Are you tired of slow, clunky document scanners that take forever to digitize your paperwork? The ScanSnap iX2500 might just be the solution you have been searching for. This flagship document scanner from Ricoh promises lightning fast speeds, seamless connectivity, and professional quality scans that can transform your office workflow. In this detailed review, we will explore every aspect of this powerful scanning device to help you decide if it is the right choice for your home or business needs.
Whether you are a small business owner drowning in receipts, a professional managing client documents, or someone looking to go paperless at home, this review will give you all the information you need. We will examine the features, performance, pros and cons, and compare it with alternatives to ensure you make an informed decision.
Key Takeaways:
Before we dive deep into the details, here are the most important points about this scanner:
Lightning Fast Performance: The iX2500 scans at an impressive 45 pages per minute for single sided documents and 90 images per minute for duplex scanning, making it one of the fastest scanners in its class for 2026.
Generous Paper Capacity: With a 100 sheet automatic document feeder, you can scan large batches of documents without constant monitoring, perfect for high volume scanning tasks.
Modern Connectivity Options: Choose between USB C connection for direct computer access or Wi Fi connectivity for wireless scanning from multiple devices, offering flexibility for different work environments.
Large Touchscreen Interface: The 5 inch color touchscreen makes navigation simple and intuitive, allowing you to select scan profiles, adjust settings, and manage documents directly from the scanner.
Premium Build Quality: Unlike cheaper alternatives, the iX2500 features advanced ultrasonic sensors for overlap detection and skew correction, ensuring consistent professional results even with mixed document types.
Comprehensive Software Suite: The included ScanSnap Home software provides powerful organization tools, OCR capabilities, cloud integration, and automated filing systems that work seamlessly with both Windows and Mac computers.
What is the ScanSnap iX2500
- OUR MOST ADVANCED SCANSNAP. Large touchscreen, fast 45ppm double-sided scanning, 100-sheet document feeder, Wi-Fi and USB connectivity, automatic optimizations,...
- CUSTOMIZABLE. SHARABLE. Select personalized profiles from the touchscreen. Send to PC, Mac, mobile devices, and clouds. QUICK MENU lets you quickly...
- STABLE WIRELESS OR USB CONNECTION. Built-in Wi-Fi 6 for the fastest and most secure scanning. Connect to smart devices or cloud services without a computer....
The ScanSnap iX2500 represents the latest flagship model in Ricoh’s renowned ScanSnap series of document scanners. This device builds upon years of innovation to deliver what many consider the most advanced desktop scanner available for home and small business users. The scanner was released in 2026 as the direct successor to the popular iX1600 model, bringing significant improvements in speed, connectivity, and overall performance.
This is not just another document scanner. The iX2500 is designed for users who demand professional quality results without complicated setup or technical expertise. It handles everything from standard letter size documents to receipts, business cards, and even plastic cards like driver licenses. The scanner features a compact footprint that fits comfortably on most desks while maintaining the robust construction needed for daily use.
The device measures approximately 6.3 by 11.5 by 6 inches, making it compact enough for small workspaces but substantial enough to feel solid and stable during operation. The modern design features clean lines and a premium matte finish that looks professional in any office environment. Both black and white color options are available to match your aesthetic preferences.
Unboxing and First Impressions
When you first receive your ScanSnap iX2500, you will immediately notice the thoughtful packaging and presentation. The box contains the scanner unit, a power adapter, USB C cable, receipt guide attachment, and quick start documentation. Everything arrives securely packed with protective materials to prevent shipping damage.
The scanner itself feels solid and well constructed. The build quality immediately stands out compared to cheaper alternatives. The plastic housing feels thick and durable, not flimsy or cheap. The automatic document feeder opens smoothly with a satisfying click, and the paper guides slide easily but stay firmly in place once positioned.
The 5 inch touchscreen is bright and responsive right out of the box. The display shows clear icons and text that are easy to read from typical viewing angles. The interface feels modern and intuitive, similar to smartphone displays you are already familiar with. Physical buttons are minimal, with most controls accessed through the touchscreen for a clean, uncluttered appearance.
Setting up the device takes only a few minutes. You simply plug in the power cable, turn on the scanner, and follow the on screen prompts to connect to your computer via USB C or Wi Fi network. The setup wizard guides you through each step with clear instructions, making it accessible even for users who are not technically inclined.
