How to Clean a Check Scanner

Why is Cleaning a Check Scanner Important?

Cleaning a check scanner is an essential maintenance task that should not be overlooked. Regular cleaning not only helps to ensure the accurate scanning and processing of checks but also prolongs the lifespan of the device. Below are a few key reasons why cleaning a check scanner is important:

Prevent Misreads: Over time, dust, dirt, and debris can accumulate on the scanner’s transport rollers, image sensor, and magnetic reader. These build-ups can interfere with the scanning process, leading to misreads and inaccuracies. By keeping the scanner clean, you can minimize the chances of errors and ensure reliable and accurate check processing.
Optimize Image Quality: A clean scanner produces clear and legible images of checks, which is crucial for effective verification and processing. Dust or smudges on the image sensor can result in blurry or distorted images, making it difficult for the scanner to accurately read the check information. Regular cleaning ensures the image sensor remains free from dirt, allowing for high-quality scans.
Avoid Ink Smearing: Check scanners with ink cartridges require special attention to prevent ink smearing on checks. Over time, ink residue can accumulate on the scanner’s components, leading to smudges on the scanned checks. Cleaning the ink cartridge and check path helps maintain the integrity of the scanned checks and ensures that they remain readable and valid.
Prevent Paper Jams: Dust and debris can also cause paper jams in the check scanner, disrupting the scanning process and potentially damaging the device. Regular cleaning of the transport rollers and check path helps to remove any debris that could cause paper jams, ensuring smooth and uninterrupted check processing.
Extend the Lifespan of the Scanner: Proper maintenance, including regular cleaning, can help extend the lifespan of your check scanner. By removing dirt and debris that can cause wear and tear on the scanner’s components, you can ensure that the device operates optimally for a longer period of time.

Overall, regular cleaning of a check scanner is essential to maintain its performance, accuracy, and longevity. By dedicating a small amount of time to cleaning and maintenance, you can avoid potential issues, save time, and ensure seamless check processing.

What You Will Need to Clean a Check Scanner

Before you start cleaning your check scanner, you will need a few essential items. Having the right tools and cleaning supplies will make the process easier and more effective. Here’s a list of what you will need:

Lint-free Cleaning Cloths: Use lint-free cloths to wipe down the scanner’s surfaces and remove any dust or debris. Avoid using paper towels or tissues, as they can leave behind fibers.
Isopropyl Alcohol: Isopropyl alcohol is effective for cleaning surfaces and removing ink smudges from the scanner’s components. Use a small amount on a lint-free cloth for cleaning specific areas.
Cotton Swabs: Cotton swabs can be used to reach small or intricate areas of the check scanner, such as the magnetic reader or the corners of the image sensor.
Clean, soft brush: A soft-bristle brush can be used to gently remove dust and debris from the transport rollers or other hard-to-reach spots.
Cleaning Solution (if applicable): If your check scanner has an ink cartridge, make sure to have the appropriate cleaning solution recommended by the manufacturer.
User Manual: Keep the user manual handy for reference. It provides specific cleaning instructions and important guidelines for your particular check scanner model.

Ensure that you have all the necessary supplies before starting the cleaning process. Having these items readily available will help you clean your check scanner thoroughly and efficiently.

Step 1: Turn Off the Check Scanner

Before you begin cleaning your check scanner, it is essential to turn off the device to prevent any accidental damage or injuries. Follow these steps to safely turn off the check scanner:

Locate the Power Button: Find the power button on your check scanner. It is usually located on the front or side of the device.
Press and Hold the Power Button: Gently press and hold the power button until the check scanner shuts down completely. This may take a few seconds.
Disconnect the Power Source (if applicable): If your check scanner is connected to a power source, unplug the power cord from the electrical outlet.
Ensure the Check Scanner is Fully Turned Off: Double-check that the check scanner has powered off completely. Some devices may have a standby or sleep mode, so make sure all lights are turned off and there is no display activity.

By turning off the check scanner, you minimize the risk of any electrical or mechanical mishaps during the cleaning process. This step ensures your safety and prevents any accidental damage to the device.

