Businesses that handle cheques as payments are relying more and more on cheque scanners to help them read the information, such as the cheque’s routing number and account number, store that information digitally, and deposit the payments remotely.
Cheque scanners help companies increase accuracy, speed, and productivity as well as lower costs. The innovative technology used in cheque scanners has revolutionized the way companies can handle payments by cheques. It’s never been so easy.
However, every piece of technology will only work its best if it’s properly maintained, which means cleaning it correctly from time to time. If you use a cheque scanner in your daily operations, it’s important to know how and when to clean it, in order to ensure that it keeps working optimally for your business needs now and in the future. If a cheque scanner isn’t cleaned periodically, the dust, debris, ink, oils and other contaminants from the cheques will accumulate within the machine—in the document track and on the rollers—during normal operation.
The Risks of Not Cleaning Your Cheque Scanner
When dirt builds up within your device, it may not read information from the cheques properly and it can give you poor image quality. Or you might end up with transactions that fail and are rejected completely. This can lead to errors that can be not only time consuming to fix but also costly. It can lead to lower customer service and customer confidence, a poor business reputation, maintenance costs, inconvenient downtime, and embarrassing, frantic repair attempts in front of your customers. Naturally, you don’t want any of this to occur, and there’s a simple solution—clean your scanner regularly. You can do so quickly and easily without any outside assistance.
When to Clean
You might use your scanner often or infrequently depending on the size of your company and the amount of cheques that come through your business. A good rule of thumb for cleaning frequency is every 1,000-1,500 scans or at least three to four times per month. To maintain your machine, acquire a dust cover and cover it while it’s not in use so you can prevent dust and debris from getting into the track and on the sensors. And wipe down its exterior with a clean, dry cloth as often as necessary.
How to Clean
The simplest and easiest way to clean your scanner is to use cheque scanner cleaning cards. These pre-saturated, disposable cleaning cards are specifically designed to clean the document path, magnetic heads, transport rollers, and lenses without having to dismantle the machine. Naturally, dismantling your machine to clean it manually has risks of damage, so it’s much safer to use cleaning cards that are designed for ease of use.
You simply run the cleaning card through the machine as if you would a regular cheque and allow the machine to transport it through the inner workings while it cleans on its journey. When purchasing your cleaning cards, make sure that they are compatible with the model of your machine. If you’re unsure, check your manufacturer’s user guide or cleaning card supplier for compatibility and cleaning instructions.
Give Your Scanner the TLC It Deserves
Give the interior workings of your scanner the TLC it needs to work effectively for you now and into the future. Regularly cleaning your device will extend its shelf life, and in return, your investment. If you don’t clean your machine regularly, you’ll not only risk having a malfunctioning device but you also risk voiding your manufacturer’s warranty. You rely on your automated scanner to make your business operations easier, simpler, and more efficient. Help it do its job properly through regular maintenance.