Keep your community’s story accessible.

Yes. We digitize photographs, documents and other collection materials for preservation, research and access. Send a sample inventory and describe your priorities, handling requirements and intended use. We will recommend a practical scope and provide an estimate.

Yes. We can build a collection website with searchable galleries and item descriptions. Tell us whether access should be public, restricted or a mixture, and which catalogue information you already have. We can then plan a site that fits your collection and staff workflow.

We work with prints, negatives, slides, film and documents, with support confirmed for each collection. Send photographs, dimensions and format markings for unusual items. We will assess compatibility and condition before promising a transfer method.

Yes. We can organize files and attach information such as titles, dates and descriptions using the source details you provide. Share your naming conventions, catalogue fields and any required standards so we can agree on the metadata work before quoting.

Yes. We can set up access for authorized team members to maintain the collection website. Tell us who needs to upload, edit or approve entries so we can plan appropriate access and a manageable publishing process.

We can assess fragile, oversized and unusual items individually. Send dimensions, clear photographs and a description of their condition before moving or shipping them. We will confirm whether we can handle them and discuss a suitable approach; not every item can be safely digitized.

Timing depends on quantity, condition, capture requirements and the level of cataloguing. Share your inventory and deadlines, including grants or exhibitions. We can discuss staged delivery and provide an estimated schedule after reviewing the collection.

Your price depends on the media format, quantity, condition and delivery options. Use Start an order for an initial estimate, or send us a few photos and an approximate count if you are unsure what you have. We will confirm the scope and expected cost before beginning your project.

Yes. Tell us what you have, roughly how much there is and how you want to use the files. We will provide an estimate and expected timeline before starting. If your materials are already with us and you decide not to proceed, we can arrange return by COD mail when you provide a complete return address.

Bulk pricing may be available for larger collections. Send an approximate count of each media type and tell us whether you need folder organization, file naming, restoration or extra copies. We can then quote the collection together and discuss a manageable project plan.

Timing depends on the collection size, formats, condition and current workload. Video and audio transfers, fragile items and detailed archive projects can take longer than straightforward scanning. Share any deadline when you enquire; we will give you an estimated turnaround before work begins.

Rush service may be available, subject to the project and our schedule. Tell us the event date, the amount of material and what you need delivered. We will confirm whether we can meet the deadline and whether a rush charge applies before you book.

Small projects are welcome. A minimum charge may apply where inspection, equipment setup or delivery takes significant time. Tell us what you have and we will confirm the minimum, if any, with your estimate.

Damaged, fragile, mouldy or difficult-to-play media can need additional assessment or restoration. Some items cannot be recovered. Describe known issues and send photos before shipping; we will explain likely extra work and costs before proceeding whenever possible.

Payment terms are confirmed with your estimate. A deposit may be needed for some projects, and final payment is typically due before files and originals are released. You will know the payment schedule before deciding to go ahead.

We are based in Summerland, BC, serving the Okanagan and mail-in customers across Canada. Local handovers are arranged in advance. Contact us for an appointment and drop-off details; our published PO Box is a mailing address, not a walk-in shop.

Free local pickup and drop-off may be available for Southern Okanagan digitization orders, depending on your location, project size and scheduling. Send us your community and an outline of the collection so we can confirm arrangements before you book.

Yes, by arrangement. Contact us first with the type and approximate quantity of media so we can confirm a convenient handover time and location. You do not need to sort everything perfectly before getting in touch.

Yes. Customers across Canada can mail media to us. Contact us first if you have an unfamiliar format or fragile items, then follow our mail-in instructions. Include your contact details, complete return address and a description of the work. We will confirm the project details after the collection arrives.

Mail your securely packed order to: Porthos Media PO Box 1056 Summerland PO BC, Canada V0H 1Z4 Include your name, phone number, email, complete return address and project instructions. Use our mail-in instructions to prepare your package. Transit loss, delays and damage are outside Porthos Media's responsibility.

Use a sturdy box and enough padding to stop items shifting. Keep photos and other media in their existing labelled groups, and protect records, reels and fragile items individually. Include your details and an inventory inside the box. If anything is brittle, mouldy or unusually valuable, ask us about handling before packing.

You can decline the estimate. If we already have your originals, we can return them by COD mail when you provide a complete return address. Ask us to confirm the return arrangements and costs before sending your collection. Transit loss, delays and damage are outside our responsibility.

We handle originals carefully while they are with us. Mailing carries risks outside our control, so use a sturdy, well-padded package and consider tracking and suitable shipping insurance. If you prefer a local handover, contact us to check availability.

