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A preservation partner for your collection.

Film Preservation Lab works with cultural institutions on FADGI-compliant film digitization projects. Chain-of-custody documentation, full archival metadata, grant-proposal technical language, and RFP response — delivered at the specification your funding requires.

Request a free pilot scanFADGI capabilities
FADGI
3-star & 4-star
Grants
IMLS · NEH · NHPRC
Scope
Safety film 8mm — 35mm
Response
1 business day
Free pilot scan · No obligation

See the output before you commit.

Send us 50 to 100 feet of your most at-risk reel. We scan it at your target FADGI tier, deliver a written condition report, and return both the scan files and a structured quote for the balance of your collection. No fee. No commitment.

The pilot scan isn’t a sales pitch — it’s how institutional procurement teams confirm vendor capability before committing to a project. We expect you to evaluate our output against your spec, compare against other vendors, and make the decision that best serves your collection.

  • 1
    You see real output, not marketing. DPX sequences, ProRes masters, full condition report — the actual deliverables.
  • 2
    We learn your collection before we quote. Pricing a 400-reel project blind is guesswork. A pilot gives us real data.
  • 3
    Named in your grant application. Pre-identified vendors strengthen IMLS, NEH, and NHPRC applications substantially.
Footage
50 — 100 ft
Format
8mm · 16mm · 35mm safety
Output
Your FADGI tier
Deliverables
Scans + condition report
Turnaround
10 business days
Cost
$0 · shipping both ways included
Request a pilotStart your pilot request
01 / Who we serve

The institutional landscape.

We work across the spectrum of cultural institutions holding film collections — from county historical societies with a few dozen reels to university archives managing hundreds of thousands of feet. The scan quality is the same. The documentation scales to your needs.

01 / Archives & Historical Societies

State, regional, and county archives

Local history collections, oral history projects, newsreel holdings, government film, community documentation. Grant-eligible digitization at FADGI 3-star or 4-star with full provenance and custody documentation.

State historical societies · County archives · Regional preservation organizations · Government film holdings

02 / University & Academic

Academic libraries & special collections

University film archives, departmental film holdings, researcher-driven digitization projects, special collections units. Grant-funded and operating-budget projects supported with structured reporting.

Academic libraries · Special collections · Research centers · Department-level archives · University presses

03 / Museums & Public Media

Museums, PBS stations, public media

Museum film holdings from exhibitions, education, and donor collections. PBS and public media station archives. Regional public media. Documentation and metadata compatible with existing DAM infrastructure.

Museums · PBS stations · Public media organizations · Cultural foundations · Religious institutions

02 / FADGI compliance

FADGI 3-star and 4-star, documented.

FADGI — the Federal Agencies Digital Guidelines Initiative — is the U.S. government's technical specification for cultural-heritage digitization. For grant-funded projects through IMLS, NEH, and NHPRC, FADGI compliance is typically required. For non-grant institutional work, it's the standard buyers use to confirm vendor capability.

★★★

FADGI 3-star

Our tierPreservation & Archival

The preservation-grade baseline for most institutional projects. 2K minimum, color-accurate, frame-by-frame scanning with documentation sufficient for grant-funded preservation masters. Our standard Preservation tier meets or exceeds FADGI 3-star specification across 8mm, 16mm, and 35mm safety film.

★★★★

FADGI 4-star

Our tierArchival + documentation

The highest FADGI tier, required for federal archive spec and most NHPRC-funded projects. 4K or higher, 16-bit RAW capture, ProRes 4444 + DPX master format, color-managed pipeline, full metadata schemas, chain-of-custody documentation. All bundled in our Archival tier — FADGI documentation is included, not a separate add-on.

FADGI 1-star and 2-star exist in the specification, but we don’t build projects to those tiers for institutional work — the whole purpose of institutional digitization is to create a preservation master that doesn’t need to be rescanned in ten years. 3-star is the realistic floor.

03 / Capabilities at a glance

What institutional tier actually delivers.

Institutional orders typically run at Preservation or Archival tier depending on FADGI target and grant requirements. Here's what each capability maps to by tier.

CapabilitySpecificationAvailable in
Scan resolution2K flat at Preservation (2048 × 1556); 4K UHD/full-aperture at Archival; 6K+ on request for 35mmPres. · Arch.
Master file formatProRes 422 HQ at Preservation; ProRes 4444 + DPX sequences both bundled at Archival (no separate add-on)Pres. · Arch.
Bit depth10-bit 4:2:2 at Preservation; 16-bit RAW at Archival with log color spacePres. · Arch.
Color workflowScene-by-scene at Preservation; full color-managed graded pass at Archival with ACES or Log C pipelinePres. · Arch.
Sprocketless transportSafe for shrinkage up to 1.5%, vinegar syndrome, brittle splices, worn perforations across all formatsAll tiers
Chain of custodyPer-reel barcoding, intake photography, condition logs, workflow timestamps, hand-off documentationArchival
Metadata schemaPBCore, Dublin Core, MODS, or custom schema to match existing DAM — configured at intakeArchival
FADGI 4-star complianceFull compliance certificate, technical metadata documentation, grant-application-ready specification packageArchival · included
LTO-8 archival storageLTO-8 tape archival storage, $240 per tape (12 TB capacity), geographic redundancy options availableArchival · $240/tape
Output spec flexibilityEXR, Cineon, IMF packages, uncompressed QuickTime, specific SMPTE targets — matched to your deliverable specArchival
Grant proposal supportTechnical section drafting for IMLS, NEH, NHPRC applications; vendor pre-identification letters; budget templatesIncluded · no fee
RFP responseStructured technical responses to institutional RFP and bid requirements; standard terms & conditions on fileIncluded · no fee
04 / Institutional workflow

How an institutional project runs.