Step 2: Open the Check Scanner

After turning off the check scanner, the next step is to open the device to access its internal components. Follow these instructions to open the check scanner safely:

Refer to the User Manual: Consult the user manual specific to your check scanner model to locate the proper way to open the device. Different models may have varying mechanisms for opening the scanner.
Identify Latches or Release Tabs: Look for latches or release tabs that secure the scanner’s casing. These are usually located on the sides or back of the device. Some scanners may require unscrewing a panel using a screwdriver.
Unlock and Release the Latches/Tabs: Depending on the design, either slide or push the latches or tabs to unlock them. Once unlocked, gently pull or lift the casing to release it from the main body of the check scanner.
Set Aside the Casing: Carefully set aside the removed casing in a safe place where it won’t accidentally fall or get damaged. Keep it out of the way to have easy access to the internal components of the check scanner.

Opening the check scanner allows you to reach the internal parts that need cleaning. It is important to follow the manufacturer’s instructions in the user manual to ensure that you open the device correctly without causing any damage. Proceed to the next step once the check scanner is safely opened and ready for cleaning.

Step 3: Remove Dust and Debris

Once you have opened the check scanner, it’s time to remove any dust and debris that may have accumulated on the internal components. Dust and debris can interfere with the scanner’s performance and result in inaccurate readings. Follow these steps to remove dust and debris effectively:

Inspect the Internal Components: Take a close look at the inside of the check scanner. Use a flashlight if necessary to spot any areas with visible dust or debris.
Use a Soft Brush: Gently brush off any loose dust or debris from the transport rollers, paper path, and other accessible areas. Be cautious not to apply excessive force or damage any delicate components.
Use Compressed Air (if available): If you have access to compressed air, use it to blow away dust and debris from hard-to-reach areas such as corners and crevices. Ensure that the compressed air is set to a low pressure to avoid causing damage.
Pay Attention to Sensors and Slots: Dust can accumulate on sensors, slots, and other small openings in the check scanner. Use a clean, dry cloth or a cotton swab to carefully wipe away any dust or debris from these areas.

Regularly removing dust and debris from the check scanner helps maintain its optimal performance and prevents potential issues. By taking the time to clean the internal components thoroughly, you ensure accurate readings and minimize the risk of misreads or malfunctions.

Step 4: Clean the Check Scanner’s Transport Rollers

The transport rollers in a check scanner are responsible for moving the checks through the scanning process. Over time, these rollers can accumulate dust, debris, and ink residue, which can affect their performance. To maintain smooth and accurate check processing, it’s important to clean the transport rollers regularly. Follow these steps to clean the check scanner’s transport rollers:

Refer to the User Manual: Consult the user manual specific to your check scanner model for guidance on accessing and cleaning the transport rollers. It may provide specific instructions or precautions.
Locate the Transport Rollers: Identify the rollers inside the check scanner. They are usually rubber or silicon wheels that come into direct contact with the checks.
Use a Lint-Free Cloth: Moisten a lint-free cloth with a small amount of isopropyl alcohol. Make sure the cloth is not dripping wet. You can also use a cleaning solution specifically recommended for cleaning transport rollers.
Gently Wipe the Rollers: With a firm yet gentle grip, hold the cloth against the transport rollers and rotate them manually. This motion helps remove any dust, debris, or ink residue from the rollers. Continue wiping until the rollers appear clean.
Allow the Rollers to Dry: After cleaning, allow the transport rollers to air dry completely before reassembling the check scanner. Ensure that no moisture remains on the rollers, as it can interfere with the scanning process.

Regularly cleaning the check scanner’s transport rollers ensures smooth movement of checks through the scanning process. By eliminating buildup and ensuring the rollers remain in good condition, you can enhance accuracy and prevent jams or misreads during check processing.