Scanning Speed and Performance
The speed performance of the iX2500 is truly impressive and represents one of its strongest selling points. The scanner achieves 45 pages per minute when scanning single sided documents at 200 or 300 dpi resolution. For double sided documents, it maintains an incredible 90 images per minute throughput, scanning both sides simultaneously as paper passes through the automatic document feeder.
This speed advantage becomes especially apparent when handling large scanning projects. A 50 page document that might take 5 to 10 minutes on a cheaper scanner can be completed in just over a minute with the iX2500. This time saving adds up quickly for users who scan regularly, making the scanner pay for itself in increased productivity.
The scanning quality remains consistently high even at these impressive speeds. The advanced image processing automatically adjusts brightness, removes blank pages, corrects orientation, and reduces bleed through from double sided documents. OCR (optical character recognition) accuracy is excellent, correctly identifying text in various fonts and sizes for searchable PDF creation.
The scanner handles mixed document batches effectively thanks to its ultrasonic double feed detection system. This technology uses sound waves to detect when multiple pages are feeding together, immediately stopping the scan to prevent document loss or damage. The system works reliably even with documents of varying thickness, from thin receipts to cardstock business cards.
Top 3 Alternatives for ScanSnap iX2500
While the ScanSnap iX2500 is an excellent scanner, it may not be perfect for everyone’s needs or budget. Here are three strong alternatives worth considering:
- ROBUST CAPTURE SOLUTION: The Brother ADS-4900W Professional Desktop Scanner is a great choice for busy offices and workgroups, built for the demands of how work...
- FAST, MULTI-PAGE SCANNING: Scans single and double-sided materials in a single pass, in both color and black / white, at up to 60ppm(1) for increased...
- EASILY ADAPTS TO YOUR EXISTING WORKFLOWS: Provides wide driver support (TWAIN, WIA, ISIS, and SANE) for easy integration, as well as a number of scan-to...
- EFFORTLESS WIRELESS SCANNING – With a 4.3" touchscreen and wireless connectivity, this high-speed scanner sends scans straight to your smartphone, tablet,...
- SPEEDY PAPER HANDLING – The 100-sheet Auto Document Feeder handles various paper types and sizes in one go, designed for ultra high reliability.
- NO COMPUTER NEEDED – Save directly to USB, email, or popular cloud services [1] like Dropbox, Evernote, Google Drive and OneDrive without a computer
- SIMPLE, ONE TOUCH SCANNING. Press one button and documents are scanned, cleaned up, and organized. QUICK MENU lets you quickly scan-drag-drop to your favorite...
- CAPABLE OF MANAGING ALL YOUR PAPER. Business cards, receipts, and even envelopes are no problem for the iX1400
- RELIABLE OPERATION. Wired USB connection offers stable, consistent performance
Connectivity Options and Wireless Capabilities
The connectivity flexibility of the iX2500 sets it apart from many competing scanners. The device offers both wired and wireless connection options, allowing you to choose the setup that best fits your workflow and office environment.
For wired connections, the scanner uses a modern USB C port rather than the older USB A or micro USB connectors found on many scanners. This provides faster data transfer speeds and improved compatibility with newer computers. The USB C connection delivers reliable performance for users who prefer direct computer connections or work in environments where wireless networks are restricted.
The Wi Fi connectivity represents a major advantage for multi user environments or users who work with multiple devices. Once connected to your wireless network, the scanner can be accessed from any computer or mobile device on the same network. This eliminates the need for cable swapping when different users need to scan documents.
The wireless implementation supports modern Wi Fi standards for fast, stable connections. Setup is straightforward using the touchscreen interface to select your network and enter the password. The scanner remembers your network settings, automatically reconnecting after power cycles without requiring reconfiguration.
Mobile scanning capabilities extend the scanner’s usefulness beyond traditional desktop workflows. The ScanSnap app for iOS and Android allows you to initiate scans, preview results, and save files directly to your smartphone or tablet. This proves particularly useful for users who need to capture documents while away from their primary computer.
Document Feeder Capacity and Paper Handling
The 100 sheet automatic document feeder capacity represents a significant advantage over smaller scanners that hold only 20 to 50 sheets. This large capacity means you can load an entire filing folder’s worth of documents and walk away while the scanner works, rather than babysitting the device and constantly reloading paper.
