Helpful Resources

Preparing materials for digitization doesn’t need to be complicated. These guidelines are here to help protect your items, reduce delays, and ensure the best possible results once your project begins.

Before You Get Started

You don’t need to organize everything perfectly before sending items. Many clients start with mixed materials, partial information, or boxes that haven’t been reviewed in years. That’s okay.

These resources are meant to support you, not add pressure.

Preparing Photos

  • Photos may be loose, in envelopes, or in albums

  • Do not attempt to clean, flatten, or repair damaged photos

  • Leave notes or labels attached if they provide context

  • If order matters, group photos together using paper bands or envelopes (not rubber bands)

Helpful items:

  • Photo-safe envelopes

  • Archival storage boxes

  • Acid-free dividers

(Optional links to recommended photo-safe supplies can be included here.)

Preparing Home Videos & Media

  • Label tapes if known (names, dates, events)

  • Do not rewind or fast-forward tapes prior to submission

  • Mixed formats are fine (VHS, VHS-C, MiniDV, etc.)

  • Original cases are helpful but not required

Helpful items:

  • Sturdy media storage cases

  • Bubble wrap or padding for shipping

Preparing Documents

  • Documents may be loose, clipped, or grouped

  • Remove binders if possible; folders are fine

  • Do not remove staples unless they are already loose

  • Include notes if certain documents are higher priority

If you’re unsure whether documents fall within your selected package, we’ll confirm during intake review.

Shredding After Digitization

Shredding is optional and available for approved document types.

If requested:

  • Documents will only be shredded after digitization is complete

  • Eligibility and pricing are confirmed during intake review

  • You may choose to shred select documents or all documents

If you’re unsure, select “Not sure yet” on the intake form and we’ll review options together.

Packing & Shipping Tips

If mailing materials:

  • Use a sturdy box with minimal extra space

  • Pad items to prevent shifting

  • Avoid over-packing boxes

  • Seal securely with packing tape

One prepaid inbound shipping label is provided per order when applicable.

Helpful items:

  • Shipping boxes

  • Packing paper or bubble wrap

  • Clear labeling materials

(Optional affiliate links can be placed here.)

Drop-Off Guidelines

If dropping off materials:

  • Appointments are required

  • Please bring materials in a secure container

  • Staff will not sort or review materials at drop-off

  • Intake review occurs after receipt

Drop-off details are provided after checkout.

Digital File Access & Storage

Completed digital files are delivered through your secure Archive Lane account.

You may wish to:

  • Download copies for personal backup

  • Store files on external drives or cloud storage

  • Share copies with family members

Helpful items:

  • External hard drives

  • USB flash drives

  • Cloud storage options

(Optional affiliate links can be included here.)

Questions or Special Circumstances?

If your project includes:

  • Fragile or oversized items

  • Mixed services

  • Large volumes

  • Special handling requests

Still have questions? We’re happy to help you prepare and choose the right path forward.

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