Choose between a viewing disc and a reusable file
The VHS transfer page describes analogue video conversion to MP4 on USB or DVD. If several relatives want access, ask what is included with each option and whether both outputs can be supplied. Do not assume that a DVD order automatically includes a separate MP4 file, or that providing your own USB changes the price.
Think about the devices you already use. Someone with a working DVD player may prefer a disc for familiar viewing. For keeping a computer copy, uploading to a private archive or making additional backups, a digital file is useful. Check a sample file on your intended device before settling on a way to distribute the whole collection.
Build a quote around the VHS collection
Portraits by Hart's published £15.00 starting price is a starting point for an enquiry, rather than a confirmed total for every tape. Ask how recording length, tape condition, output choice and the number of tapes affect your order. Also establish whether tax, a USB device, extra copies and any delivery costs are included. The published starting figure does not settle those details.
Make a short inventory before contacting the business: number each tape, copy its handwritten label and note any known running time. Mark the recordings that matter most so you can choose a sensible first batch if the whole collection exceeds your budget. An unclear label is still worth recording exactly; a relative may recognise a place or occasion later.
Plan the handover in Lye, or discuss sending tapes
The website lists Portraits by Hart at 51-52 High Street, Lye, Stourbridge, with opening hours of Tuesday to Saturday, 10.00am to 3.00pm. Its VHS page says you can bring or send tapes. Contact the business before travelling or posting to confirm the handover arrangements and ask when your particular order could be ready.
For a handover, keep your numbered inventory and give the business a copy. If sending tapes, agree the destination and return arrangements first, then pack them securely so they cannot move around in the parcel. Photograph the labels for your own records. Keep any tape with a cracked case, visible contamination or loose tape separate and describe the problem before arranging delivery.
Separate damaged video from audio and cine film
Portraits by Hart also has a video tape repair and digitisation page referring to damaged VHS, Betamax and camcorder tapes. That page states that originals and digital files are returned. Ask whether a damaged tape can be assessed, what repair work would be proposed and how it would be charged. A repair listing cannot guarantee that every recording is recoverable.
For a mixed family collection, its audio conversion page lists CD or MP3 on USB and prices starting from £12.50. Its cine film page covers Super 8, 8mm and 16mm, with MP4 on USB or DVD and prices starting from £19.50. These are separate services and starting prices, not alternative VHS rates. Identify each format when requesting a combined quote.
Check the transfer before adding family context
When you receive digital recordings, compare them with your inventory. Play the beginning, a middle section and the end of each file, checking sound as well as picture. Report unexpected omissions or playback problems promptly and ask what can be investigated. Keep the original tapes and retain a separate backup of the files before renaming or arranging them.
Invite relatives to help identify unfamiliar faces and dates. A simple note such as 'probably a summer holiday' is more useful than confidently attaching the wrong year. Keep the original file names in your inventory so you can trace a recording after giving it a friendlier title.
Bring the converted videos into Memrial
Memrial is a separate private family archive for digital memories after conversion; it does not convert physical tapes and is not part of Portraits by Hart. Its free plan includes 2.0 GB of shared archive storage, with no card needed. Add photos and home videos, invite relatives and use Timeline with exact or approximate dates to find memories by year.
A Live Watch Party synchronises an uploaded home video, with host play, pause and seek controls plus voice and text chat for relatives nearby or far away. The free allowance is three hours monthly and six participants. For a family anniversary, Event Memories offers a secure occasion contribution link. Contributors sign in without needing archive membership; their uploads enter the event album, and closing the link keeps the collected memories.