This guide helps you prepare your photos, slides, negatives, or documents for scanning. For more information, review our Photo Digitization Process. You can download a printable copy of this guide below.
1. Assemble your supplies.
- Photo boxes: We ship you reinforced photo boxes (12x9x4) into which you will place your photos. If your photo boxes arrive unassembled, view the photo box assembly tutorial, which demonstrates how to fold the boxes.
- Poly bags: We also ship you zippered poly bags with pre-printed 4×6 labels. Small bags (for 4×6 photos or smaller) and large bags (for 8×10 photos or smaller). You will sort your photos into these poly bags
2. Clean your photos (if needed).
- Prepare your workspace: Lay down a clean, light-colored towel so you can see the dust, Wash & dry your hands, and put on nitrile gloves to prevent leaving fingerprints on the photos.
- BLOW off dust: Hold the photo by the edges and use a rocket blower (i.e., a manual dust blower) held 6 inches away to gently puff short bursts of air from the center outward along all four sides. Back up more than 6 inches if the dust resettles.
- BRUSH off dust: Place photo flat on the towel and lightly sweep a clean, soft makeup brush (like a new powder brush) from the center to the edge in one direction. Rotate the photo and sweep again, tapping the brush on the towel frequently to remove dust. Never scrub or go back and forth.
- Remove residue with vinyl eraser: This step is optional and intended only to be used for modern black-and-white (silver gelatin) prints with no cracks, flaking, or damage. (Never use erasers on color photos, inkjet prints, or fragile items.) Cut a pea-sized piece of white vinyl eraser (such as Staedtler Mars Plastic). Test first by dabbing the eraser in a lower corner to ensure no harm occurs. Then gently dab (never rub) the dirty spot before immediately brushing away all crumbs with your soft makeup brush. (NOTE: Never use erasers on color photographs because they are made with delicate dye layers that sit on top of the paper rather than being embedded like silver particles in B&W prints; erasers can scratch, fade, or lift these dyes, permanently damaging the photo.)
3. Sort your photos into the poly bags.
- Order of scanning: We will scan your photos by bag in no particular order. Scanned photo file names will include the customer name, order number, bag ID, and a sequential file number (e.g., JSmith12345_L1of3_001.jpg).
- Organization options: Place photos in separate poly bags according to your preferred organization scheme (e.g., size, event, subject). Do not overfill the bags. Make sure you do not stack photos together that have take on them or are sticky as they will damage other photos.
- Custom folder organization: If you want particular photos grouped in a single digital folder to make them easier to find after scanning, place them all in the same poly bag. Then on the CUSTOM FOLDER NAME line on the poly bag, write the desired name of the folder. We will then scan the bag and place all resulting scans in a separate, custom-named folder. The file name will also reflect the CUSTOM FOLDER NAME (e.g., JSmith12345_wedding_001.jpg).
- Retouch requests: Place all photos that you want retouched in a single bag and check “Check here if all photos in this bag are to be retouched” on the poly bag’s label. Attach sticky notes with specific instructions (e.g., “remove scratch”) only if you have unique requests; otherwise, we’ll apply standard retouching.
- Oversized items: If you want us to scan albums or documents that don’t fit in one of the poly bags, attach a note to the album or document and include any special requests, such as CUSTOM FOLDER NAME or retouch instructions.
- Slides & negatives: Please send these in their original bags, boxes, or envelopes if possible. Include a note with special instructions if applicable.
- What if I don’t want to sort my photos into bags? You have the option of just placing all your photos in the box without organizing them into bags. However, you will be charged an additional $.08 per photo scan due to the additional time needed to sort the photos prior to scanning. Please note that sending your photos loose in the box increases the risk of damage during transport.
4. Complete the label on each poly bag.
- Use the right pen: Carefully use a ball-point pen (NOT a Sharpie/permanent marker to avoid ink bleeding) to complete the customer information on the printed label on each poly bag. To avoid damaging your photos, be very careful not to press too hard if photos are already in the bag when you write on the label. Include the following information:
- Photo count: Estimate the number of photos in the bag. You will be charged for the actual number of photos scanned, but this gives us a better idea of the scope of the project.
- Special instructions: Let us know anything pertinent, such as if photos are particularly fragile.
- Retouching: Check this box if you want all photos in the bag to be retouched.
- Custom folder name: If you want the photos in the bag to be scanned and organized in a particular digital folder, write the name of the folder on this line (e.g., Vacation 2023).
5. Store the filled bags in the photo boxes.
- Place the bags carefully in the photo boxes and store the boxes in a dry, secure place until pickup.
6. Schedule your pickup.
Scan the QR code inside the lid of your photo box (or visit kerissolutions.com/pickup) and let us know you’re ready to schedule your pickup.
7. Need help?
If you need help while preparing your photos for pickup, please contact us!
Last Updated: October 31, 2025