The paper path design minimizes jams and misfeeds. Documents feed smoothly from the input tray through the scanning mechanism and into the output tray. The roller system uses high quality components designed for consistent paper pickup, even with documents that are slightly wrinkled or curled at the edges.
Paper guides adjust easily to accommodate different document widths. The guides feature clear markings for standard paper sizes like letter, legal, and A4 formats. They slide smoothly but lock firmly in place to prevent shifting during scanning. Proper guide adjustment ensures straight scanning without skew or cropping issues.
The scanner handles a wide range of document types and sizes. Standard paper from 20 to 28 lb weight feeds reliably. Thicker materials like cardstock up to 0.012 inches thick can be scanned using manual feed mode. The minimum document size is 2 by 2 inches, small enough for business cards, while the maximum length extends to 14.3 inches for legal size documents.
A removable receipt guide comes included for scanning small receipts and other narrow documents. This attachment fits into the document feeder and provides additional support to prevent thin receipts from skewing or jamming during scanning. The guide removes easily when not needed, maintaining full width capacity for standard documents.
Touchscreen Interface and Ease of Use
The 5 inch color touchscreen transforms the user experience compared to scanners that rely on physical buttons or computer software for all controls. The display is bright and sharp, with excellent viewing angles that remain readable even when viewed from the side. Touch response is quick and accurate, registering taps and swipes reliably.
The interface design prioritizes simplicity and efficiency. The home screen displays large, clearly labeled icons for common scanning profiles. You can create custom profiles for frequent tasks like scanning to specific folders, using particular quality settings, or routing documents to cloud services. These profiles are saved directly on the scanner, accessible without computer software.
Navigation through menus feels intuitive for anyone familiar with smartphone or tablet interfaces. Settings are organized logically into categories like scan quality, destination, and file format. Changes take effect immediately, and the current configuration is always visible before starting a scan. This prevents confusion about what settings will be applied.
The touchscreen also provides helpful feedback during scanning operations. A progress indicator shows how many pages have been scanned and estimated time remaining. Warning messages appear clearly when issues occur, such as paper jams or low paper in the feeder. These messages include simple instructions for resolving common problems.
Profile customization extends to advanced features like automatic page size detection, color mode selection, and resolution settings. You can configure separate profiles for documents, photos, receipts, and business cards, each optimized for that content type. The scanner automatically applies appropriate image processing based on the selected profile.
Software Features and ScanSnap Home
The included ScanSnap Home software provides powerful organization and management tools that extend far beyond basic scanning capabilities. This comprehensive application runs on both Windows and Mac computers, offering identical functionality across platforms. The software feels modern and well designed, avoiding the clunky interfaces common in older scanner applications.
After installation, ScanSnap Home guides you through initial setup, including creating your first scan profiles and connecting to cloud services. The software automatically detects your scanner via USB or Wi Fi connection and handles driver installation without user intervention. This streamlined setup gets you scanning within minutes of unboxing.
The document management features help you organize scanned files effectively. The software can automatically rename files based on content, detected dates, or custom rules you define. Files can be tagged with metadata for easy searching later. The built in viewer allows you to preview scans, rotate pages, delete unwanted pages, and make basic edits without launching separate applications.
OCR capabilities convert scanned images into searchable, editable text. The OCR engine supports multiple languages and delivers accurate results even with complex document layouts. Processed documents can be saved as searchable PDFs, editable Word documents, or Excel spreadsheets. This proves invaluable for users who need to extract data from paper documents or make scanned contracts searchable.
Cloud integration connects directly to popular services like Dropbox, Google Drive, OneDrive, and Evernote. You can configure automatic uploads to specific cloud folders, making scanned documents immediately available across all your devices. This integration eliminates manual file transfers and ensures your important documents are backed up securely.
Image Quality and OCR Accuracy
The optical quality produced by the iX2500 consistently impresses across different document types. Standard text documents scan clearly with sharp, readable characters at the default 300 dpi resolution. Higher resolution scans up to 600 dpi are available when needed for documents with small text or detailed graphics, though this reduces scanning speed.
Color reproduction is accurate and natural looking when scanning photos, color documents, or magazine pages. The scanner’s color sensors capture subtle shades faithfully, avoiding the color shifts or casts common in cheaper devices. Black and white documents benefit from automatic background removal that eliminates paper discoloration while maintaining text clarity.
