Official Safety Procedures for Studio Scanning (August 2017). Comprehensive training and certification program for in-home photo album scanning resulted in 0 lost or damaged orders.
2. Keep It Safe & Secure
K.I.S.S. Every Studio Order
Thanks to Studio, your customers’ family albums do
not need to be sent away to be digitized. They’ll be in
good hands with you, the Certified Studio Specialist!
While you will enjoy the many benefits of offering
services with Studio, you also have the responsibility
to take care of all your customers’ memories and
handle them with special care.
Use the materials provided in your Studio Extras Kit
and carefully follow these safety guidelines for
Preparation, Capture and Return.
3. Who are your Studio customers?
Your Studio customers are your contacts in your
local community, the people you see and engage
with, face-to-face.
• No “out-of-town” customers for Studio
• No shipping procedures for any Studio orders.
Face-to-face transactions only
4. For each Studio order, you’ll need:
PREPARE
2-Part Order Form
Job Sleeve
Job Ticket
Album Bands
CAPTURE
Studio Hardware
iPhone with App
Beanbags
RETURN
Clear Album Bags
Family Legacy insert
Thank You Card
6. PREPARE | Place the Studio order
ü Treat Studio orders separately from other
Legacy Republic order types
ü Use the printed Studio order form to confirm
album count & collect customer’s signature
ü Customer’s email address is crucial. Make
sure it’s written legibly
• This is the only way they will gain access
to their account
• Customer will receive an order
confirmation email, once the order is
placed online
ü Place the order online via your website or
app as soon as you are able to
7. PREPARE | Place the Studio order
If you are starting with the PRINTED ORDER FORM:
The Studio order will not “exist” until you place the order
either online or via app. Using only the paper form only
will not make the order appear in your Studio app or your
back office.
If you are starting with the ONLINE/APP ORDER FORM:
Also use the printed order form to confirm album count and
collect the customer’s signature.
8. PREPARE | Album hand-off
ü Confirm order details with customer
• Confirm format types and sizes are
accepted
• Count albums and confirm the album
quantity listed on the form
ü Plan ahead! Accept the order only if you have
time to capture it and return the albums
promptly
ü Set up a return appointment. “How does your
calendar look on <date>,
so that I can return your albums?”
• Write date and time of the appointment
on the printed form
• Give customer the yellow copy
9. PREPARE | Album Bands
ü Write customer’s name and # on an Album Band (e.g. REYES #1 of 3)
• Do not write on the album itself
• Do not write on the Album Band, when placed on top of the album
10. PREPARE | Album Bands
ü Connect as many Album Bands as needed to slide onto the cover
11. PREPARE | Job Sleeves
ü Place albums inside a Job Sleeve.
ü One customer per Job Sleeve.
Do not mix albums from
different customers together
inside the same Job Sleeve.
ü For customers with multiple
albums, use as many Job
Sleeves as needed.
ü Group albums of similar weights in
the same Job Sleeve, to ensure
that smaller albums do not get
damaged by heavier ones.
12. PREPARE | Job Sleeves
ü Place the white copy of the
printed order form into Job
Sleeve. If using multiple Job
Sleeves, place the form into
the first Job Sleeve.
ü Seal the Job Sleeve with the
gripper zipper. Job Sleeves
should be sealed at all times.
Unzip & Re-zip only when
removing or placing an album
inside its Job Sleeve.
13. PREPARE | Job Tickets
ü For each Job Sleeve, fill out one
Job Ticket.
ü Mark the status = “Waiting”
ü Place Job Ticket into clear pocket
on the Job Sleeve
The order is ready to capture!
15. CAPTURE | Preparing your workspace
ü Capture each order right away. Do not let albums sit and do not
procrastinate!
ü After 3 days, Home Office will send a reminder
ü After 7 days, you will receive a call from the business team
ü Set aside enough time to complete your capture without interruption
ü Set up your Studio on a solid table. Don’t use a flimsy table or portable
table.
ü Find a location close to an outlet.
ü Clear your table. Dedicate a space to focus on your capturing,
without clutter or distractions.
16. CAPTURE | Prepare your iPhone
ü Fully charge your phone
ü Bluetooth Connection is for “capturing” (how your iPhone connects/talks
to Studio)
ü WiFi Connection will be required for uploading, after capturing. A WiFi
connection is not required for the capturing step.
17. CAPTURE | Handle albums safely
ü Handle only one album at a time. Any albums that are not currently being
captured should remain sealed in the Job Sleeve.
ü Keep albums away from:
ü High-traffic areas
ü Wet areas
ü Food and drinks
ü Extreme temperatures
ü Pets
ü Children
ü Any other situations that increase the risk of damage or loss
18. CAPTURE | Minimize interruptions
ü Plan ahead: Set aside enough time to complete the capture
ü Complete one full album capture before switching to a different task
ü Complete all albums from one customer before starting another
customer’s order
19. CAPTURE | Update status
ü For the album being captured, mark the status to ”Captured” on the Job
Ticket.
ü When capturing, slide Album Band off the cover and return after capturing
21. RETURN | When to return albums
ü Return captured albums as soon as possible after they have been
captured
22. RETURN | Packing albums for return
ü Transfer the contents of
each Job Sleeve into a clear
album bag
• You keep the Job
Sleeve for your next
orders
• You keep the Job Ticket
ü Fill out a Family Legacy
insert and place it inside the
clear album bag
ü Seal the clear album bag
23. RETURN | Thank You card
ü Prepare a hand-written
Thank You card
24. RETURN | Meeting the customer
ü Have customer Sign original
order form, acknowledging
receipt and album quantity
ü Give customer your Thank You
card with their sealed albums
25. RETURN | Physical Delivery
ü Remember: This return
process is a physical delivery
to the customer
• Do not ship it to the
customer
• Do not leave on the
door step
• Do not leave it in your
car for a long time
26. PRO TIPS: Safe Storage
ü During capture, handle only one album at a time. All other albums
should be stored safely in sealed Job Sleeve.
ü Carefully label Album Bands and Job Tickets
ü Keep away from high-traffic areas, food and drinks, extreme
temperatures, pets, children and any other situations that increase
the risk of damage or loss
ü Take your own extra precautions during extreme weather
27. PRO TIPS: Safe Transporting
ü Don’t let albums sit in your car. Car is for transporting, not storage
ü Seal albums in Job Sleeves before capture
ü Place albums in clear album bags when entire order is complete
ü Use the transport bag, provided with the Studio Extras Kit
