Create Project Folder Structure & Enable Cloud Backup

Purpose

Keep all your files organized and automatically backed up, so you never lose your work. A well-structured filing system saves hours of searching for documents and ensures nothing gets lost during the publishing process.

Why This Matters

• Never lose work: Automatic cloud backup protects against computer failure, accidental deletion, or file corruption
• Find files instantly: Organized folders mean you can locate any document in seconds
• Professional workflow: Makes working with editors, formatters, and designers seamless
• Version control: Track changes and revert to earlier drafts if needed
• Multi-device access: Work from your laptop, tablet, or phone

Step 1: Choose a Cloud Storage Platform

Pick one reliable option that syncs automatically across your devices:

Step 2: Create Your Main Project Folder

Name it something clear and specific to your book:

• Good examples:
• Born from the Broken – Publishing Project
• The Ember Gate – Book 1
• Celestial Courts Series – Publication

Step 3: Create Subfolders

Inside your main project folder, create this organized structure:

📁 Born from the Broken – Publishing Project
   ├── 📁 Manuscript
   │   ├── 📁 Drafts
   │   │   ├── 📄 Draft 1.docx
   │   │   ├── 📄 Draft 2.docx
   │   │   └── 📄 Draft 3.docx
   │   ├── 📁 Edited Versions
   │   │   ├── 📄 Post-Copy-Edit.docx
   │   │   └── 📄 Final-Proofed.docx
   │   └── 📁 Final Versions
   │       └── 📄 Born_from_the_Broken_FINAL.docx
   │
   ├── 📁 Cover Art & Design
   │   ├── 📁 Concepts & Mood Boards
   │   ├── 📁 Designer Files
   │   └── 📁 Final Covers
   │       ├── 📄 Ebook_Cover.jpg
   │       ├── 📄 Print_Cover_Wrap.pdf
   │       └── 📄 Barcode.png
   │
   ├── 📁 ISBN & Metadata
   │   ├── 📄 ISBN_Tracking.xlsx
   │   ├── 📄 Metadata_Sheet.xlsx
   │   └── 📄 Copyright_Page.docx
   │
   ├── 📁 Marketing & Social Media
   │   ├── 📁 Press Kit
   │   ├── 📁 Launch Graphics
   │   ├── 📁 Blurbs & Taglines
   │   └── 📄 Launch_Plan.docx
   │
   ├── 📁 Publishing Platforms
   │   ├── 📁 KDP
   │   │   ├── 📄 Ebook_Interior.epub
   │   │   └── 📄 Print_Interior.pdf
   │   └── 📁 IngramSpark
   │       ├── 📄 Print_Interior_IS.pdf
   │       └── 📄 Cover_Wrap_IS.pdf
   │
   ├── 📁 Contracts & Receipts
   │   ├── 📄 Editor_Contract.pdf
   │   ├── 📄 Cover_Designer_Invoice.pdf
   │   └── 📄 ISBN_Receipt.pdf
   │
   ├── 📁 Proof Copies & Feedback
   │   ├── 📁 Beta Reader Feedback
   │   ├── 📁 ARC Reviews
   │   └── 📄 Print_Proof_Photos.jpg
   │
   └── 📁 Final Exports
       ├── 📄 Ebook_Final.epub
       ├── 📄 Paperback_Interior_Final.pdf
       └── 📄 Paperback_Cover_Final.pdf

Step 4: Enable Automatic Cloud Sync

For Google Drive:

1. Download and install Google Drive for Desktop
2. Sign in with your Google account
3. Choose "Mirror files" (syncs everything automatically)
4. Save your project folder inside the Google Drive folder on your computer
5. Every change you make will automatically backup to the cloud

For Other Platforms:

• Dropbox: Install the desktop app and move your folder to the Dropbox folder
• OneDrive: Built into Windows - just save to your OneDrive folder
• iCloud: Save to iCloud Drive folder (Mac users)

Step 5: Optional Extra Safety

Weekly Offline Backup

Once a week, copy your entire project folder to:

• An external hard drive
• A USB flash drive
• A second cloud service (for redundancy)

Milestone Version Exports

After major milestones (finishing draft, completing edits, finalizing layout), export a PDF copy of your manuscript with the date:

• Born_from_the_Broken_Draft2_2024-11-18.pdf
• Born_from_the_Broken_Post_Edit_2025-01-15.pdf

This gives you easy-to-track versions you can compare or revert to if needed.

Naming Conventions

Use consistent, clear file names so you can find things instantly:

• Good: Born_from_the_Broken_Final.docx
• Bad: Book-final-FINAL-v3-really-final.docx

Best practices:

• No spaces - use underscores (_) or hyphens (-)
• Include dates for versions: Manuscript_2024-11-18.docx
• Use descriptive names: Cover_Ebook_300dpi.jpg
• Avoid special characters like ?, *, #