From initial inquiry through delivered master files, typical institutional projects follow this flow. Documentation artifacts are produced at each phase — listed alongside the phase description for procurement and audit reference.

  1. Phase 01

    Scoping & quote

    1 — 2 business days

    Initial project brief from the institution — collection description, target FADGI tier, output specification, timeline, grant status if applicable. We respond within one business day with a structured quote including per-foot rate, Film H&P fee, at-cost shipping both ways, output media if requested, and delivery schedule.

    For grant-funded projects, we provide a vendor pre-identification letter suitable for inclusion in IMLS, NEH, or NHPRC applications — typically drafted within 48 hours of request.

    Artifacts producedStructured quote · vendor pre-identification letter (on request) · standard T&Cs · sample deliverable spec
  2. Phase 02

    Pilot or project initiation

    10 business days (pilot)

    For institutions new to FPL, we recommend starting with a pilot scan (50 — 100 ft, no fee). The pilot confirms capability, lets us assess collection condition before committing to a full-project timeline, and produces deliverables the institution can evaluate against their spec.

    Existing vendor relationships and pre-qualified institutions can skip straight to full-project initiation.

    Artifacts producedPilot scan files · pilot condition report · refined quote for balance of collection · chain-of-custody initiation
  3. Phase 03

    Intake & condition assessment

    Per shipment

    All shipments received, unpacked, and photographed on arrival. Each reel individually barcoded, logged into our custody database, and visually inspected for shrinkage, vinegar syndrome, splice condition, edge damage, and base identification.

    A structured condition report is produced for the full shipment — per-reel notes, any surcharge items, and any film we determine cannot be scanned safely. Delivered to the institution for review before scanning begins.

    Artifacts producedIntake photography · per-reel condition report · barcoded custody log · pre-scan authorization (signed)
  4. Phase 04

    Preparation & scanning

    Project-dependent

    Hand cleaning at every tier with conservation-grade pads and solutions. Splice repair by hand. Leader replacement. Reels rewound onto new plastic industry-standard reels (Archival tier adds documented archival packaging). Frame-by-frame sprocketless scanning at target FADGI resolution. Audio capture (optical or magnetic) where applicable.

    Scanner metadata logged per-reel: frame count, timestamps, operator ID, scanner configuration. This becomes part of the final metadata delivery.

    Artifacts producedScanner-native RAW files · scan metadata logs · cleaning records · splice repair log
  5. Phase 05

    Color, QC, and metadata packaging

    Per reel + final pass

    Scene-by-scene color correction (Preservation) or full color-managed graded pass (Archival). QC against original at frame-accurate level. Output encoding to delivery format — DPX, TIFF, ProRes variants, or custom spec. Metadata packaged per the institution’s schema (PBCore, Dublin Core, MODS, or custom).

    Final QC pass: checksum verification, spec conformance check, metadata validation, sample playback review.

    Artifacts producedFinal master files · access copies · metadata package · QC report · checksums (SHA-256)
  6. Phase 06

    Delivery & close-out

    Per project

    Final deliverables packaged to institutional specification: hard drive shipment, secure file transfer, or LTO archive. Original film returned via insured tracked shipping in the same condition received. Project close-out documentation — chain-of-custody summary, compliance certificate (if FADGI), final invoice, grant-reporting summary.

    Digital master files retained for one year at Preservation tier; longer retention periods available at Archival tier with LTO storage.

    Artifacts producedDelivery receipts · chain-of-custody summary · FADGI compliance certificate (if applicable) · grant-reporting summary · final invoice
05 / Grant support

Named in your grant application.

Grant-funded film digitization projects are a substantial share of institutional work. Being pre-identified as the digitization vendor in your application strengthens the proposal — reviewers need to see that the institution has already confirmed the technical scope with a qualified partner. We support this at no cost.

Major grant programs

  • IMLS preservation grantsInstitute of Museum & Library Services

    Museums for America (MFA), National Leadership Grants (NLG), and Grants to States programs fund film digitization projects at museums, libraries, and archives. Typical project scope: $10,000 to $250,000+.

  • NEH preservation & accessNational Endowment for the Humanities

    Humanities Collections and Reference Resources (HCRR), Preservation and Access Education and Training, and Sustaining Cultural Heritage Collections programs fund humanities-focused film digitization.

