your hard drive for the software to be able to save the scanned 
images. 
						

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Problem: My computer keeps giving me out of memory error messages.
An "Out of memory" message may appear when scanning long pages at higher resolutions. This 
error is most often seen on Windows XP due to the large file size created when scanning long 
pages in color or greyscale at 300 dpi or higher.  However, this error may occur on other operating 
systems as well. If you see an out of memory error message, please try adjusting the page length 
and/or scan resolution.
Problem: The paper jams the ADF. 
To reduce the number of paper jams, smooth and straighten the paper before scanning, and 
adjust the guides to the paper size. If paper jams are occurring more frequently, try cleaning the 
roller with a soft cloth dampened with Isopropyl rubbing alcohol. Excessive dust on the roller can 
make it appear worn and will cause issues feeding paper. See “Cleaning the Scanner” on page 30 
for cleaning instructions. 
Problem: If the USB cable is disconnected during a scan, the scanner does not reconnect when 
the USB cable is plugged back in.
Unplug the power cable from the scanner, and then plug it back in. If the scanner does not 
reconnect:
1. Unplug the power cable from the scanner.
2. Restart your computer.
3. After the restart is complete, plug the power cable back in.
Problem: The scans from the input tray are always crooked.
Make sure to align the paper guides to the edges of the paper. If you are scanning small items 
that are smaller than the paper guides’ minimum adjustment, scan these items from the flatbed 
instead.
Problem: The scanner is reporting Double-Feed errors but there is only one page in the ADF.
If there is excessive paper dust or dirt on the Double-Feed sensor, the scanner will report false 
Double-Feed errors. Make sure you clean the Double-Feed sensor, when cleaning the ADF, as 
described previously in this section. The Double-Feed sensor is located in the body of the ADF, the 
receiving sensor is underneath the ADF door, opposite of the Double-Feed sensor. 
						

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Error Light Troubleshooting Codes
Normal Operation
•Steady blue: indicates the scanner is ready to scan.
•Steady red: the scanner is busy or it is not connected to the computer. 
•Blinking red: the scanner is reporting an error.
Error Codes
The status light indicates the current state of the scanner. If your scanner experiences hardware 
problems, the status light turns red and will blink a specific number of times, the status light will 
blink red, and the LED flashes an “E” then the error code number.
Descriptions of the most common patterns are listed below. In all cases, you should turn off the 
scanner and check the scanner setup. Make sure the USB cable is plugged into the scanner and 
computer. Make sure the power cord is plugged into the scanner and into a wall outlet. Contact 
Xerox Technical Support if you experience a different blinking pattern. 
Error 
CodeProblem DescriptionSolution
0 Scanner is not connected to 
the computer. (The LED does 
not flash “E” and the status 
light remains blue.)A cable may be loose. Check that the scanner’s cables are 
correctly attached to the computer. If the scanner still does 
not connect, re-boot the computer.
1 The scanner does not 
recognize that the scanning 
head is in the correct 
position to start scanning.This usually occurs after a paper jam. Turn the scanner off 
then back on again. If the problem persists, turn off the 
scanner, restart the computer, then turn the scanner on.
3 The scanner was locked 
when you tried to scan.Turn off the scanner, slide the locking tab to the unlocked 
position, then turn the scanner back on. See page 3 for the 
lock’s location. If the problem persists, reboot your computer.
4 Paper has jammed while 
being fed through the 
scanner.Open the ADF cover and remove the jammed page. See 
“Clearing Paper Jams” on page 30.
5 A paper double feed has 
occurred.Multiple pages were fed through the ADF at one time. Open 
the ADF and pull out all pages. If problem persists clean the 
scanner.
6 The scanner’s cover is open. The ADF door is not closed all the way. Open the scanner then 
close it again. Push down on the lid until it locks into place.
7, 8, 27 The lamp in the scanner 
body or lid has 
malfunctioned.This usually occurs if the power was disconnected during a 
scan. Turn the scanner off, then back on again. If the problem 
persists, turn off the scanner, re-start the computer, then turn 
the scanner on. If the problem continues, and your scanner’s 
power is plugged into a surge protector or UPS battery backup, 
try plugging the scanner power directly into a wall outlet.
All 
Other 
CodesAn internal part in the 
scanner may have 
malfunctioned.Turn off the power to your scanner, then turn it back on. If the 
problem persists, re-boot your computer. If the problem still 
persists, contact Xerox Technical Support. 
						

