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How to Troubleshoot Your Malfunctioning Check Scanner

Blog Post
January 26, 2021

Remote deposit capture, or RDC, allows faster deposits, quicker access to funds, and more flexibility for deposit times, creating a better customer experience. Thanks to the many benefits of RDC, financial institutions, businesses, and organizations around the world offer the service.

All you need for RDC service is an internet connection, PC, software provider, and check scanner. While it’s not a ton of fancy equipment, check scanners are prone to the same technical difficulties as any other device.

Efficiently troubleshooting your check scanner is essential for reducing downtime and keeping your RDC program up and running. Here are our top tips for preventing and addressing common check scanner issues.

Prioritize Maintenance Over Break and Fix Repairs

Planned maintenance is the key to preventing larger emergency problems for any form of technology, including your check scanner. While you will have to occasionally address damage and broken devices, having a preventative maintenance plan in place will save you time and money on unscheduled maintenance. For your check scanner, follow the preventative maintenance steps below to reduce the chances of a “break and fix it” repair or emergency. However, when you do need emergency repairs, you should work with a trusted expert. Learn more about preventive maintenance vs. break/fix repairs here.

Preventative Maintenance

Professional Installation

Correctly setting up a remote deposit capture is not always a quick and easy process. It’s prudent to consider software compatibility, regulations, and several other factors. As you might imagine, improper installation is more likely to lead to problems when you try to use your check scanner. Following the remote deposit capture best practices checklist will help you ensure proper installation and prevent scanner issues.

Track Your Scanner Use

Keeping track of your check scanner usage will help you determine how it should function and how to address any issues. Heavily used check scanners may require more extensive troubleshooting, like a head replacement or system overall. On the other hand, check scanners with light use may only require a minor repair or adjustment to address the problem’s underlying cause. If you’ve had your scanner for a while, keep in mind that 500,000 scans is the milestone for replacement.

Clean Your Check Scanner

Without regular cleaning, scanners are susceptible to malfunction. If it’s not already, make sure that check scanner cleaning is part of your preventive maintenance checklist. Giving your check scanner a thorough cleaning will remove the buildup that could be causing a problem. It’s best to clean your scanner approximately every 5,000 to 8,000 scans.

Choose a High-Quality Scanner

There are several types and brands of scanners to choose from, and they are not all created equally. While any check scanner can run into issues, choosing a high-quality scanner is an excellent way to minimize the potential of future problems. We’ve made it much simpler to choose the best RDC check scanner for your business with this guide.

Assess The Cause of the Problem

Many scanner problems are resolvable by addressing user errors. While some issues may include physical damage or broken parts, many scanner malfunctions are preventable. Some common user errors that create scanner malfunctions include:

  • Checks with weak magnetic ink
  • Folded, crumpled, or damaged checks
  • Misaligned MICR character spacing
  • Improperly inserted documents
  • Dust, dirt, or particles on the read head
  • Double-feeding the check by mistake

To resolve these common problems, train your team on how to use and clean your scanner inventory. For end-users, provide training and cleaning manuals and set them up with a maintenance provider.

How to Fix Check Scanner Malfunctions

Track Your MICR Failure Rate

Occasional issues with a scanner are typical, but you want to know when your malfunctions are abnormal. Having more malfunctions than usual can indicate a larger problem that may need repair. To determine this, you should track your MICR failure rate to assess the number of malfunctions you receive over a set period. If you do notice more errors than usual, start by cleaning the scanner before considering other options.

Check the Power

Damaged wiring or power sources can cause issues with your scanner. Make sure the power cord is in good condition and free of frays or breaks. If the power cord shows signs of damage, replace it immediately to ensure safety and optimal performance. You should also check that the wall outlet is working correctly and that the pin on the power cord is not bent.

Reinstall the Driver

Driver issues are also a source of check scanner malfunctions. Try reinstalling your driver. To do this, you’ll need to follow the directions provided by the manufacturer. For most devices, you can head to Start-> Computer->Manage/ Device Manager-> System Tools. Uninstall the driver and restart the system. Once your computer restarts, reinstall the driver software for the check scanner.

Check Your Internet

Many RDC scanners rely on cloud-based applications. Therefore, your internet connection and bandwidth control how fast the RDC can upload data to your system. If your upstream connection experienced problems, it could slow down your RDC performance. If you notice a lag time of transmitting the image to the RDC service, there’s a good chance your internet could be part of the problem.

There are a few ways to address this, but one is to install a desktop software package. With this, you can scan checks offline and then upload them later. However, these systems are not always available, so you should also consider your internet service and connection.

Choose a Device Repair Solution

There are some check scanner issues you may be able to address on your own quickly, but others may require more extensive work, and it’s not always easy for you to know your repair options. Having a repair plan in place helps improve uptime and decrease headaches. Heading down the wrong path will lead to higher expenses and more time wasted.

When any device breaks down, including a check scanner, you can have it repaired on-site, off-site, or off-site with an advanced exchange. Opt for a certified technician with affordable, customizable services. Learn more about your repair options here.

If you still would like help troubleshooting or planning your check scanner repair, give Teksetra a call. We offer comprehensive repair and maintenance support for business equipment, including your check scanners. Our experienced team has over 45 years of experience and is dedicated to helping you improve your equipment uptime and efficiency. To learn more about how we can help you with check scanner repair, contact us today!

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