Google Drive & Google Sheets — full reference

What the folder tree looks like, what each file is for, where the data comes from, and how an optional Sheet stays in sync. Drive is the evidence binder; the Sheet is the index (optional).

Principle

Nothing in Drive or Sheets replaces mail. media@ remains the system of record for threaded conversation. Drive stores frozen snapshots (PDFs/exports) so a folder is complete even if mail is purged later. The Sheet is a working index for humans—not a legal substitute for the thread.

1. Google Drive — folder layout

1.1 Suggested top-level path

Use a path everyone on the team can find. Example:

Shared drives / Intelliquinte — Ops / Dear Nobody / Media Approvals

Or under My Drive if you are solo: Intelliquinte / Dear Nobody / Media Approvals. Prefer a Shared drive so access does not depend on one person’s account.

1.2 ASCII tree (what it “looks like”)

Media Approvals/ ├── _Reference/ ← optional: blank checklist PDF, naming cheat sheet ├── _Enforcement/ ← optional: DMCA exports not tied to one “collaborator” │ └── 2026-03-22_YouTube_ChannelXYZ/ ← platform + short label ├── 2026-03-10_AlexRivera_m7k2p9/ ← one subfolder = one licensing story (Tier A example) │ ├── 01_Inquiry_export.pdf ← or .eml / screenshot bundle │ ├── 02_TierA_checklist.pdf │ ├── 03_Approval_sent_from_media.eml │ ├── 04_Creator_acceptance_reply.eml │ ├── 05_Script_or_outline.pdf ← if separate from thread │ └── 06_Notes.txt ← internal only: tier decision, oddities ├── 2026-03-12_SamAudio_xyzabc/ ← second collaborator │ └── … └── 2026-03-18_BookPress_TierB/ ← Tier B: no Tier A template; still one folder ├── 01_Inquiry_export.pdf ├── 02_TierB_escalation_note.pdf ← “Escalated; counsel looped 2026-03-19” └── …

1.3 Naming convention for collaborator folders

Pattern: YYYY-MM-DD_CreatorOrChannel_LetterPublicID

YYYY-MM-DD — first meaningful inbound date you opened the request (not necessarily the day they published).
CreatorOrChannel — short ASCII slug: no spaces or use underscores, e.g. AlexRivera, QuietHarborPod.
LetterPublicID — the ID from the live dearnobody.org URL (or last segment of URL if that is your convention). Same string you use in the Sheet.

Tier B multi-letter: use TierB plus a short project slug instead of a single letter ID, e.g. 2026-03-18_BookPress_TierB_anthology, and list letter IDs in 06_Notes.txt or in the inquiry export.

1.4 What each file is, and where it is collected from

Typical filename	What it is	Collected from (source)	When to add
`01_Inquiry_*`	Original ask: channel URL, which letter, format, timeline.	media@ thread (export PDF from Gmail/Outlook, or save .eml). If they used support@ first, include the forwarded thread so the chain is complete.	First touch — same day you open the request.
`02_TierA_checklist.*`	Completed Tier A checklist (screenshot, PDF, or filled doc).	Your review: checklist page printed/PDF’d, or internal template. Each row should show Yes / confirmed.	Before sending approval email (Tier A only).
`02_TierB_*`	Instead of checklist: short note or email stating escalation reason.	Your outbound “commercial track” message + any counsel instructions.	When you classify Tier B.
`03_Approval_sent_*`	The outbound license email you sent from media@.	Sent copy from media@ mailbox (export). Must match template fields you filled.	Immediately after send.
`04_Creator_acceptance_*`	Their reply with “I agree to these terms” + legal name.	media@ inbound message. If they split across two emails, store both.	As soon as received; folder incomplete without this for Tier A.
`05_Script_or_outline_*`	Approved script, outline, or show notes they submitted.	Often embedded in mail; if so, duplicate in PDF for clarity. Sometimes a Google Doc link — export/snapshot if policy requires static evidence.	Before or with approval, per Media Policy Tier A flow.
`06_Notes.txt`	Internal: monetization check notes, screenshots URLs, “Patreon gray — escalated”.	Operator typing; optional screenshots of YouTube “monetization off” state stored as `05b_*` if you prefer files over prose.	Anytime; update on status changes (published URL, revocation).

1.5 Optional `_Enforcement/` tree

For DMCA filings that are not the same as a friendly collaborator folder, use sibling folders:

_Enforcement/ └── 2026-03-22_YT_full-url-slug/ ├── 01_Notice_filed.pdf ← platform submission receipt or PDF of form ├── 02_Infringing_URLs.txt ├── 03_Letter_reference.txt ← public letter ID + canonical URL when known └── 04_Counsel_notes.txt ← counter-notice? counsel ticket ID?

