How to Prepare Your Collection Before Sending Old Photos to Digital Services in the UK

Turning old photos to digital is one of the best ways to protect your family memories. However, you might not be sure how to prepare your prints, negatives or albums before sending them to a professional scanning studio.

Preparing well helps keep your collection safe and also makes the digitising process smoother, especially when you are working with a trusted in-house service like Mr Scan.

Our guide walks you through the simple steps to get everything ready. Don’t worry, you don’t need expensive packing materials or complicated sorting systems!

1. Gather Everything in One Place

You probably have photos all over the place. Some in albums, others in shoeboxes, some in envelopes, others tucked inside old drawers or cupboards. Before sending your old photos to digital, gather them all together so you can see what you have.

Bring prints, negatives, photo strips, slides, APS cartridges, letters, old photo CDs and even loose frames. Do not worry about organising them perfectly at this stage. The first goal is simply to locate every memory worth saving.

2. Check for Moisture, Mould or Sticking

Old prints often suffer after years in lofts, garages or damp cupboards. If you spot any signs of moisture, mould or photos sticking together, do not try to peel or separate them. This can cause tearing or damage to the surface.

Instead:

• Let the prints dry in a cool room if they are slightly damp.
• If photos are stuck together, leave them alone. Professional scanners work with delicate materials all the time and know how to handle this safely.
• If mould is present, don’t wipe it! Instead, put the photos in a separate, clearly labelled bag and alert the scanning team.

The key is to keep it simple. When preparing old photos to digital, the less you tamper with them, the less risk.

3. Remove Photos from Frames (if You Can)

Frames make for heavy, bulky parcels. They’re also not required for the digitising process. If the photo lifts out easily, remove it and store the frame safely at home. If the print is sealed behind glass or looks fragile, do not force anything. The safest choice is to send it as it is.

4. Lightly Sort Your Photos for Convenience

Sorting is helpful but does not need to be perfect. You are not creating a museum archive. A simple system is enough to keep things clear.

Try grouping:

• By year or decade
• By family member
• By event
• Or just by size and type

If you want your final digital files to appear in a specific order, place sticky notes or paper slips between batches. Always avoid writing on the back of photos with pens that could leave marks. A pencil is safer.

Sorting them well can help the scanning team keep everything tidy, although professional studios will still track and label each batch carefully when converting old photos to digital.

5. Label Your Bundles Clearly

Use rubber bands, paper envelopes, or small resealable bags to separate groups. Add simple labels such as “Mum and Dad 1970s” and “Holiday in Dorset”

This not only helps you stay organised. It will reduce the need for back-and-forth communication, which speeds up the entire process.

6. Prepare Negatives and Slides Carefully

Negatives and slides need a slightly different approach. Keep them in their original sleeves or cartridges if they have them. If you have loose negatives, place them in small paper envelopes or individual strips. Avoid plastic sleeves that attract static.

APS cartridges should remain sealed. They protect the film well and are ideal for transport. Simply label the cartridge with a small sticker if you want a specific folder name later.

Never cut negatives into smaller pieces. Professional scanning studios like Mr Scan use advanced holders that work best with original strip lengths.

7. Pack Your Order Securely

Protection when posting images is crucial. Fortunately, safe packing is simple.

You will need:

• A sturdy box
• Bubble wrap or soft tissue
• A large envelope or folder for printed photos
• Your completed order form
• Your contact details

Place prints inside a rigid folder or envelope so they cannot bend. Wrap negatives, slides and fragile items in soft padding. Then place everything inside the box with enough cushioning to prevent movement.

Seal the box well with strong tape and write both your address and Mr Scan’s address clearly. Adding a return address on the outside is always wise.

8. Include Your Order Form and Contact Details

This is the most overlooked step. Always put your name, email, phone number and return address inside the parcel. If you forget this, the team may struggle to match your items to your order.

Mr Scan offers simple printable forms that help ensure nothing is missed. Including it inside the box keeps everything organised from the moment it arrives in the Farnham studio.

9. Decide How You Want Your Digital Files Delivered

You can choose USB, cloud download or both. Cloud download is instant and very convenient for sharing with family members. USB gives you a physical backup for safekeeping.

Many people sending their old photos to digital choose both options, which creates two layers of long-term protection.

10. Final Checks Before Posting

Before sealing your box, take a moment to run through this quick checklist.

1. Have you included all albums, prints and negatives you want scanned?
2. Are photos protected in envelopes or folders?
3. Are fragile items wrapped?
4. Is your order form inside the box?
5. Have you added your name and contact details?
6. Is the parcel securely sealed?

When it arrives at the studio, our team will confirm it’s been safely delivered and begin the digitising process.

Discover more about our digitalisation process. Or contact us for more details.