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Uninstalling Your Scanner
Use the options in the Windows Control Panel to remove the scanner driver and modules, and any 
other software provided with the scanner.
Please leave the scanner’s USB cable plugged into the computer while uninstalling the scanner 
driver. Unplug the USB cable when directed to do so in the instructions below.
Open the list of installed programs in the Windows Control panel.
• Windows XP: Open Add/Remove Programs
• Windows Vista and later: Open Programs and Features
Uninstalling the scanner driver:
1. In the list of installed programs click on Xerox
® DocuMate® 5540 driver.
2. Click the Change/Remove or Uninstall button.
3. Click Ye s when asked to confirm that you want to remove the driver.
When the driver uninstallation is complete the progress window will automatically close.
4. Turn off the scanner and unplug the USB cable.
5. Reboot the computer if you are prompted to do so.
Follow these instructions to remove any of the other software you installed with your scanner. 
Depending on the software provided with your scanner, and which applications you installed 
during the scanner setup, the application list may include:
• Visioneer OneTouch
• Visioneer OneTouch OmniPage OCR module
• Nuance PaperPort
• Nuance OmniPage
• Nuance PDF Converter
Uninstalling Visioneer Acuity™:
Visioneer Acuity is automatically installed when you install the scanner driver using the installation 
disc. You can also download the Visioneer Acuity module from the support pages for your scanner 
at 
www.xeroxscanners.com. Visioneer Acuity is a utility with advanced image processing options 
to instantly improve the visual clarity of anything you scan.
1. In the list of installed programs select Visioneer Acuity Assets.
2. Click Ye s when asked to confirm you want to remove the software.
Depending on the method of installation, and your scanner model, there may be multiple entries 
for Visioneer Acuity in the installed programs list. The additional entries in this list are the image 
processing libraries needed to support various scanner models. These additional items will be 
called “Visioneer Acuity Assets” followed by a version number. In the scenario described here, 
when you want to uninstall Visioneer Acuity make sure you select and uninstall Visioneer Acuity. If 
you uninstall one of the entries labeled as an “asset” you will still need to uninstall the main 
Visioneer Acuity utility. 
						

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Xerox® DocuMate® 5540 Specifications
Scanner Specifications
Document Requirements (ADF)
Minimum Item Size 2.75 x 2 inches (70 x 51 mm)
Maximum Item Size 8.5 x 118 inches (216 x 2997 mm)
Capacity
50 pages of 20lb printer paper (75–80 g/m
2)
Paper Thickness
7–110 lbs. (28–400 g/m
2)
Plastic Card Embossed cards up to 1.25 mm thick
Document Requirements (Flatbed)
Minimum Item Size 0.5 x 0.5 inches (13 x 13 mm)
Maximum Item Size 8.5 x 14 inches (216 x 356 mm)
Paper Thickness 1.0 inch (25 mm)
General Specifications
Scanning Speed (ADF) 40 pages per minute / 80 images per minute @ 200 dpi
Scanning Speed (Flatbed) 3 seconds per page @ 200 dpi
Optical Resolution 600 dpi
Output Bit Depth 24-bit color, 8-bit grayscale, 1-bit bitonal (black & white)
Scan Method Duplex Automatic Document Feeder (ADF)
Simplex U.S.-Legal Flatbed
Image Sensor CCD
Light Source White LED lamp
Interface Hi-Speed USB 2.0
Certifications UL, C-UL, FCC Class A, CE, CB, EAC(CU), USB-IF, WEEE, RoHS, E
NERGY STAR
Operating Temperature 50° ~ 95° F (10° ~ 35° C without condensation)
Relative Humidity 10% ~ 85% (@35° C without condensation)
Scanner Dimensions
Width 23.2 inches (588 mm)
Depth 12.6 inches (319 mm)
Height 10.7 inches (272 mm)
Weight 18.5 pounds (8.4 kg)
Power Information
Power Supply APD (DA-48M24)
DC Jack, 3P, 100~240Vac, 24Vdc, 2A, 48W, Class 1, E
NERGY STAR, RoHS
Scanner Rating 24Vdc, 2.0A
Power consumption 34 Watts (during operation)
 15 Watts (on standby)
 2.9 Watts (power save after 15 minutes without scanning)
 0.5 Watt (power off) 
						

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Xerox® DocuMate 5540 Parts List
Cable Information
AC Power Cord US(UL/CSA)—3P, 7A/125V, L=1800mm, 3C*18AWG, BLACK, 
PH8B2EDJF0AA-05B, RoHS
UK(BSI/PSB)—3P, 3A/250V, L=1800mm, 3C*0.75mm
2, BLACK, 
PG8B9X3JG0A-05B, RoHS
EUR(CEE)—2P, 16A/250V, L=1800mm, 3C*0.75mm
2, BLACK, PG8B9CIJG0A-
05B, RoHS
USB cable 1850 mm, 28AWG, with core, RoHS compliant
Software Information
Supported Operating 
SystemsMicrosoft Windows
–32-bit XP (Service Pack 3)
–32-bit or 64-bit Vista (Service Pack 2)
–32-bit or 64-bit 7 (Service Pack 1)
–32-bit or 64-bit 8 / 8.1
Scanner Drivers TWAIN, WIA, ISIS
Bundled Software Visioneer OneTouch®
Visioneer Acuity Module
Nuance PaperPort®
Nuance OmniPage®
Nuance PDF Converter
Part NamePart Number
Feed Roller 57-0137-000
Separation roller 57-0153-000
USB Cable 35-0118-000
AC Power Cord 35-0103-000 (US)
35-0104-000 (EUR)
35-0105-000 (UK)
Power Supply 37-0095-000
Scanner Specifications