Step 5: Clean the Check Scanner’s Image Sensor

The image sensor is a critical component of a check scanner that captures the image of the checks being scanned. Over time, dust, fingerprints, or smudges can accumulate on the sensor, affecting the quality and clarity of the scanned images. To ensure accurate and legible scans, it is important to clean the check scanner’s image sensor regularly. Follow these steps to clean the image sensor:

Consult the User Manual: Review the user manual specific to your check scanner model for precise instructions on accessing and cleaning the image sensor. Some scanners may have a protective cover over the sensor that requires removal.
Prepare a Lint-Free Cloth and Isopropyl Alcohol: Moisten a lint-free cloth with a small amount of isopropyl alcohol. Ensure that the cloth is clean and not overly saturated with the alcohol.
Gently Wipe the Image Sensor: With a gentle touch, wipe the image sensor using the dampened lint-free cloth. Use light, circular motions to remove any dust, fingerprints, or smudges. Avoid applying excessive pressure, as it may damage the sensor.
Inspect for Residue: After cleaning, examine the image sensor for any remaining residue. If needed, repeat the cleaning process using a fresh section of the lint-free cloth and a small amount of isopropyl alcohol.
Allow the Image Sensor to Dry: Once cleaned, allow the image sensor to air dry completely before reassembling the check scanner. Ensure that no moisture or lint remains on the sensor to prevent any interference during scanning.

Regularly cleaning the check scanner’s image sensor helps ensure high-quality scans and accurate capture of check information. By maintaining a clean sensor, you can minimize the risk of blurry or distorted images, improving the efficiency and reliability of the check scanning process.

Step 6: Clean the Check Scanner’s Magnetic Reader

The magnetic reader of a check scanner plays a crucial role in reading the magnetic ink character recognition (MICR) line on checks. Over time, the reader can accumulate dirt, dust, or ink residue that can interfere with its ability to accurately read the MICR line. Cleaning the check scanner’s magnetic reader is essential to maintain optimal performance. Follow these steps to clean the magnetic reader:

Refer to the User Manual: Consult the user manual specific to your check scanner model for instructions on cleaning the magnetic reader. Some scanners may require specific cleaning tools or methods.
Prepare a Cotton Swab: Use a clean cotton swab to clean the magnetic reader. Make sure the swab is dry and free from any debris or lint.
Gently Swipe the Magnetic Reader: With a gentle touch, swipe the cotton swab along the magnetic reader. Pay particular attention to the area where the MICR line comes into contact with the reader.
Inspect for Residue: After cleaning, check the cotton swab for any residue that may have transferred from the magnetic reader. If necessary, repeat the cleaning process with a fresh cotton swab until no more residue is visible.
Allow the Magnetic Reader to Dry: Once cleaned, allow the magnetic reader to air dry completely before reassembling the check scanner. This ensures that no moisture remains, which could affect the reading capability of the magnetic reader.

Regularly cleaning the check scanner’s magnetic reader is crucial for accurate and reliable MICR reading. By removing any dirt or residue buildup, you can ensure that the scanner accurately captures the information from the MICR line, improving the efficiency and accuracy of check processing.

Step 7: Clean the Check Scanner’s Ink Cartridge

If your check scanner is equipped with an ink cartridge, regular cleaning of the cartridge is necessary to maintain optimal performance. Ink residue or buildup can affect the quality and readability of the printed information on the checks. Follow these steps to clean the check scanner’s ink cartridge:

Consult the User Manual: Refer to the user manual specific to your check scanner model for instructions on cleaning the ink cartridge. It may provide specific guidelines or precautions that need to be followed.
Remove the Ink Cartridge: Carefully remove the ink cartridge from the check scanner. The method may vary depending on the model of the scanner. Refer to the user manual for specific instructions.
Inspect the Cartridge: Check the cartridge for any visible ink residue or buildup. Use a soft, lint-free cloth or a cotton swab to wipe away any excess ink on the surface of the cartridge.
Clean the Cartridge Contacts: Inspect the contacts on the ink cartridge and the corresponding contacts in the check scanner. Gently clean these contacts using a cotton swab moistened with isopropyl alcohol. This helps ensure a reliable connection between the cartridge and the scanner.
Allow the Ink Cartridge to Dry: After cleaning, allow the ink cartridge to air dry completely before reinserting it into the check scanner. This prevents any moisture from interfering with the printing process.
Follow Reinstallation Procedures: Refer to the user manual for proper instructions on reinstalling the ink cartridge. Follow the recommended steps to ensure correct installation and optimal performance.

Regular cleaning of the check scanner’s ink cartridge helps maintain the quality of printed information on checks. By removing any ink residue or buildup, you can ensure crisp, legible prints, contributing to accurate processing and recordkeeping of checks.

