Xerox DocuMate 5445 User Manual
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Xerox DocuMate 5445 User Manual

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October 2016
05-0857-200

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Summary of Contents for Xerox DocuMate 5445

  • Page 1 October 2016 05-0857-200...
  • Page 2 Design © 2016 Xerox Corporation. All rights reserved. Xerox , Xerox and Design and DocuMate are registered trademarks of Xerox Corporation in the United States and/or other countries. BR19347 ® Content © 2016 Visioneer, Inc. All rights reserved. The Visioneer brand name and OneTouch logo are registered trademarks of Visioneer, Inc.

  • Page 3: Table Of Contents

    Maintenance Information........................ vii Product Safety Certification ......................viii Environmental Health and Safety Contacts................viii Welcome ......................... 1 What’s in the Box............................1 System Requirements...........................1 Documentation ............................2 The Xerox ® DocuMate ® 5445 / 5460 Scanner Features............4 Scanner Setup....................... 7 Unpack the scanner..........................7 Attach the Input Tray...........................8...
  • Page 4 ® ® Xerox DocuMate 5445 / 5460 Table of Contents Using the Mixed Batch Card Guide ..................... 25 Detach or Attach the Mixed Batch Card Guide ............26 Scanning from the Automatic Document Feeder (ADF) ........... 27 Scanning Thick Pages or Bound Documents................28 Scanning Interfaces ...........................

  • Page 5: Safety

    These include safety agency examination, approval, and compliance with established environmental standards. ® To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times: Do these: •...

  • Page 6: Electrical Information

    Plug the power cable directly into a correctly grounded electrical outlet. If you are not sure whether or not an outlet is correctly grounded, consult an electrician. ® Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal.

  • Page 7: Electrical Supply

    ® ® Safety Xerox DocuMate 5445 / 5460 Electrical Supply • This product shall be operated from the type of electrical supply indicted on the product’s data plate label. If you are not sure that your electrical supply meets the requirements, please consult your local power company for advice.

  • Page 8: Product Safety Certification

    Environmental Health and Safety Contacts Contact Information ® For more information on Environment, Health, and Safety in relation to this Xerox product and supplies, please contact the following customer help lines: USA & Canada: 1-800-828-6571 Europe: +44 1707 353 434...

  • Page 9: Welcome

    Welcome ® Your new Xerox scanner can quickly scan stacks of single-sided or double-sided pages and place their electronic images on your computer. What’s in the Box Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner.

  • Page 10: Documentation

    ® ® Xerox DocuMate 5445 / 5460 Welcome • DVD-ROM drive capable of reading Dual Layer DVDs • Universal Serial Bus (USB) port ® ® • Microsoft Windows operating system: – 32-bit Windows XP (Service Pack 3) – 32-bit or 64-bit Windows Vista (Service Pack 2) –...
  • Page 11 ® ® Welcome Xerox DocuMate 5445 / 5460 • Control sheets—automatically adjust the scan settings when scanning using the TWAIN interface. The file contains layouts for various ISO and U.S. paper sizes. The TWAIN scanning chapter contains instructions on using these sheets while scanning.

  • Page 12: The Xerox ® Documate ® 5445 / 5460 Scanner Features

    ® Xerox DocuMate 5445 / 5460 Welcome ® ® The Xerox DocuMate 5445 / 5460 Scanner Features Input Tray—Holds the documents in the Automatic Document Feeder for scanning. – Paper Guides—Slide to adjust to document width. ADF Cover Release—Press to open the Automatic Document Feeder.

  • Page 13: Control Panel

    ® ® Welcome Xerox DocuMate 5445 / 5460 Control Panel LED number—shows the OneTouch function that will be used for scanning. You can view the scan settings for that function in the OneTouch Properties window. When there is a hardware error, the LED number indicates what the hardware error code is.
  • Page 14 ® ® Xerox DocuMate 5445 / 5460 Welcome User Guide...

  • Page 15: Scanner Setup

    Scanner Setup Unpack the scanner Remove any tape from the scanner body. Use care while removing the tape, the tape holds fragile parts in place for shipping. Note: we recommend you remove the tape from the scanner in the order indicated in the illustrations below.

  • Page 16: Attach The Input Tray

    ® ® Xerox DocuMate 5445 / 5460 Scanner Setup Place the scanner on a level surface near the computer. • Keep clear space on every side of the scanner for the input and exit tray extensions, performing maintenance, and to have sufficient air flow for ventilation.

