Dr. Hug, Inc.

PhotoScanningSVC.com

Wouldn't it be nice to Hug a memory?

Packing Tips

Packaging, Sorting, Grouping and Labeling Instructions

 

You can just put everything in a box, including the order invoice and mail it to us, but to help keep your printed photographs, negatives, slides and other items safe and free from damage during shipping and/or you want to group and label your items, we recommend the following:

  1. Use a sturdy NEW shipping box! Even for the negatives. Your photographic materials are precious and deserve the best protection for shipment. DO NOT use and an old used box, a box not intended for shipping (no shoe boxes) or any type of envelope. Our shipping address is a PO Box. UPS will not deliver to a PO Box. FedEx can, but we recommend using your local United States Postal Service. You can go there and get FREE shipping boxes. Their Flat Rate Boxes may be great for you and save you money. It's one rate for as much as you can fit in the box, regardless of weight. You can view the Flat Rate Box sizes HERE. You can calculate USPS postage rates HERE.

  2. 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 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. You can enter quantities into your shopping cart to get an estimate of cost (except return S&H).
  5. Do you want to skip sorting, grouping and labeling? Select one combination of scanning options for each type of item (photo prints, 35mm negatives, slides, etc.). We can do the same combination of scanning options for each type of item you send us if you do the following:
  1. We can name the digital file folders for you. The folders can easily be renamed later on your computer. If you do want to specify the name of the folders, please make the groups at least 24 photos and label them well.
  2. For ALL printed photos (prints), select only one resolution (PPI) option, choose only one file format option; either "JPG File Format Only" or "JPG & TIF File Formats" (one option combination) and add it to your order. If you want to name the digital file folder(s) for these, group them and label them with the name(s) you want. What is PPI?  What are JPG and TIF file formats?
  3. For ALL 35mm negatives, select only one resolution (PPI) option, choose only one file format option; either "JPG File Format Only" or "JPG & TIF File Formats" (one option combination) and add it to your order. If you want to name the digital file folder(s) for these, group them and label them with the name(s) you want.

  4. For ALL slides, select only one resolution (PPI) option, choose only one file format option; either "JPG File Format Only" or "JPG & TIF File Formats" (one option combination) and add it to your order. If you want to name the digital file folder(s) for these, group them and label them with the name(s) you want.

  5. For ALL 120/220 negatives, select only one resolution (PPI) option, choose only one file format option; either "JPG File Format Only" or "JPG & TIF File Formats" (one option combination) and add it to your order. If you want to name the digital file folder(s) for these, group them and label them with the name(s) you want.

  6. For ALL 4x5 negatives, select only one resolution (PPI) option, choose only one file format option; either "JPG File Format Only" or "JPG & TIF File Formats" (one option combination) and add it to your order. If you want to name the digital file folder(s) for these, group them and label them with the name(s) you want.

  1. Sort and group. Different types of items (prints, negatives, etc.) cannot be grouped together. Different combinations of item type, resolution (PPI) option and digital file format option (option combination) cannot be grouped together. Please make the groups at least 24 photos.
  1. All printed photos (prints), all 35mm negatives, all slides, all 120/220 negatives and all 4x5 negatives need to be in their own groups.
  2. Each unique combination (option combination) of item type, scanning resolution (PPI) option and digital file format option (either "JPG File Format Only" or "JPG & TIF File Formats") needs to be in its own group. What is PPI?  What are JPG and TIF file formats?
  3. If the type item is the same, the PPI is the same and the digital file format option is the same (same option combination), then they can be grouped together and labeled with the name you want the digital file folder to have. Below are some examples:
  1. Group together and label all prints that you want scanned at 300ppi and you want only the JPG file format.
  2. Group together and label all prints that you want scanned at 600ppi and you want both JPG & TIF File Formats.
  3. Group together and label all 35mm negatives that you want scanned at 1200ppi and you want only the JPG file format.
  4. Group together and label all 35mm negatives that you want scanned at 4800ppi and you want both JPG & TIF File Formats.
  5. Group together and label all slides that you want scanned at 2400ppi and you want only the JPG file format.

  6. Group together and label all slides that you want scanned at 4800ppi and you want both JPG & TIF File Formats.

  1. 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.
  2. Label all groups. Using a pencil (or something that will not transfer to your photos) and some paper, please clearly label all groups with the resolution (PPI), the digital file format option (JPG or JPG+TIF) and the name you want the digital file folder to have. You can put the groups individually, with its label, in zipper plastic 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.
  3. You can arrange the photos into a specific order. We will try to scan them in order, but there will probably be some out of order (they will be in the same group though). Please keep in mind, that once the photo files are on your computer, they can easily be rearranged into any order you prefer.
  4. Sample photo scans. If you chose to have 150ppi resolution sample scanned photos emailed to you, please group and label 20 printed photos (no larger than 5x7), negatives and/or slides (any combination). 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 we open the box. After you see the photos and give us your approval, we will continue scanning the rest of your order.

  5. If the photos are not already in sealed zipper plastic bags, use an airtight plastic bag (not a plastic grocery bag, they usually leak) to line the inside of the new sturdy box. The right size trash bag should work well. This helps protect your photographic materials from moisture and condensation during shipping.
  6. Using newspaper or bubble wrap (materials that do not give off debris), add cushioning all around the inside of the shipping box (inside the plastic bag).

IMPORTANT: Please DO NOT use packing materials that generate dust or debris that can get on your prints, negatives and slides. Most packing peanuts give off debris. Some padded envelopes use crushed newspaper and when they tear, the dust gets on everything. Also avoid anything with static.

  1. 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.
  2. Place the photos on the cushioning, which is in the bag, which is in the box. Secure the photos with packing material. It's important to keep them from bouncing, shifting and sliding around it the box; which can cause damage to the photos.

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. Close the bag and twist tie it shut.
  3. Before you close the box, place on top of the photos, either a printed copy of your order invoice or a piece of paper with all of your contact information and the order number on it.
  4. Using proper packing tape, securely tape the box. Do not use masking tape or invisible tape (Scotch tape). The United States Postal service should have tape that can be used. You can ask them about it while you're there. Maybe they can tape the bottom for you and then tape the top when you go back to mail it. Please do your best to ensure the box will not open during shipping.
  5. Go to your local United States Postal Service, WE STRONGLY RECOMMEND ADDING THEIR SIGNATURE CONFIRMATION™ SERVICE. This way they should pay closer attention to the package and you will have proof that we received your package.

 

Don't forget to ask the USPS about their tape.