Source: https://restorebunny.com/guides/prepare-photos-for-scanning-service/ # Prepare Photos for a Scanning Service: Inventory and Handoff Write a practical scanning brief, identify fragile exceptions and reconcile returned originals and files. Includes a sample service handoff record. Family photo projects3 min readUpdated 04 October 2026 Quick answer ## The short version Agree on handling, capture and delivery before handing over originals. Inventory the collection, identify exceptions and ask for a pilot batch. On return, reconcile both physical items and digital files against the agreed manifest. ## Separate capture requirements from cosmetic editing A request to 'scan and restore everything' leaves important decisions unstated. Do you need complete borders, backs, album-page context and uncorrected masters? Is colour correction optional? May any print be removed from its mount? Put these choices in a brief and ask the provider to confirm what its process can actually deliver. Digitisation still involves handling originals. National Archives guidance highlights care during outsourced as well as home scanning. Do not assume a fast feed process is appropriate for brittle, bent, mounted or valuable material. Ask the service how it handles the exceptions rather than treating every photograph as a standard loose print. ## A useful brief has six answers - Scope: number of loose prints, albums and other objects, plus whether reverse sides and envelopes matter. Record estimates as estimates until counted. - Handling: items that must remain mounted, condition concerns and any requested stop-and-contact points. Do not authorise chemical treatment through a vague scanning brief. - Capture: full edges or crops, requested resolution, colour settings and format. Ask which settings are optical capture and which are software interpolation. - Files: stable item IDs, front/back pairing, master versus enhanced versions, and a file inventory rather than only a gallery preview. - Delivery: a supported transfer method, download availability, deletion/retention terms and how you can obtain full files. Confirm current terms directly with the provider. - Acceptance: a small pilot and a return reconciliation. Record agreed corrections and costs before processing the whole collection. ## Worked example: a box of 120 prints Suppose your count is 120 loose prints, including 14 with notes on the back and 3 visibly curled items. Your manifest has 120 item IDs, 14 reverse-side requests and an exception flag on the 3 curled prints. If every requested side can be captured, that means 134 source images. Enhanced copies would be additional files, not extra physical photographs. Ask for a pilot containing one ordinary colour print, one reverse-side pair and one exception the provider accepts. Check pairing, edges, dimensions and the difference between uncorrected and enhanced files. If a reverse side is inaccessible, the manifest should record that outcome. A gallery containing 134 thumbnails alone does not demonstrate that the intended sides were captured correctly. ## Reconcile the return 1. Count returned physical items by manifest ID or agreed batch grouping. Check exceptions separately and record any changes in condition. 2. Download the promised original-resolution files while access is available. Keep a copy of the provider's inventory and the approved brief. 3. Compare file IDs with the requested sides. Open a sample across batches, then inspect any missing, duplicate or mismatched entries individually. 4. Check pixel dimensions and source/edited labels. Review important faces and text against the delivered source before accepting enhancements. 5. Resolve discrepancies with the provider and back up the verified delivery. Do not discard originals after a successful download. ## Avoid a handoff that only one person understands Include a plain-language note explaining IDs and batch grouping. Keep packing and condition photographs separate from the family-image archive so a future relative does not mistake them for the original historical scenes. Confirm packing requirements with the chosen service; a digital inventory is not protection against physical transit damage. A service selection still requires judgment about expertise, terms and the significance of the objects. This checklist does not rank providers or certify one process. Its purpose is to make the work specific enough that a missing reverse scan or unexpected automatic correction is detectable while it can still be addressed. ## FAQs Is the number of delivered files the number of photographs? No. Reverse sides, page masters and edited copies can produce several files for one object. Reconcile by stable IDs and file roles. Should restoration replace the uncorrected scans? Request and retain source captures separately. An edited version should remain traceable to its input. ## Sources Preservation and technical guidance reviewed for this article. - U.S. National Archives: [Digitizing Family Papers and Photographs]() - Library of Congress: [Care, handling and storage of photographs]() ## Related - [Specify reverse-side capture]() - [Make a visual review sheet for the delivery]() - [Review delivered restorations]() - [Back up originals and test recovery]() - [Download the scan-day worksheet]() ## Ready to restore your photos? Upload an image, choose your settings, and preview results with a before/after slider. 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