  • Page 17: Connect The Scanner Power Cord

    ® ® Scanner Setup Xerox DocuMate 5445 / 5460 Push firmly on the input tray until you hear it lock in place. Connect the Scanner Power Cord Note: Only use the power supply (PNLV6507Y) included with your scanner. Connecting any other type of power supply may damage your scanner, and will void its warranty.
  • Page 18 ® ® Xerox DocuMate 5445 / 5460 Scanner Setup User Guide...

  • Page 19: Installation

    Installation Please make sure of the following before you begin installation: • If you are prompted to reboot during installation, please select “No”. Finish installing the rest of the software, then close all open windows and reboot your computer. • The information in this guide may cover software not provided with the scanner you purchased.
  • Page 20 ® ® Xerox DocuMate 5445 / 5460 Installation Insert the installation disc into your computer’s DVD-ROM drive. The disc automatically starts. The Select Language window opens. Click the drop-down menu arrow and select the language to use. Click OK. The disc’s Main menu window opens.
  • Page 21 ® ® Installation Xerox DocuMate 5445 / 5460 On the Main menu, select Install software. Make sure the boxes for Scanner Driver and Visioneer OneTouch are selected, as well as any other applications you want to install. Note: The software provided with your scanner may differ slightly from the list shown in the window.

  • Page 22: Installing The Scanner Driver

    Select the option in the installation window only if you want the existing profiles removed. On the Xerox License Agreement window, read the license agreement. If you accept the terms, select I Agree then click Next. If you choose not to accept the license agreement, click Cancel. Click Close on the Installation Interrupted window.

  • Page 23: Connect The Usb Cable And Turn On The Power

    ® ® Installation Xerox DocuMate 5445 / 5460 Stop when you see the “Complete the installation by connecting your hardware” window. Do not click OK yet. Leave the window open and proceed to the next section. Note: If you do not see this on-screen diagram for connecting the scanner, stop and follow the instructions below.
  • Page 24 ® ® Xerox DocuMate 5445 / 5460 Installation Turn on the scanner power. The status light comes on and flashes indicating that the scanner is receiving power. Your computer recognizes that a scanner has been plugged into the USB port and automatically loads the appropriate software to run the scanner.

  • Page 25: User Utility Installation

    The default options on this window will put the shortcut icon in your Windows All Programs list in the Xerox folder. We recommend that you keep the default options on this window and just click on Next to proceed with the installation.

  • Page 26: Installing The Isis Driver

    ® ® Xerox DocuMate 5445 / 5460 Installation Installing the ISIS Driver You will first be prompted to select a language for the ISIS driver. The language selection on this screen only applies to the ISIS scanning interface. Select the language you want to use then click on Next.

  • Page 27: Installing Additional Applications

    ® ® Installation Xerox DocuMate 5445 / 5460 Installing Additional Applications Your scanner includes free, additional applications as described in the table below. Return to the disc’s Main menu and click Install software. Select the additional applications you want to install, then click Install now.

  • Page 28: View The User Guides

    ® ® Xerox DocuMate 5445 / 5460 Installation View the User Guides Return to the disc’s Main menu and click on View user guides. Click on View scanner documentation to access the scanner user guide and scanning guides for OneTouch and TWAIN.

  • Page 29: Register Your Scanner

    Press Enter on your computer’s keyboard or click the option on screen to go to the web address. ® When the Xerox scanners web page loads click on Register Your Product. Fill in the registration form, all required fields have an asterisk (*).
  • Page 30 ® ® Xerox DocuMate 5445 / 5460 Installation User Guide...

  • Page 31: Loading Documents To Scan

    ® ® – Maximum size (width x length) – Please refer to the Xerox DocuMate 5445 / 5460 Specifications section for this information. We recommend scanning one page at a time when the documents you are scanning are longer than 14 inches (356 mm).

  • Page 32: Documents To Avoid Scanning

    ® ® Xerox DocuMate 5445 / 5460 Loading Documents to Scan – We recommend changing the Document handling speed to Delicate in the TWAIN interface when scanning thin paper of approximately 11 lbs (40 g/m ) or thinner. Additionally, we recommend using the slow paper feeding speed if you are scanning fragile documents.

  • Page 33: Unsupported Document Types

    ® ® Loading Documents to Scan Xerox DocuMate 5445 / 5460 • Extremely smooth, shiny, or highly textured paper may cause the paper feed rollers to slip across the page and cause the scanner to report a paper jam. •...

