Dr. Hug's Photo Scanning Service

We Digitize Slides, Negatives, Prints

Wouldn't it be nice to HUG a memory?

Packing Tips

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Packaging, Sorting, Grouping and Labeling Instructions

 

  1. You can just put everything in a box, including the order invoice (or write your order number, name, address, phone number and email address on a piece of paper) and mail it to us, but to help keep your printed photographs, negatives, slides, videos and other items safe and free from damage during shipping and/or you want to group and label your items, we recommend you continue reading.

    • Our address is: Dr. Hug, Inc., 3193 Boardwalk Dr #5554, Saginaw, Michigan, 48603

    • Please DO NOT use any packing materials that accumulate static electricity and/or generate dust and debris. Using packing materials like those makes it very difficult to properly clean off your slides, negatives, prints, videos and other items. Most packing peanuts give off debris and are prone to static electricity. Some padded envelopes use crushed newspaper and when they tear, the dust gets on everything.  Examples of good packing materials are bubble wrap, air pillows, packing paper and news paper.

    • Excessive small groups of photos will be grouped together and renamed.

    • If the group/folder names are difficult to read, we will guess or give it a different name (Photo-Group-01,  Photo-Group-02, etc.).

  2. Use a sturdy NEW shipping box! Even for the negatives. Your photographic materials are precious and deserve the best protection for shipment. Please DO NOT use a flimsy box, a box not intended for shipping (no shoe boxes) or any type of envelope.

  3. DO NOT write on the back of your photos with ink, magic marker, or crayon. It could transfer to the front of the photo it's stacked with.
  1. Please remove all tape, glue, staples and etc. from the photos. We will not scan any photographs or other items that are sticky.
  2. For best results, clean your photos. Most photos are probably fine the way they are, but if you have photos that appear unusually dusty or dirty, please very carefully clean them the best you can. This will result in a better scanned digital photo image. For cleaning recommendations, search online. Be very careful not to damage your photo while trying to clean them.
  3. Do not fold any negatives. Folding negatives can permanently damage them.
  4. Please estimate the total number of printed photos, negative film frames, slides, videos and other items you are sending us for your reference. This way you will have a good idea what our services will cost. For printed photos (prints) you can either count or measure them. A good approximation is a stack of 100 normal photo prints will measure about 1 inch.
  5. If you chose to apply Digital ICE to your slides and you have Kodachrome and unlabeled Kodachrome slides mixed together with others, the Kodachrome slides need to be sorted and grouped together. Learn how to identify unlabeled Kodachrome slides HERE.
    • Note:  If you do not choose to have Digital ICE applied, you do not need to sort out the Kodachrome slides.
  6. Do you want to skip the rest of sorting, grouping and labeling? If not, go to #10. If yes, follow these instructions then skip #10. Select one resolution (PPI) for each type of item (photo prints, 35mm negatives, common 2"x2" mount slides, Kodachrome slides, etc.) and either all with or all without the TIF files included. What is PPI?     What are TIF files? We can do the same for each type of item you send us if you do the following:
  1. We will name the digital file folders (groups) for you. The folders can easily be renamed later on your computer.
  2. If you add "Include TIF File Format" to your order, you will receive a TIF file for each item scanned. If you don't add it, you won't receive any.
  3. For ALL printed photos (prints), select only one resolution (PPI) and add it to your order.

  4. For ALL 35mm negatives, select only one resolution (PPI) and add it to your order.

  5. For ALL common 2"x2" mount slides (including normal thickness plastic and metal mounts), select only one resolution (PPI) and add it to your order.

    • Note: All slides with uncommon mount sizes and thicknesses need to be in their own groups.

  6. For ALL Kodachrome and unlabeled Kodachrome slides, select only one resolution (PPI) and add it to your order. Learn how to identify unlabeled Kodachrome slides HERE.

    • Note: If you do not choose to have Digital ICE applied, you do not need to sort out the Kodachrome slides.

  7. For ALL 120/220 negatives, select only one resolution (PPI) and add it to your order.

  8. For ALL 4x5 negatives, select only one resolution (PPI) and add it to your order.

  1. Sort and group. Different types of items (prints, negatives, common 2"x2" mount slides, uncommon mount slides, etc.) cannot be grouped together. Different scanning resolutions (PPI) cannot be grouped together. What is PPI? Items that you want with or without TIF files included cannot be grouped together. What is TIF? If you want Digital ICE, Kodachrome slides, unlabeled Kodachrome slides and other slides cannot be grouped together. Learn how to identify unlabeled Kodachrome slides HERE.
  1. Please make groups 24 photos or more (we prefer more).  Excessive small groups of photos will be grouped together and renamed.
  2. All printed photos (prints), all 35mm negatives, all common 2"x2" mount slides (including normal thickness plastic and metal mounts), all uncommon mount slides, all Kodachrome slides, all 120/220 negatives and all 4x5 negatives, etc. need to be in their own groups.
    • Note: All slides with uncommon mount sizes and thicknesses need to be in their own groups.
    • Note: If you do not choose to have Digital ICE applied, you do not need to sort out the Kodachrome slides.
  3. If you do not add "Include TIF File Format" to your order, then you will not receive any TIF files. If you add "Include TIF File Format" to your order, please let us know if you want TIF files for everything or only for certain groups.
  4. Each combination of item type, scanning resolution (PPI) and with or without TIF digital files needs to be in its own group.
  5. If the type item is the same, the PPI is the same and whether you want TIF files is the same, then they can be grouped together and labeled with the name you want the digital file folder to have. Please the keep the group (folder) name below 20 characters. Below are some examples of grouping:
  1. Group together and label all prints that you want scanned at 600ppi without TIF files included.
  2. Group together and label all prints that you want scanned at 1200ppi with TIF files included.
  3. Group together and label all 35mm negatives that you want scanned at 2400ppi without TIF files included.
  4. Group together and label all 35mm negatives that you want scanned at 4800ppi with TIF files included.