The automatic image enhancement features work intelligently to improve scan quality without user intervention. Blank page removal detects and discards pages that contain no content, useful when scanning double sided documents where some backs are intentionally blank. Orientation detection automatically rotates pages to correct alignment, saving manual correction time.
OCR accuracy rates among the best available in desktop scanners. Clean printed documents achieve near perfect text recognition, with error rates typically below 1 percent for standard fonts. Even challenging documents with mixed fonts, varying text sizes, or colored backgrounds are recognized reliably. Handwritten text recognition is more limited, as with all OCR systems, but clearly printed handwriting often yields acceptable results.
Edge cleanup and despeckle filters remove stray marks and artifacts that result from scanning worn or marked documents. These filters operate conservatively by default to avoid removing legitimate document content, but can be adjusted more aggressively for documents with heavy background noise or aging damage.
Daily Duty Cycle and Durability
The rated daily duty cycle of the iX2500 reaches an impressive 7500 pages per day, positioning it for high volume scanning environments. This rating indicates the scanner can handle substantial workloads day after day without excessive wear or reliability issues. For context, most home and small office users scan only a few hundred to thousand pages monthly, well below the scanner’s capabilities.
Build quality supports this heavy duty rating. The roller assemblies use durable materials designed for extended service life. Ricoh rates the pickup rollers for approximately 600,000 scans and the brake rollers for 300,000 scans before replacement is needed. These ratings translate to years of service for typical users, even those with above average scanning needs.
The scanner’s physical construction feels solid and stable during operation. The unit stays planted firmly on your desk even when scanning at maximum speed, thanks to its substantial weight and rubber feet that prevent sliding. The document feeder mechanism operates smoothly without excessive noise or vibration that might indicate poor component quality.
Maintenance requirements are minimal for typical users. The scanner includes a carrying sheet for periodic cleaning of the internal glass and rollers. Running this sheet through the scanner every few thousand pages helps maintain optimal performance. The software provides maintenance reminders based on scan count, prompting you when cleaning is recommended.
Component replacement is straightforward when eventually needed. Ricoh provides clear instructions for replacing wear items like pickup rollers and pad assemblies. Replacement parts are readily available through authorized dealers and online retailers. The modular design allows users to perform basic maintenance without professional service.
Pros of the ScanSnap iX2500
The exceptional scanning speed stands out as perhaps the most compelling advantage. At 45 pages per minute, the iX2500 processes documents roughly twice as fast as mid range scanners and significantly faster than budget models. This speed difference becomes increasingly valuable as scanning volume increases.
Advanced paper handling technology delivers reliable feeding across diverse document types. The ultrasonic double feed detection prevents costly mistakes where multiple pages scan together. The skew detection and correction system ensures straight, properly aligned scans even when documents feed slightly crooked.
The large touchscreen interface modernizes the scanning experience dramatically. Creating and selecting scan profiles, adjusting settings, and monitoring progress happen directly on the scanner without computer interaction. This independence proves convenient when multiple users share a scanner.
Comprehensive connectivity options provide flexibility for different usage scenarios. USB C offers high speed wired connections for users who prefer cables. Wi Fi enables wireless access from multiple computers and mobile devices. This versatility accommodates various office configurations and workflows.
The included software adds substantial value beyond basic scanning. ScanSnap Home provides document organization, cloud integration, OCR processing, and automated filing that many competitors charge extra for or omit entirely. These features transform the scanner from a simple digitization tool into a complete document management solution.
Cons of the ScanSnap iX2500
The absence of a flatbed scanning surface limits flexibility for certain scanning tasks. Users who need to scan bound books, fragile documents, or items that cannot be fed through an automatic feeder will need a separate flatbed scanner. This limitation is common among document feeders but worth considering for users with diverse scanning needs.
Price positioning in the premium segment may deter budget conscious buyers. While the iX2500 offers excellent value for its capabilities, the initial investment exceeds many competing scanners by $100 to $200. Users who scan infrequently might find it difficult to justify the premium over cheaper alternatives.
The scanner’s footprint, while reasonable for its capabilities, requires more desk space than ultra compact models. Users with extremely limited workspace might find the dimensions challenging, particularly when the document feeder is open and loaded with papers.
