what it’s like to work with Us

Free Estimate & Consultation
Tracked inventory + barcode system
Real updates along the way
Human-led digitization + QC

100,000+

FAMILIES & INSTITUTIONS SERVED

130+

CONVENIENT
locations

90,000+

video tapes
converted per year

115+

DEDICATED
employees

5 million

IMAGES
scanned per year

Home » How it works

The Big Picture

Our 12-step approach assures quality, integrity and safety throughout the digitizing process. You’ll receive 5-10 progress updates along the way as your unique barcodes are scanned. Most projects get through this process in 3-4 weeks.

step one

get answers or get started. you decide.

You can send your materials to us right away or speak to one of our consultants to make your decision. Talking to us a first is a great way to get help with scope, pricing, timelines or special concerns

Email or call with any initial questions or for an estimate
Choose store drop-off, home/office pickup or free inbound shipping label
No upfront payment or commitment
Human-led digitization + QC

Step Two

Lab Check-In

Everything Is Logged Before Work Begins

Unique project barcodes for full tracking
Weather-proof bins inside monitored, alarmed labs
Project record created to follow items end-to-end

Step Three

Free Quote

You see the full scope before anything is digitized

Formats identified and counted by hand
Detailed inventory created for every bin
Clear pricing with no surprises

Step four

Self-Serve or Guided Consultation

You stay in control of quality, options, and cost

Self-Serve Consultation: Review options and delivery preferences at your own pace with our simple form
Guided Consultation: Talk with a consultant and get recommendations on quality, add-ons, and best options for sharing your way

Step Five

Digitizing Intake

Your originals are prepared with care

Written labels transcribed exactly as provided
Items inspected, cleaned, and stabilized
Project scheduled into the correct production queues

Step six

Digitizing Process

Expert, human led digitizing with AI supported tech

Assigned to the ideal equipment for each media type
Hand-digitized by trained technicians
Robots used only where appropriate (CDs & DVDs)

Step seven

Post-Digitizing Optimization

Your digital files are refined and organized

Cropping, rotation, and color correction
Blue-screen and exposure cleanup when needed
Captions applied to folders and filenames

Step eight

Quality Review #1

Fresh eyes check every file

Reviewed by a different technician
Image, audio, and playback quality verified
About 6% sent back for improvement

Step nine

Quality Review #2

Accuracy and completeness confirmed

Original item count verified against digital files
File order matched precisely to originals
USB, DVD, or Cloud archives prepared

Step ten

Quality Review #3

Final delivery checks before anything leaves the lab

Deliverable counts confirmed
Files tested on multiple systems
Return shipping and packaging finalized

Step eleven

Project Return

Everything comes back safely—and ready to use

Originals and digital copies returned together
PC & Mac compatible files
Email and text notifications for return

Step twelve

Enjoy & Share

Your memories, preserved and accessible

60 days of free viewing, downloads, and sharing
Easy organization in the EverPresent app
Optional permanent backup for peace of mind

Three ways to receive your digital photos & videos

USB

DVDs

Our App

About EverPresent

“By making the hard work of digitizing and sharing easy for our clients, we will preserve our world’s history before old formats fade and family stories are lost to time. Our ultimate goal is to make your best memories EverPresent in your life.”

Learn More About EverPresent