Keeping Records for Your Writing Business: Three Files Every Writer Needs

by Julie Lavender @JLavenderWrites
I’ve been around the writing world long enough that my early notes on writing are stuffed into file folders, not computer files. Carefully labeled, but not filed in alphabetical order, because, well … that’s just my style, I have tons of file pockets lined up in drawers of a metal filing cabinet. 
May I share with those of you fairly new to the writing world three files that you need? Whether you choose to have them in an old-fashioned, metal filing cabinet or tucked away in computer files is up to you, but you’ll be glad you’ve kept these files when you add more writing credits and years to your writing journey. 
Keep a journal of ideas
If you’re like me, when a grand idea pops into your head, you’ll think the idea is so fabulous there’s just no way you could forget it. Wrong! As writers, ideas pop into our brains all the time, and it’s hard to keep up with all of them. 
Have a system to write down your ideas, either in a notebook with a pen or marker or in a word document on the computer. Obviously, a computer document allows you to search for an idea when you can only remember a word or two of the idea. 
Also if you’re like me—unless you carry the notebook (or computer) with you everywhere you go, you might can’t remember this best-selling book idea long enough to even get it in your notes when you get back home! When something crosses my mind I want to add to my idea file, I send myself a text. Even if I forget when I get home, I frequently review the texts I send to myself, and I can add the idea to my notes at another time. 
Keep a submission log
Some of my friends use a spreadsheet, some have separate files for each submission, but I like to use a table I created with five columns as a word document. The columns are labeled title of submission, where sent, date, response, and pay. 
In the first column, I type the name of my submission and sometimes add some details about the submission. The second column gives the specifics about what magazine or publishing house I’ve sent that submission, and I usually include the editor’s name I included as the recipient. 
The date is self-explanatory, but it certainly helps to see at a glance how long ago I sent a submission. 
The response column is just that—when and what did I hear from the editor (or agent) about the submission. 
And last, the pay column is my optimistic mindset. I include what I get paid for an acceptance, and I always hope the document contains more dollar signs than notes that say “editor not interested at this time.”
Keep a portfolio of published works
I print a copy of each published piece and file it in a three-ring binder, tucked inside those clear protective sleeves. I keep them in chronological order, and I enjoy looking back through my portfolio on occasions, reminiscing about the joy of an acceptance, as well as appreciating my growth as a writer, thanks to conferences, mentors, and other resources. And, it’s an easy way to make a copy and send to a potential editor when they ask for clips of published works. 
What about you? What must-have files do you keep for your writing journey? Share your thoughts and join the conversation.
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Julie Lavender is the author of Children’s Bible Stories for Bedtime, Strength for All Seasons: A Mom’s Devotional of Powerful Verses and Prayers, and 365 Ways to Love Your Child: Turning Little Moments into Lasting Memories. She’s excited about her first picture book coming out in the fall: A Gingerbread House, published by End Game Press, releases in October.