Software dependency for some advanced features means you need a computer running ScanSnap Home to access the full feature set. While basic scanning works via the touchscreen alone, features like OCR processing, cloud uploads, and advanced organization require the desktop software. Mobile app capabilities, while useful, do not match the full desktop experience.
The learning curve for maximizing the scanner’s capabilities requires some time investment. While basic scanning is straightforward, understanding all the profile options, software features, and optimization settings takes exploration. New users might initially feel overwhelmed by the breadth of available options.
Who Should Buy the ScanSnap iX2500
Small business owners handling significant document volumes will find the iX2500 an excellent investment. The speed and reliability support high volume scanning needs, while the professional quality output ensures important documents are captured accurately. Businesses transitioning to paperless operations will appreciate the comprehensive software and cloud integration.
Home office professionals who regularly scan contracts, receipts, client documents, or research materials will benefit from the efficiency gains. The time saved compared to slower scanners quickly justifies the investment for users who scan multiple times weekly. Tax professionals, real estate agents, and consultants represent ideal users.
Anyone pursuing a paperless lifestyle will find the iX2500 capable of digitizing years of accumulated documents efficiently. The large capacity feeder and fast scanning speeds make tackling boxes of old paperwork manageable rather than overwhelming. The organization features help maintain the digital archive once created.
Users seeking the best available technology in a desktop scanner will appreciate the iX2500’s position as Ricoh’s flagship model. The advanced features, build quality, and performance represent the current state of the art for document feeders in this price range.
Who Might Want to Look Elsewhere
Occasional scanners who digitize only a few documents monthly might find the iX2500 excessive for their needs. A more affordable model like the ScanSnap iX1400 or competing scanners in the $200 to $300 range might prove more economical for light usage.
Users requiring flatbed capabilities for scanning books, magazines, or fragile documents should consider all in one devices that combine document feeders with flatbed surfaces. Epson’s WorkForce series offers this combination, though often with somewhat slower feeding speeds.
Budget constrained buyers might need to compromise on speed or features to reach a lower price point. Brother’s ADS series and Epson’s lower tier WorkForce models deliver solid performance at reduced costs, though without matching the iX2500’s premium features.
Users in very space limited environments might find even the iX2500’s compact design too large. Portable scanners like the ScanSnap iX100 or Epson WorkForce ES-50 offer true portability, though with significantly reduced speed and capacity.
Comparison with Previous Models
The iX2500 improves substantially over its predecessor, the iX1600. Scanning speed increases from 40 to 45 pages per minute, a 12 percent improvement that adds up over large batches. The touchscreen expands from 4.3 to 5 inches, providing more workspace for the interface. Daily duty cycle ratings increase significantly, indicating enhanced durability.
Wi Fi performance sees upgrades with support for faster wireless standards and improved connection stability. The iX2500 also features enhanced security protocols for network connections, important for business environments with strict IT requirements.
The materials and construction receive refinements in the newer model. The plastic housing uses higher quality materials with a more premium feel. Internal components benefit from engineering improvements that reduce noise and improve long term reliability.
Software updates accompany the hardware improvements, with the latest ScanSnap Home version offering enhanced features optimized for the iX2500’s capabilities. Older ScanSnap models can run the new software, but some features specific to the iX2500 remain exclusive to the new hardware.
Setup and Installation Process
Getting started with the ScanSnap iX2500 takes only 10 to 15 minutes for most users. Begin by removing all protective materials from the scanner, including tape securing the document feeder and plastic film on the touchscreen. Connect the power adapter and turn on the device using the power button on the rear panel.
The touchscreen displays an initial setup wizard that guides you through language selection, network configuration, and basic settings. Follow the prompts to connect to your Wi Fi network or skip this step if you prefer wired USB connection. The interface provides clear instructions at each step.
Download and install ScanSnap Home from Ricoh’s website on your computer. The installer is available for both Windows and Mac platforms. Run the installer and follow the setup wizard. The software automatically detects your scanner when connected via USB or network.
Create your first scan profile using the guided setup process. The software suggests common profiles for documents, receipts, photos, and business cards. You can accept the defaults initially and customize them later as you become familiar with the options. Test a few practice scans to verify everything is working correctly.