  5. Group together and label all common 2"x2" mount slides that you want scanned at 2400ppi without TIF files included.

  6. Group together and label all common 2"x2" mount slides that you want scanned at 4800ppi with TIF files included.

  1. You can arrange the photos into a specific order. We will scan them in the order you indicate. If you don't sort the photos now, they can easily be rearranged on your computer later.

  2. Sample photo scans. If you chose to have reduced size sample scanned photos emailed to you, please group and label 20 printed photos (no larger than 5x7), negatives or slides. Please put them in a zipper plastic bag and place the bag in the box on top of the rest of the photos. Please label it well and make it easily noticeable when we open the box. After you see the photos and give us your approval, we will continue scanning the rest of your order.

  3. Each photo album and slide carousel will be its own group. Please clearly label the items in the album that you want scanned in addition to the labeling in the next paragraph.
  4. Label all groups (if everything is the same for each type of item and you don't want to name the folders, you can skip this step). Using a pencil (or something that will not transfer to your photos) and some paper, please clearly label all groups with:
    1. The resolution (PPI): Unless you want the same resolution for all the same type of item (slides, negatives or prints).
    2. "Include TIF" or "No TIF": Unless you want the same for all the same type of item.
    3. The group name (the name you want the digital file folder to have).
      1. Please the keep the group (folder) name below 20 characters.
      2. Using the date at the beginning of the name makes sorting the folders on the computer easier. Examples: 1972_Vacation or 1964-12-25_Christmas.
      3. The folder and file names cannot contain most symbols.  To be safe, use only the " - " and " _ " symbols.
      4. If the group/folder names are difficult to read, we will guess or give it a different name (Photo-Group-01,  Photo-Group-02, etc.).
  5. Label the starting point of the group (if you have groups). Please label the first photo, negative or slide, of each group, that you want us to scan, with "Start". We will start with that one and continue through the group.
  6. Number multiple bundles in the same group (if the scanning order doesn't matter to you, you can skip this step). If you have multiple bundles, bags, boxes, envelopes, stacks, sleeves, etc. of items in the same group, using a label, number them in the order you want them scanned ("1 of 5", "2 of 5", etc.).

  7. Package the groups (if you have groups). You can put the groups individually, with its label, in plastic zipper bags (recommended), in envelopes or use rubber bands (as long as they don't damage the photos). Do not use rubber bands for negatives. If using rubber bands, using 2 may work best; one north-south and the other east-west.

    • Tips for bundling Slides: Using good rubber bands usually works best. Include a paper label with the group name and indicate the end to start (slide #1 of the bundle). For the label, you can use regular paper cut into squares a little less than the dimensions of the slide. The rubber bands will hold the label in place. You can have multiple bundles for the same group. After the name of the group, number the bundles in the order you want them scanned in the group ("1 of 5", "2 of 5", "3 of 5", etc.). When done, you can put the bundles in plastic zipper bags.

  8. If you are including a photo album, it's a good idea to wrap it in newspaper, tissue paper or something to protect the cover.
  9. Give each video a unique name:
    • Please the keep video name below 20 characters.
    • Using the date makes sorting the videos on the computer easier. Examples: 1972 or 1972-12-25
    • The video file names cannot contain most symbols.  To be safe, use only the " - " and " _ " symbols.
  10. If you are not using zipper plastic bags, you can put the photos, videos and other items in a larger watertight plastic bag. The right size strong trash bag should work well. Close the bag and twist tie it shut. This helps protect your items from moisture and condensation during shipping. Do not use a plastic grocery bag, they usually leak.
  11. Place the bagged photos, videos and other items in the box.
  12. Using newspaper, bubble wrap or any materials that do not give off debris or accumulate static electricity, secure the items with the packing material. It's important to keep them from bouncing, shifting and sliding around it the box; which can cause damage to the items.

 

IMPORTANT: Please DO NOT use any packing materials that accumulate static electricity and/or generate dust and debris. Using packing materials like those makes it very difficult to properly clean off your slides, negatives, prints, videos and other items. Most packing peanuts give off debris and are prone to static electricity. Some padded envelopes use crushed newspaper and when they tear, the dust gets on everything.  Examples of good packing materials are bubble wrap, air pillows, packing paper and news paper.

 

IMPORTANT: Treat your photos gently. DO NOT overcrowd or overstuff the box which could cause bending of photos or photos and negatives sticking together. When we receive the box, if there appears to be any damage, we will contact you immediately before scanning anything.

  1. Please don't "hide" your photos in the shipping box with packing materials that look similar. If something isn't obvious, please make it obvious. Example: If you sandwich a photo in cardboard, please label it well so it's not easily overlooked.
  2. Before you close the box, place, inside the box, either a printed copy of your order invoice or a piece of paper with all of your contact information (including phone number and email address) and the order number on it.
  3. Using proper packing tape, securely tape the box. Do not use masking tape, invisible tape (Scotch tape) or duct tape. To help prevent the box from splitting open or coming apart, after taping the box closed, add a strip of tape completely around the box in all 3 directions (length, width and height). Please do your best to ensure the box will not open during shipping.
  4. Write FRAGILE in red on the box (I'm not sure if this really helps at all, but it shouldn't hurt).
  5. Please mail your photographs to Dr. Hug, Inc., 3193 Boardwalk Dr #5554, Saginaw, Michigan, 48603
  6. Adding a signature confirmation service may get the carrier to pay closer attention to the package and it shows that we received it.