Keep your collection in its existing groups, such as year, event, album or box, and leave labels with the items. Add a short note about the folder order you would like. This helps us keep the context of your memories when preparing your digital files.

No. An approximate count and a few photos are enough to start a conversation. Keep any existing labels and groups together. If you want help organizing a large or mixed collection, we can include that work in your estimate.

Only remove photos if they come out easily and safely. Do not force stuck or fragile photographs away from album pages. Send us a photo of the album and describe its condition so we can recommend the next step without risking the originals.

Please avoid water, household cleaners, wipes, sprays and chemicals. Old surfaces and tape can be fragile, even when they look sturdy. If an item is dirty, mouldy or damaged, leave it as-is and ask us about assessment before attempting to clean it.

Include your name, phone number, email and complete return address if mailing. Number boxes or bundles and keep descriptions simple, such as 'Wedding photos' or 'Slides, Box 1'. Add your requested folder names and any priority items to the project instructions.

Yes. Tell us about priorities, the order of items, names, dates and anything that must stay together. If you need particular file names, folders, copies or edits, include those details before we quote so the finished collection works the way you need it to.

Include your contact details, complete return address, a brief inventory and the work you want done. Keep items grouped and labelled, pad them securely and retain a copy of your inventory. See our mail-in instructions for the address and packing guidance.

Avoid forcing photos from albums, cutting negatives, rewinding damaged tapes, adding tape or glue, or using cleaning chemicals. Keep original groupings intact. If something is brittle, tangled, mouldy or stuck, describe it to us before attempting a repair.

We can arrange USB drives, digital downloads or an external-drive archive to suit your collection. Tell us which devices you use and whether you need copies for relatives. We will confirm file formats, organization, delivery method and any drive or additional-copy costs in your estimate.

Yes. A USB drive provides a physical copy of your photos, videos, audio or documents. Tell us what you want to play the files on so we can discuss compatibility. We can also quote extra drives for family members; keep another independent backup of important files.

Yes, when online delivery suits the collection size and your internet connection. For files delivered through your client area, the included download period is six months. Download and back up your files during that time. Large video collections may be more practical on a USB or external drive.

We choose formats around how you want to view, share, print or archive the material. Audio can be supplied as MP3 or WAV; image, document and video options depend on the project. Tell us about your devices or any archive specifications before we quote so we can confirm the right output.

Yes. We can group files by year, event, person, album, box or another agreed structure. Keep labels with your originals and tell us how you would like to find things later. For larger collections, ask about an organized, searchable external-drive archive and additional family copies.

Yes. We can agree on a naming system based on your labels, such as year, event, collection and item number. We use the information you provide rather than guessing who or what is pictured. Include detailed naming requirements when requesting a quote.

We may keep working copies during production and delivery. Files delivered through the client area are available for six months, but you should download and make independent backups promptly. Do not rely on our working storage as your only copy. Ask us about any longer-term storage arrangements before the download period ends.

Keep originals whenever possible because they can have sentimental, historical or archival value beyond the digital copy. Store them in a cool, dry place. If you cannot keep them, discuss disposal with us and confirm the agreed handling in writing after checking and backing up your files.

We handle each collection with care, whether it is a few family photos or a larger archive. Labels and project instructions help us maintain order and identify fragile items. Tell us about any damage, unusual materials or special handling needs before the collection arrives.

Yes. We treat your personal media and files as private and do not publish them or use them in marketing without your permission. Let us know about any particular confidentiality or access requirements before starting so we can confirm the arrangements for your project.

We review material as needed to transfer it, check quality and organize the agreed files. That can involve viewing images or listening to recordings, but it is limited to completing the work. We treat what we see and hear as confidential.

We assess the condition and explain what may be possible. Fragile, mouldy, tangled or damaged items can need additional work, and some cannot be recovered. Send photos and a description before shipping so we can discuss handling, likely costs and the next step.

Careful handling reduces risk, but no process can remove the risks already present in ageing or damaged media. We will flag concerns we notice before proceeding whenever possible. Tell us about known damage or previous playback problems so we can assess the item appropriately.

Transit loss, delays and damage are outside Porthos Media's responsibility. Pack securely and consider a tracked service and appropriate insurance. Keep a copy of the inventory and shipping details. For local collections, ask whether a pickup or arranged drop-off is available.

Yes. Once you have received, opened and backed up the files, you can request deletion of our temporary working copies. Confirm that everyone who needs a copy has saved it first, because deleted working files may not be recoverable.