Maintenance and Cleaning
Regular cleaning maintains optimal performance and extends the scanner’s service life. Ricoh recommends cleaning the internal components after approximately every 5000 scans, though this interval may vary based on document condition and environmental factors.
Use the included cleaning sheets to wipe the internal glass surfaces and rubber rollers. Insert a cleaning sheet into the document feeder and initiate a cleaning cycle from the maintenance menu. The sheet removes dust, paper particles, and other debris that accumulate during normal operation.
Roller replacement becomes necessary after extended use, typically after 300,000 to 600,000 scans depending on the roller type. The software tracks scan counts and displays warnings when rollers approach replacement intervals. Replacement rollers are available from Ricoh dealers and online retailers.
Keep the exterior clean by wiping with a soft, slightly damp cloth. Avoid harsh cleaners or abrasive materials that might scratch the touchscreen or plastic surfaces. Periodically vacuum around the scanner to prevent dust buildup in ventilation openings.
Is the ScanSnap iX2500 Worth It
For users with regular scanning needs, the iX2500 represents an excellent investment that delivers strong performance and reliability. The speed advantage alone can save hours over the course of a year compared to slower scanners. The time savings, combined with the convenience features and comprehensive software, provide real value that justifies the premium price.
The scanner’s build quality and durability suggest it will serve reliably for many years, spreading the initial investment over a long service life. This longevity improves the value proposition compared to cheaper scanners that might need replacement after a few years of heavy use.
Consider your specific needs carefully before purchasing. Users who scan only occasionally might find adequate performance from less expensive alternatives. However, for anyone who scans weekly or more frequently, the iX2500’s efficiency and features make it a worthwhile upgrade.
The comprehensive feature set means the scanner will continue to meet your needs even as requirements change. Cloud integration, mobile scanning, OCR processing, and flexible connectivity ensure the device remains useful across different workflows and use cases.
Frequently Asked Questions
What is the difference between the ScanSnap iX2500 and iX1600
The iX2500 offers faster scanning speeds at 45 pages per minute compared to 40 pages per minute for the iX1600. The touchscreen is larger at 5 inches versus 4.3 inches. The iX2500 also features improved Wi Fi connectivity, higher daily duty cycle ratings, and enhanced skew detection technology. Material quality and construction are refined in the newer model.
Can the ScanSnap iX2500 scan photos
Yes, the iX2500 can scan photos effectively using dedicated photo scanning profiles. The scanner handles photo paper reliably and produces good quality digital images suitable for archiving and sharing. However, for large volume photo scanning projects, specialized photo scanners like the Epson FastFoto series might offer better optimization for that specific task.
Does the iX2500 work with Mac computers
Absolutely. The ScanSnap Home software runs natively on both Mac and Windows computers with identical functionality. The scanner connects to Mac computers via USB C or Wi Fi just as easily as with Windows PCs. Ricoh maintains strong Mac support across the entire ScanSnap product line.
How long does the ScanSnap iX2500 last
With proper maintenance, the iX2500 is designed for many years of reliable service. The rated component life spans indicate the pickup rollers should last for approximately 600,000 scans before replacement. For typical users scanning a few thousand pages yearly, this translates to a decade or more of service life.
Can I scan directly to cloud services
Yes, the ScanSnap Home software integrates with popular cloud services including Dropbox, Google Drive, Microsoft OneDrive, Evernote, and others. You can configure automatic uploads to specific cloud folders, making scanned documents immediately available across all your devices without manual file transfers.
Is the ScanSnap iX2500 good for receipts
The scanner handles receipts excellently and includes a dedicated receipt guide attachment for scanning small receipts reliably. Receipt scanning profiles automatically apply appropriate image processing for thermal paper receipts. The scanner’s ability to handle mixed document sizes makes it ideal for scanning receipts along with regular documents.
What file formats can the scanner save
The iX2500 can save scanned documents in multiple formats including PDF, searchable PDF, JPEG, TIFF, and various Microsoft Office formats like Word and Excel after OCR processing. You can configure different file formats for different scan profiles based on your specific needs for each document type.
Does it require special software to operate
While the scanner can perform basic scans using only the touchscreen interface, the full feature set requires the ScanSnap Home software installed on a computer. The mobile app provides scanning capabilities for smartphones and tablets but with more limited functionality compared to the desktop software.
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