Source: your filing flow + screenshots. Log outcomes in decision log as well.

1.6 Permissions & retention (operational)

Who can edit: media ops + leadership; counsel view if useful.
PII: Creator emails and real names live in mail and often in these exports—treat Drive like a confidential ops system, not public.
Retention: align with your counsel / privacy policy; do not delete folders because “the video is gone” until you know obligations are satisfied.

2. Google Sheets — workbook structure

2.1 One file, multiple tabs (recommended)

Suggested workbook name: Dear Nobody — Media tracker.

Tab	Purpose
Requests	One row per media licensing thread (main operational sheet).
Status_key (optional)	Definitions of statuses + who moves them (onboarding reference).
Enforcement (optional)	DMCA / platform cases if you want them separate from collaborator rows.

2.2 Tab: `Requests` — columns (thorough)

Add headers in row 1. Freeze row 1 + column A. Turn on filter views.

Column (header)	What you store	Collected from
`Request_ID`	Stable ID: e.g. `2026-03-10-001` or match folder name exactly.	You assign when the row is created (same moment you create the Drive folder).
`Received_date`	Date first inbound hit media@ (ISO `YYYY-MM-DD`).	Email timestamp.
`Creator_display_name`	Name they sign with or channel name.	Inquiry email signature or body.
`Creator_email`	Reply-to / From.	Mail headers (sensitive — restrict sheet sharing).
`Channel_URL`	Primary channel/profile link.	Their inquiry (required per Media Policy).
`Letter_ID`	Public letter ID only (single string).	dearnobody.org public page URL they provided.
`Letter_URL`	Full canonical URL (optional if redundant).	Same as above.
`Format`	`audio` \| `video` \| `written` \| mixed.	Inquiry + script.
`Project_summary`	One line: “8-min read-aloud + reflection”.	Their email; you may shorten.
`Target_publish_date`	Date or “TBD”.	Their email.
`Tier`	`A` \| `B` \| `TBD`.	Your triage after checklist.
`Status`	See § 2.3 below.	Operator updates as the thread moves.
`Approval_sent_date`	When Tier A approval left media@.	Sent mail timestamp.
`Acceptance_received_date`	When “I agree…” arrived.	Inbound mail.
`Published_URL`	Live external piece (YouTube episode, etc.).	Creator tells you or you verify after publish.
`Published_date`	When it went live (if known).	Platform metadata or creator.
`Drive_folder_URL`	Link to the subfolder for this request.	Copy link from Drive (anyone with link / team only).
`Mail_thread_hint`	Subject line or Gmail thread ID / Outlook conversation ID.	Your mail client — speeds search if folder link breaks.
`Notes`	Free text: edge conditions, counsel ticket, revocation.	Operator.

2.3 Status values (use consistently)

Recommended closed set (use Data validation → List of items in Google Sheets):

Received — mail opened, folder may be empty except inquiry export.
Tier A Review — checklist in progress or awaiting script.
Awaiting acceptance — approval sent; waiting for exact reply line.
Approved — acceptance on file; evidence folder complete for Tier A.
Published — live URL recorded (optional but valuable).
Denied — request declined with reason in Notes.
Tier B Escalated — not using Tier A template; counsel/business path.
Revoked — permission ended; note date + whether content down.
Closed — other — duplicate thread, spam, merged, etc.

2.4 Optional tab: `Enforcement`

Columns: Opened_date, Platform, Infringing_URL, Letter_ID, Notice_filed_date, Outcome, Drive_folder_URL, Counsel (Y/N). Sources: same as enforcement folder + platform emails.

3. End-to-end lifecycle (where everything is collected)

Inbound mail to media@ → create Drive subfolder + Sheet row (Received, fill Creator_email, Channel_URL, Letter_ID from mail).
Save 01_Inquiry_export from mail → Drive.
Run checklist → save 02_TierA_checklist OR Tier B note → Drive; set Tier + Status on Sheet.
Send approval from media@ → export to 03_Approval_sent → Sheet Approval_sent_date, Awaiting acceptance.
They reply → 04_Creator_acceptance → Sheet Acceptance_received_date, Approved, paste Drive_folder_URL if not already.
They publish → paste Published_URL → Published.
Letter removed from site → Deletion SOP → update Notes + possibly Revoked; add notice export to folder if you file one.

4. If you skip the Sheet

Your sources are unchanged: media@ + Drive folders. Deletion cross-check = search mail for letter ID + open Drive parent and visually scan folder names. Slower but valid.

Canonical markdown: docs/legal/DEAR_NOBODY_MEDIA_APPROVALS_DRIVE.md and DEAR_NOBODY_OPTIONAL_TRACKER_SHEET.md (expanded); deploy copies in repo dn_docs/source/.