Mailing Your Photos*

Preserving your photos is fast and easy when you use this option! Begin by following these instructions:

• Print the Address Label and fill out your return address on both portions
• Read Preparation of photos for scanning (see below)
• Print and fill out the order form with price list; this creates a simple list of photos in your order. This protects you and us!
• Calculate your payment. Enclose your payment with the order.
• Package photos in a sturdy, waterproof container (enclosed in plastic to avoid any water damage in transit will work as well; The US Post Office offers free boxes at this URL and usually at your local Post Office). Enclose one address label inside the box in case the one taped to the box is damaged.
• See 35 mm slide instructions (below) for information on how to send them.
• Attach the shipping label to your container (cover completely with clear packaging tape), and ship the photos via insured priority mail or however you are most comfortable. (We will return your order insured, return receipt requested, flat rate priority mail; we insure your photos for $500 and require a signature card, so please be sure to use an address where someone is available to sign for the package).

Preparation of photos for scanning

• With a #2 pencil, clearly and lightly write identifying info on back of photo (to be used to create a catalog of your photos): Helpful information would include the approximate year of photo, the names of the people, the place, etc. (#2 pencil is recommended by archivists as being permanent and least destructive to printed materials. Never use pen; it has the nasty habit of bleeding through the paper and effectively destroying the information, whether it be text or images.). Short information is better than lengthy descriptions. And, instead of using “Uncle James,” it is preferable to use “James Smith” - a generation that follows you will not have the perspective of “James” as your uncle. (At this time, the largest photo or document we are able to scan is 8.5” X 14”). [Please note: The back of some photos does not accept #2 pencil; in such cases, a non-acid white label can be attached and the writing can be done on that. Look for non-acid products at your local office supply store or online.]
• Negatives up to 4” X 5” can be scanned; special care is required in the shipping, however. Do not package the negative next to cardboard or paper of any sort; paper is hard enough to scratch the emulsion on the negative. Instead, enclose each in a glassine envelopes (the 3-ring binder ones work fine, are relatively inexpensive, and are readily available at office supply stores), and place the envelope next to the cardboard. One negative per envelope please. A short description on a slip of paper can be taped to the envelope.
• If anything other than minor touch-up is desired, please indicate (we will call or email you with an estimate before undertaking any work). Minor touch up includes adjusting the white balance of the photo (faded photos can look new after this process), minor cropping to remove raggedy edges, and straightening to make horizontal lines horizontal and vertical lines vertical.
• If photos are torn or otherwise fragile, please make special arrangements prior to shipping. Do not use regular household tape to make repairs; it usually has been made with an acid process that will ultimately destroy your photo. Special acid free, archival tape is available online or at art stores. If in doubt, ship the photo to us and enclose a note asking us to make the repair. We will be happy to do our best!
• Be realistic in your expectations; most photos can be scanned and retouched to a condition as good as the original, but miracles are not possible. It is impossible, for instance, to ‘focus’ an out of focus photo. Slides, because of their small surface area, are also problematic; in general, small reproductions can be made from the finished scan, but larger prints are less satisfactory. Nonetheless, they frequently are well worth preserving!

Preparation of 35mm Slides and Negatives for Scanning and Shipping

• Follow instructions for photos, except clearly number each slide with a #2 pencil and use the numbers to create a list with the information used for photos. Enclose the list with the slides.
• Slides can be packaged in the small plastic or cardboard boxes they came in, but it is not recommended that they be shipped next to photos; the possibility of the photos being bent is too great.
• Protect the photos with a layer of cardboard stiff enough to insulate them from the photos, pack the slides in the same box, and use packing material to prevent movement.

Download Order form

Download Address Label

HYP-AddressLabel.pdf