The Process
Preserve your legislative legacy in 5 simple steps:
1) Gather 2) Organize 3) Order 4) Ship 5) Receive
Your investment in time and effort will result in a professionally archived legislative
legacy that will last forever.
Step 1: Gather
Gather your documents, photos, and videos that you would like permanently archived. Consider those special items that tell your unique story and legislative service.
Items for archiving include:
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Photos (large and small -standard 8”x10”, 5”x7” and 4”x6”)
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Documents (certificates, awards, etc., up to 8 ½” x 11”)
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Newspaper clips and articles (attached to 8 ½” x 11” sheets of paper)
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Audio Tapes
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Videos (VHS, MiniDV, Reels, etc.)
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Correspondence (letters and emails -official and personal)
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Campaign materials (unique items that can be archived in a separate category)
Suggestion: If you have any trophies, plaques, or other awards, take your own digital photos and upload them to a flash drive.
* As you gather your keepsakes, keep in mind your state may have an archive that already contains some of your items. You can check with your Department of State office.
* Please contact us for instructions if you have over-sized items.
* If you have another format (not listed) that you would like digitized let us know so that we can accommodate your request.
After you have decided what you want archived, it would be helpful to organize your items into categories, such as year, event, special occasion, milestone, location, etc. Your items will be archived in the order we receive them.
Place your categorized documents and photos in Manila envelopes.
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About 20 -4”x6” and/or 5”x7” photos into each 6”x 9” envelope.
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About 20 -8”x10” photos or 40 documents into each 9”x 12” envelope.
Step 2: Organize
Step 3: Order
Place your order. Select the items you want archived, which will then be added to your shopping cart.
After you submit your order, we will send to you in the mail your 13"x 10"x 2" shipping box(es).
We will also email you a prepaid shipping label that you can print out.
After you pack your envelopes and videos/tapes into your box(es), drop off, along with your printed shipping label, at your nearest UPS Store or Staples office supply store.
For more detailed packing/shipping instructions click here.
Step 4: Ship
Step 5: Receive
The digitization process takes about 4 to 6 weeks depending on the size of your order. Once digitization is complete you will receive an email notifying you that your items are on their way back to you.
Your box will contain your original items plus your USB flash drive containing your archived documents, photos, and videos.
We will retain a digital backup file of all your archived materials for up to 30 days or until we receive confirmation that your original items have been safely returned.
