Scanning guide · Updated September 29, 2026
How to scan old photos
Scanning is the first step of the restoration. This guide follows the US National Archives recommendations for family photographs.
Short answer
Use a flatbed scanner and check that the whole photo fits on the glass. Don't use a sheet-fed scanner for a fragile, folded or valuable photo. Then name the files with plain letters and numbers, no spaces, using a hyphen or underscore in place of a space (e.g., grandma-wedding-1962), note who, what, where and when, and keep 3 copies, on 2 types of media, with 1 in another location. With the file ready, upload it to be restored.
Avoid
- A sheet-fed scanner for a fragile or folded photo
- File names with spaces, punctuation or symbols
- Keeping a single copy of the file
In this guide
Before scanning
Fit the whole photo on the scanner glass
For flat paper and photographs, the National Archives asks that the original fit completely on the scanner surface. A sheet-fed scanner is not suitable for fragile, folded or valuable paper.
Handle with gloves
The National Archives recommends handling photographs with gloves, because fingerprints can stain a photo permanently. And wash your hands before touching paper, without applying lotion.
After: names, metadata and copies
Name files without spaces
Use plain letters and numbers, with no spaces, punctuation or symbols. A hyphen or underscore in place of a space (e.g., grandma-wedding-1962).
Note who, what, where and when
The National Archives asks for basic metadata in the files: Who, What, Where and When.
Follow the 3-2-1 rule
Three copies, kept on two types of media, with one copy in another location.
What about resolution?
The National Archives page we consulted sets neither a resolution number nor a file format and points to external resources. That is why this guide gives no dpi. RestauraAI restores the file you upload, and the preview shows what to expect.
Common questions
Frequently asked questions
What resolution should I scan at?
The National Archives page we consulted sets no number and points to external resources. That is why this guide gives no dpi. See the restoration preview to judge the file you uploaded.
What is the 3-2-1 rule?
Three copies of the file, kept on two different types of media, with one of them in another location.
Can I scan with my phone?
This guide follows the National Archives scanning page, which covers scanners. For a phone, see the guide to scanning with your phone.
Do I need to treat the photo before scanning?
The guide asks for no treatment of the paper. It only asks that the whole photo fit on the scanner glass and that you handle it with gloves. If the photo is stuck or in many pieces, the National Archives treats it as a case for a conservator.
How much does it cost to restore the image?
The first preview is free, with a watermark. To download without it, the entry pack costs US$2.99. Processing time varies.
References
The facts cited in this guide come from the pages below. Pages read directly on Sep 29, 2026.
- National Archives: Digitizing family papers and photographs (opens in a new tab) · page last reviewed by the institution on May 26, 2021
- National Archives: Handling family papers and photographs (opens in a new tab) · page last reviewed by the institution on Sep 20, 2019
- National Archives: Repairing damage to family papers and photographs (opens in a new tab) · page last reviewed by the institution on Jul 11, 2023
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