Porthos Media

PORTHOS MEDIA / THE OKANAGAN

Photo & Slide Scanning for Kelowna Families

Give the photos in the shoebox a place in everyday life. Personal scanning and digitization from a family-owned Summerland business serving Kelowna and the Okanagan.

Calm Okanagan waterfront, hillside cliffs and a lakeside path

Start with one box, not the whole family archive

A manageable first batch makes it easier to decide how you would like the rest organised. Choose a collection, keep its order and make a simple inventory. Include the names, places and approximate dates you already know; mark anything uncertain instead of guessing.

Prints, slides and negatives need different handling

Tell us whether you have loose prints, mounted slides, negatives, albums or a mixture. Photograph a few representative items so we can discuss the right approach. Do not remove photographs from an album if they resist, and do not feed delicate originals through equipment simply because it is convenient.

If there are notes on the back of a print, tell us whether you would like those captured too. An envelope or handwritten caption can be part of the memory. Keeping that context connected is worth discussing before a large collection is separated.

Plan the handover from Kelowna

Porthos Media is based in Summerland; this is not a Kelowna retail location. Contact us before travelling or mailing your collection so we can arrange the next step. Use the mail-in instructions once your project is agreed.

Pack originals to prevent bending and movement, and keep groups labelled. If material is damp, mouldy, stuck together or otherwise fragile, describe the condition first. A damaged collection may need specialist assessment rather than routine scanning.

Make the digital collection useful

Tell us whether the files are for family sharing, printing, a tribute video, a website or a long-term archive. Discuss file quality, naming, grouping and delivery with us before work. Keep your original captures separate from restored or edited versions so the source remains available.

Our free Complete Guide To Protecting Your Memories includes inventory, quality-check and backup worksheets to help you plan. Scanning is one step; knowing where the files live and testing a second copy keeps the result useful.

Ready for an estimate?

An approximate count, a few photographs of the collection and a description of its condition are a good beginning. The online estimate is not a final invoice. We confirm the scope, any additional work and your delivery preferences before proceeding.

See the full photo and slide scanning service for the broader overview.

Plan my scanning project ↗

Frequently asked questions

Local: photo-scanning-kelowna
Can you help with a mixture of prints, slides and negatives?
Describe each type and give an approximate count, with photographs of representative items. We will discuss the capture approach and confirm the supported materials before work.
Should I take photographs out of old albums?
Do not force photographs or pages apart. Keep the album order and describe its condition so we can discuss a suitable approach before you remove anything.
Can handwritten notes be included?
Tell us about notes on backs, envelopes or album pages when requesting a quote. We can discuss how to capture and connect that context with the images.
Pricing & Turnaround
Can I get an estimate before you start?
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.
Do you offer bulk pricing?
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.
How long does digitization take?
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.
Do you offer rush digitization?
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.
Are there extra costs for damaged or difficult media?
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.
Do I have to pay before or after the work is done?
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.
What payment methods do you accept?
Use the payment options shown on your invoice. These can include card, PayPal and Interac e-Transfer. If you need a particular payment method, ask us when requesting your estimate.
Drop-Off Pickup & Shipping
Where are you located?
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.
Do you offer local pickup and drop-off?
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.
Do you serve customers outside the Okanagan?
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.
Where do I mail my digitization order?
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.
How should I package my photos, tapes, or other media for mailing?
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.
What happens if I decide not to proceed after the estimate?
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.
File Delivery & Storage
How will I receive my digitized files?
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.
Can you put my files on a USB drive?
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.
Can I get my files by digital download?
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.
What file formats do you provide?
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.
Do you keep a backup of my files?
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.
Preparing Your Order
How should I label my order?
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.
Can I include special 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.
Safety Care & Privacy
How do you handle original photos, slides, negatives, tapes, and other media?
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.
Are my family photos and videos kept private?
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.
What happens if my media is damaged or fragile?
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.

Have a collection or project in mind? Start a mail-in order or ask us for a project quote.

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Porthos Media · PO Box 1056, Summerland PO, BC V0H 1Z4 · info@porthosmedia.net. Privacy & cookies.