Step 8: Clean the Check Scanner’s Check Path

The check path in a check scanner refers to the area through which the checks pass during the scanning process. Over time, this path can accumulate dust, debris, and ink residue, which can affect the smooth movement of checks and the accuracy of the scanning process. Cleaning the check scanner’s check path is crucial to maintain optimal performance. Follow these steps to clean the check path:

Refer to the User Manual: Consult the user manual specific to your check scanner model for instructions on cleaning the check path. It may provide guidance on accessing and cleaning this area.
Inspect the Check Path: Use a flashlight to inspect the check path for any visible dust, debris, or ink residue. Pay attention to corners, crevices, and any areas where checks may get stuck or obstructed.
Use a Soft Brush: Gently brush away any loose dust or debris from the check path using a soft-bristle brush. Be careful not to apply excessive force or damage any delicate components.
Use a Lint-Free Cloth or Cotton Swab: Moisten a lint-free cloth or cotton swab with isopropyl alcohol. Wipe along the check path to remove any ink residue, smudges, or stubborn debris. Ensure that the cloth or swab is not dripping wet.
Pay Attention to Rollers and Guides: Clean the rollers and guides in the check path, as they are crucial for smooth movement. Use the lint-free cloth or cotton swab to gently wipe these components, removing any buildup or residue.
Allow the Check Path to Dry: After cleaning, allow the check path to air dry completely before reassembling the check scanner. Ensure that no moisture or lint remains in the check path.

Regularly cleaning the check scanner’s check path ensures smooth movement of checks and accurate scanning. By removing any dust, debris, or ink residue, you can minimize the risk of obstructions, paper jams, or misreads, resulting in efficient and reliable check processing.

Step 9: Reassemble the Check Scanner

After cleaning the internal components of the check scanner, the next step is to reassemble the device. Proper reassembly ensures that all the parts are securely in place and ready for use. Follow these steps to reassemble the check scanner:

Refer to the User Manual: Consult the user manual specific to your check scanner model for instructions on reassembling the device. It may provide step-by-step guidance and diagrams to assist you.
Retrieve the Casings and Panels: Pick up the removed casings and panels from earlier and align them with the appropriate slots or latches on the check scanner.
Secure the Casings and Panels: Carefully slide or press the casings and panels back into place, ensuring a secure fit. Double-check that all clips, screws, or latches are properly fastened according to the manufacturer’s instructions.
Ensure Proper Alignment: Make sure that all parts are aligned correctly and there are no gaps or loose components that could affect the functioning of the check scanner.
Perform a Visual Inspection: Take a moment to visually inspect the reassembled check scanner to ensure everything is in the correct position and securely attached.

Properly reassembling the check scanner is crucial to ensure its functionality and reliability. Following the manufacturer’s instructions in the user manual helps prevent any damage to the device and guarantees that all components are in the right positions. Once you have successfully reassembled the check scanner, it is now ready for use.

Step 10: Turn On the Check Scanner and Test it

After reassembling the check scanner, the final step is to turn it back on and test its functionality to ensure that it is operating as expected. Follow these steps to turn on the check scanner and conduct a test:

Make Sure the Scanner is Properly Connected: Ensure that all cables and connections are securely plugged in and properly inserted into their respective ports. Check that the power source, if applicable, is connected and turned on.
Press the Power Button: Locate the power button on the check scanner and press it to turn on the device. Wait for the scanner to initialize and complete its startup process. This may take a few moments.
Check for Error Messages: Look for any error messages or indicators on the scanner’s display or control panel. If there are any error messages, consult the user manual for troubleshooting steps or contact the manufacturer’s support for assistance.
Perform Test Scans: Place a test check or a dummy check into the check scanner’s input tray. Initiate a test scan to ensure that the scanner is accurately reading and processing the check.
Verify Image Quality: Examine the scanned image to ensure that it is clear, legible, and free from any artifacts or distortions. Check both the front and back sides of the check, if applicable.
Test Additional Scanner Functions: If your check scanner has additional features, such as endorsement or MICR reading, perform tests to confirm that these functions are working properly.

By turning on the check scanner and conducting a series of tests, you can verify that the device is functioning correctly and that the cleaning process has not caused any adverse effects. Address any issues or errors promptly using the troubleshooting steps provided in the user manual or by contacting the manufacturer’s support for further assistance.