  • NHPRC archival grantsNational Historical Publications & Records Commission

    State Board Programming grants and Access to Historical Records grants fund archival projects that typically require FADGI 4-star compliance for film materials.

  • Regional & state fundingVaries by state / region

    State humanities councils, regional preservation consortia, and foundation sources. We help identify matching programs based on your institutional type and collection scope.

How we help

  • 01
    Vendor pre-identification letter

    A letter confirming FPL as the identified digitization partner for your project, suitable for inclusion in grant applications. Drafted within 48 hours of request, no fee.

  • 02
    Technical section drafting

    We draft the digitization-specific technical section of your grant proposal — methodology, FADGI compliance approach, output specifications, timeline, quality assurance. You edit and integrate.

  • 03
    Budget template & justification

    Accurate budget figures for the digitization portion of your proposal, with line-item justification language suitable for review committee scrutiny.

  • 04
    Scope assessment

    Pre-application review of your collection to identify realistic scope, flag deterioration concerns, and set expectations about what can and cannot be digitized within grant constraints.

  • 05
    Post-award support

    Once funded: project kickoff documentation, reporting milestone alignment to grant requirements, and close-out documentation suitable for final grant reporting.

06 / Institutional pricing

Built for institutional procurement.

Two models cover most institutional engagements: volume-based project pricing for defined scope, and ongoing partnership pricing for multi-project or collection-scale relationships. Standard per-foot rates apply as a baseline; volume adjustments and fee waivers kick in above specific thresholds.

Model 01 · Volume Project

Defined-scope project

For a specific collection or grant-funded project with fixed scope. Custom quote based on footage, format, tier, and deliverable spec. Structured purchase order or invoice terms; net-30 standard for institutional buyers.

Minimum scope
1,000 ft
Volume rate adjustment
Custom quote
Handling fee
Typically waived
Shipping
At-cost, line-item billed
Payment terms
Net-30 available
Model 02 · Ongoing Partnership

Multi-project relationship

For institutions with ongoing digitization needs across multiple years or collections. Locked baseline rates, priority scheduling, and structured annual review. Suitable for archives with sustained preservation budgets or multi-year grant cycles.

Commitment
12-month framework
Rate lock
Negotiated baseline
Priority scheduling
Reserved capacity
Quarterly reporting
Included
Annual review
Standard

Standard per-foot rates are listed on the pricing page. The 15% bulk discount automatically applies to film footage above 2,000 ft on a single order. Additional volume adjustments and project-specific terms are negotiated at the structured-quote stage. For budget-driven projects where a specific funding envelope sets the constraint, send us the envelope and the scope — we propose what fits.

07 / RFP & compliance quick reference

Quick answers to procurement questions.

If you're filling out an RFP evaluation matrix or vendor qualification checklist, here's the short-form version of what you need to confirm.

Capability · Formats

Which formats do you handle?

8mm, Super 8, 16mm, 35mm safety film. All frame-by-frame, sprocketless transport. Nitrate-base 35mm not currently in scope — we refer those projects to qualified facilities.

Scope · Confirmed
Capability · FADGI

Do you meet FADGI compliance?

Preservation tier meets FADGI 3-star. Archival tier meets FADGI 4-star with full documentation bundled — compliance certificate, technical metadata, and chain-of-custody all included, no separate package fee.

3-star + 4-star · Documented
Capability · Chain of custody

Is chain of custody documented?

Yes, at Archival tier. Per-reel barcoding, intake photography, condition reports, operator/workflow logs, and close-out summary. Artifacts listed in workflow section above.

Archival · Full documentation
Capability · Outputs

What output formats do you deliver?

DPX sequences, ProRes 4444 XQ, ProRes 422 HQ, 16-bit TIFF, EXR, Cineon, IMF packages, custom SMPTE targets on request. PBCore, Dublin Core, MODS metadata supported.

Full professional spec
Capability · Insurance & security

Is shipment insured and tracked?

Every shipment insured at the greater of declared order value or $2,500 via FedEx or UPS commercial accounts — included at no additional cost. Material custody documented door-to-door; all film returned in same condition received.

Insured · Tracked · Documented
Capability · Terms & payment

Do you support institutional payment terms?

Yes. Net-30 standard for institutional buyers. Purchase order processing, formal invoices, W-9 on file, SAM.gov registration available for federal grant projects. Structured project reporting on request.

Net-30 · PO accepted
Capability · References

Can you provide references?

Current institutional references available on request, typically named at the pilot-to-project transition. Published case studies forthcoming; first institutional case study available Q3.

Available · On request
Capability · Sustainability

What's your digital preservation approach?

1-year digital backup included at Preservation tier. LTO-8 archival storage available for Archival tier engagements, per-TB pricing with geographic redundancy options. Checksum verification standard.

LTO-8 · SHA-256 · Redundant
08 / Institutional FAQ

Institutional questions, answered.

The questions that come up most often during institutional procurement conversations.

Start a project

Ready to discuss your collection?

Send us a short project brief — institution, collection description, target tier, and timeline — and we respond within one business day. Or request a free pilot scan to see the output before you commit.

Request a pilot scanSend a project brief