  • Page 34: Detach Or Attach The Mixed Batch Card Guide

    ® ® Xerox DocuMate 5445 / 5460 Loading Documents to Scan Detach or Attach the Mixed Batch Card Guide The card guide is pre-installed in the scanner. After removing the shipping tape lift up on the card guide to remove it from the scanner.

  • Page 35: Scanning From The Automatic Document Feeder (Adf)

    ® ® Loading Documents to Scan Xerox DocuMate 5445 / 5460 Scanning from the Automatic Document Feeder (ADF) Preparing Documents for Scanning • Fan the documents to make sure all pages in the stack are separated. • Bend and then flatten the document stack to make sure the horizontal edges are aligned to help prevent paper from skewing while being pulled through the scanner.

  • Page 36: Scanning Thick Pages Or Bound Documents

    ® ® Xerox DocuMate 5445 / 5460 Loading Documents to Scan • Place the documents face down in the input tray. Set the leading edge of the documents as shown in the illustration below. Important: the paper capacity for the input tray is 75 pages of standard 20 lb printer paper.
  • Page 37 ® ® Loading Documents to Scan Xerox DocuMate 5445 / 5460 Open the scanner. Locate the paper thickness switch in the underside of the ADF door. Pull the paper thickness switch up as indicated in the illustration below. When you pull the paper thickness switch the double feed prevention roller disengages and sits back into the scanner.

  • Page 38: Scanning Interfaces

    ® ® Xerox DocuMate 5445 / 5460 Loading Documents to Scan Scanning Interfaces • OneTouch Control Panel—When you press the Start button on the scanner, the scanner starts scanning using the settings for the current LED number. The scanned image is then sent to a destination on your computer or network drive.
  • Page 39 ® ® Loading Documents to Scan Xerox DocuMate 5445 / 5460 • TWAIN and WIA Interface—This option uses your scanner’s TWAIN interface to scan. Select scanning options before scanning, put the document in the scanner, then click the Scan button in the TWAIN interface window.
  • Page 40 ® ® Xerox DocuMate 5445 / 5460 Loading Documents to Scan User Guide...

  • Page 41: Maintenance

    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.

  • Page 42: Hardware Properties

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.

  • Page 43: Power Settings

    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.

  • Page 44: Driver Settings

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.
  • Page 45 ® ® Maintenance Xerox DocuMate 5445/5460 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.
  • Page 46 ® ® Xerox DocuMate 5445/5460 Maintenance 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.

  • Page 47: Cleaning The Scanner

    ® ® Maintenance Xerox DocuMate 5445/5460 To attach the exit guides: Close the trays. Remove the input tray by carefully but firmly pulling it away from the scanner. Place the scanner on its back. Locate notches in the underside of the exit path where the guides are going to be attached.

  • Page 48: Cleaning The Inside Of The Scanner

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.

  • Page 49: Cleaning The Rollers

    ® ® Maintenance Xerox DocuMate 5445/5460 • You will need a cotton swab. Cleaning the Sensors Press the ADF cover release button and open the scanner. The following illustration shows the location of the sensors in the scanner. Carefully clean the sensors with a dry cotton swab.
  • Page 50 ® ® Xerox DocuMate 5445/5460 Maintenance • 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.
  • Page 51 ® ® Maintenance Xerox DocuMate 5445/5460 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.

  • Page 52: Replacing The Rollers

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.
  • Page 53 ® ® Maintenance Xerox DocuMate 5445/5460 Remove the roller from the scanner. Angle it out and away from the gear in the scanner. 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.
  • Page 54 ® ® Xerox DocuMate 5445/5460 Maintenance 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 Locate the roller in the ADF door and pull open the roller cover.

  • Page 55: User Utility

    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.

  • Page 56: Main Screen Options

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.

  • Page 57: Scanner Error Codes

    ® ® Maintenance Xerox DocuMate 5445/5460 • 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.
  • Page 58 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.

  • Page 59: Setting Sleep Mode

    ® ® Maintenance Xerox DocuMate 5445/5460 Error Code Message Cause Resolution — ***Caution*** The number next to The rollers should be cleaned After Clean Roller, every 2,000 scans, or as needed if The rollers need to be in the User Utility your scanner is experiencing cleaned.

