Shipping and Preservation

Q: I do not live near Lincoln, NE. Would I still be able to use Aerts Memory Preservation to preserve my VHS tapes or physical pictures?

A: If you live outside of the range where it makes sense to drop off your media with us, it may be possible for us to arrange for your items to be shipped to us so that we can preserve them for you. You would be responsible for paying for shipping those items both to us and back to you and Aerts Media Preservation will not be responsible for any damage during shipping or handling. Ideally, we would like to avoid shipping media since it adds an extra layer where things could go wrong, but if you do want to pursue this option, please email or message us and we can see if it can work out for your order.

VHS Tape Digitization

Q: After VHS tape digitization, what can I expect to get back?

A: During VHS digitization, we will record each VHS tape using our quality setup into a digital video file onto our computer systems. By default, each tape will be recorded into a single video file. If the tape has a label when we record it, then we will name the file based on that label. For example, if a full T-120 tape has a label “Summer 1995”, then the resulting video file will be a roughly 120 minute video file with the title “Summer 1995.mp4”. If the tape has no label, we will do the best we can to see if there are any dates burned into the video on the tape and name based on that. If there is no apparent information available then we will name the tape generically based on your name (e.g. “Smith Tape 1.mp4”).

If you opt for extra editing and cutting for tapes in your project, then we will import the video file recorded from your tape into our editing software and cut it into each individual scene in the tape. Since we will not have great context on what is going on in each clip, we will name these individual clips based on the name of the tape overall (e.g. “Summer 1995 - Clip 1.mp4”). We will then place all cut clips into a single folder with the name of the overall tape.

When you receive your project files back, you will receive either a Dropbox folder link or flash drive which will include all of the video files from your tapes and/or the folders with the clips from each tape. You will always be able to change these video file names yourself once you receive your media back if you desire.

Picture Scanning

Q: After picture scanning, what can I expect to get back?

A: We use a FastFoto scanning to quickly scan all of your physical pictures at high quality. These pictures will then become digital image files on our computer systems. Since we do not have context on the images, our computer system will name these images generically based on your name and possibly the rough dates of when the pictures are from. For example, if you have a batch of images from the early 2000s, those pictures will be named “Smith 2000s_1_a.jpeg”, “Smith 2000s_2_a.jpeg”, etc. If there is writing on the back of these pictures, our system will automatically scan the backs of those photos and include them in your image output. These “photo backs” will be included with the other photos and named in a way that makes it easy to match them to their true picture. For example, if a photo with filename of “Smith 2000s_1_a.jpeg” had text on the back of the image, then a file “Smith 2000s_1_b.jpeg” will be made for the scan of the back. When you receive your project files back, you will receive a Dropbox folder link or flash drive that has all of your image files in it.

Dropbox Delivery

Q: How does the Dropbox folder link delivery work?

A: Dropbox is a cloud file storage system that allows for easy file sharing between people over the internet. Once your project is complete we will share a Dropbox link with you which you can use to open your project folder in any web browser. From there you will be able to view and download your media. We recommend you download the files from Dropbox once you get the link to ensure they then exist on your computer. The link can also be shared with other friends and family so they can view your pictures and videos. By default, we will keep your project Dropbox folder around for 30 days and then it will be taken down and your project files will be moved to our archive where they can only be accessed in an emergency. If you wish to extend the time that your Dropbox project folder will be accessible, you can purchase a year of Dropbox access to your content for $15.

An example project Dropbox folder can be viewed here using the example media from our website.

Flash Drive Option

Q: Can I bring my own flash drive to use for the finished project files?

A: Yes! If you have a flash drive large enough for your project (most require at least 64 GB flash drives), then we can take that flash drive and store your finished project files and return it to you for no additional charge. With this option you will still have the 30 days of Dropbox access that comes standard with our service. If you do not have a flash drive but would prefer to get your project delivered to you on a flash drive, we can provide your project files to you on a brand new flash drive for an additional charge of $15.

Pickup and Dropoff

Q: How does pickup and dropoff work for VHS tapes, physical pictures, and other media?

A: If you live in the Lincoln, NE area, then the best way to both get us your media is to meetup. This provides the opportunity to chat quickly about what you expect from your project and ensure we get any required paperwork signed. We typically meet clients in a public space such as Chocolate Seasons in South Lincoln to exchange the media and discuss the project. If this does not work, we may be able to arrange for us to come and pick up/dropoff your media or finished project files at your home. Pickup and dropoff at your home could incur an additional delivery cost based on the distance and location.

Media Return

Q: Do I get my VHS tapes, pictures, and other media back after it is digitized?

A: Yes! At the end of your project we return all of your original media along with your finished project files.

AI Subtitles for VHS Tapes

Q: How do the AI subtitles work for VHS tapes?

A: When we convert your VHS or other tapes to digital video files you have the option of having us also adding AI generated subtitles to those digital video files. When this happens we will use some custom software we wrote to process the video, extract the audio, and use OpenAI’s whisper algorithm to generate subtitles based on the audio of the videos. These AI generated subtitles give solid results, but can be wrong at times due to many reasons such as audio quality. There are a couple options for how to receive the subtitles for your videos based on if you would like to edit them later or not.

Separate SRT File Delivery: If you choose this option the subtitles for your video will be sent to you in a separate .SRT file. SRT files are text files which store the text of the subtitles as well as what time in the video they show up. Both your video and your SRT file will be sent back together in an individual folder for each video. For example, if you have a video file called “example-video.mp4” we will also generate an SRT file named “example-video.srt” and place them both in a folder within your project folder named “example-video”. Whenever you go to play your video on any computer the subtitles will then be automatically included by the computer as long as they are named the same as the main video and are in the same folder. This is the best option if you want to open up the SRT file and correct any issues with the subtitles, though it is a more complicated system since the subtitles and video are separate files.

Embedded video subtitles: If you choose this option, we will generate the SRT file as below, but then embed that file into the video itself. This will then allow the video file to have a button when playing to toggle on and off the subtitles as you are watching it. This is much simpler and easier to use as there are not separate files, but it is not easy to edit the subtitles to correct them when using this method.