  • Page 60: Vertical Line Reduction

    ® ® Xerox DocuMate 5445/5460 Maintenance 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.
  • Page 61 ® ® Maintenance Xerox DocuMate 5445/5460 When prompted to clean the scanner click on OK to proceed only if you have already cleaned the scanner during preparation. Otherwise, follow the instructions on screen and clean the scanner. Place the 3 sheets of plain white paper in the scanner’s input tray and then click on OK.

  • Page 62: Uninstalling Your Scanner

    Windows Vista and later: Open Programs and Features Uninstalling the scanner driver: ® ® In the list of installed programs click on Xerox DocuMate 5445/5460 driver. Click the Change/Remove or Uninstall button. Click Yes when asked to confirm that you want to remove the driver.

  • Page 63: Troubleshooting

    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 5445/5460 is selected as the scanner.
  • Page 64 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 “Xerox DocuMate 5445 / 5460 Specifications” on page 57 for installation instructions.

  • Page 65: Xerox ® Documate ® 5445 / 5460 Specifications

    ® ® Maintenance Xerox DocuMate 5445/5460 Problem: The ADF won’t feed pages properly. A dirty or worn roller can cause documents to feed in skewed at an angle, or multiple pages to feed at the same time. First, try cleaning the rollers as described in “Cleaning the Scanner” on page 39.
  • Page 66 8.5 x 100 inches (216 x 2540 mm) Firmware version 2.0 and higher • Maximum page length varies by resolution Resolution Xerox DocuMate 5445 Xerox DocuMate 5460 75 dpi* 8.5 x 150 inç 8.5 x 195 inç (216 x 3810 mm)
  • Page 67 ® ® Maintenance Xerox DocuMate 5445/5460 Scanner Specifications Relative Humidity without condensation 20% ~ 80% (@30° C Scanner Dimensions Width 12,5 inches (318 mm) Depth 8,2 inches (208 mm) Height 7,7 inches (196 mm) Weight 8 pound (3,65 kg) Power Information...

  • Page 68: Xerox ® Documate ® 5445 / 5460 Parts List

    ® ® Xerox DocuMate 5445/5460 Maintenance ® ® Xerox DocuMate 5445 / 5460 Parts List Part Name Part Number Input Tray 57-0148-000 Roller Exchange Kit 70-0567-000 Separation Roller Feed Roller USB Cable 35-0241-000 AC Power Cord 35-0242-000 or 35-0243-000(US) 35-0244-000 or 35-0245-000 (EUR)

  • Page 69: Regulatory Information

    (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. Changes and modifications to this equipment not specifically approved by Xerox may void the user’s authority to operate this equipment.

  • Page 70: Turkey (Rohs Regulation)

    This machine is certified as Class 1 LED product. This means that this machine does not produce hazardous laser radiation. A full declaration of conformity, defining the relevant directives and referenced standards, can be obtained from your Xerox Limited representative or by contacting: Environment, Heath and Safety The Document Company Xerox...
  • Page 71 ® ® Regulatory Information Xerox DocuMate 5445 / 5460 Obligations or Securities of the United States Government, such as: Certificates of Indebtedness National Bank Currency Coupons from Bonds Federal Reserve Bank Notes Silver Certificates Gold Certificates United States Bonds Treasury Notes...

  • Page 72: Canada

    ® ® Xerox DocuMate 5445 / 5460 Regulatory Information The above list is not all inclusive, and no liability is assumed for its completeness or accuracy. In case of doubt, consult your attorney. Canada Parliament, by statute, has forbidden the reproduction of the following subjects under certain circumstances.
  • Page 73 ® ® Regulatory Information Xerox DocuMate 5445 / 5460 Note: this list is not inclusive and no liability is assumed for either its completeness or accuracy. In case of doubt, contact your legal counsel. User Guide...
  • Page 74 ® ® Xerox DocuMate 5445 / 5460 Regulatory Information User Guide...

  • Page 75: Compliance Information

    Product Recycling & Disposal USA & Canada ® If you are managing the disposal of your Xerox product, please note that the product may contain lead, mercury, Perchlorate, and other materials whose disposal may be regulated due to environmental considerations. The presence of these materials is fully consistent with global regulations applicable at the time that the product was placed on the market.

  • Page 76: Energy Star For The Usa

    ENERGY STAR for the USA Energy Program Compliance ® ® The Xerox DocuMate 5445 / 5460 is ENERGY STAR qualified under the ENERGY STAR Program Requirements for Imaging Equipment. The ENERGY STAR and ENERGY STAR MARK are registered United States trademarks. The ENERGY STAR Imaging Equipment Program is a team effort between U.S., European Union and...

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