My threat to ask myself questions in a previous entry sparked the following from a GA member:

A question or two for you... Or for anyone else with a long-running saga.  How do you keep track of everyone? And indeed everything they do? Do you just remember, write notes in a separate file, rely on your beta-reader to keep you on the straight and narrow? Do you ever mix characters up, giving them characteristics belonging to someone else? 

I decided to accept the invitation to share the question with others and approached the authors of the two longest series on Gay Authors: @Mark Arbour and @Bill W.

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With sixteen books and nearly four million words, Mark Arbour’s Chronicles of an Academic Predator is a series of historical fiction spanning the late twentieth century and early twenty-first. The author was gracious enough to reply to the question.

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I have a really good feel for my characters and their personalities, so I really don't have to worry about losing track of that aspect.  When I'm writing, I periodically go back and re-read prior books, and that helps keep me in their heads.  

That being said, I'm not very good with details.  That's where my writing team and my readers help keep me on track.  In addition to editing, my team will point out any inconsistencies or grievous errors.  With the CAP series, for example, Jeremy (Methodwriter) has been instrumental in watching out for important dates (Iike birthdays) and even set up a reference topic on my forum.   My readers have also been amazingly helpful.  In the past, when I've had questions about something (like how many people did this character have sex with?), they've jumped in to do the research for me.  

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Bill W’s The Castaway Hotel follows the life of Josh and the children he provides shelter for. At eleven books and nearly two million words, the saga is the second longest one on Gay Authors. Here’s his reply to the question.

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I keep notes in a document/file pertaining to the characters, specifically ages and any other information that might change as my story The Castaway Hotel progresses, but mostly I know the characters and their personalities, so I depend on my memory for the most part.  I also keep a document with a synopsis of each chapter for easier reference, especially if I need to go back and check to make sure what I'm writing is in agreement with what I've already written.  I also rely heavily on my beta(s) and editor to catch any slip-ups I might make, although sometimes the readers still catch things we've missed.

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I guess it’s my turn.

• Excel is my best friend. I have a file with multiple spreadsheets I use to keep track of several things including characters. Name, nickname, physical characteristics, date and place of birth, education, and myriad other things. The more important the character is, the more information I keep. Some of the minor characters have no more than a first name and a few words on who they are. Something like Georgetown Cupcakes baker. Considering I have named around 250 named characters so far, it’s the only way I can track everyone. 

My team also helps. Mann, Kitt, and Reader1810 have caught me mixing things up a few times. Particularly Reader since she gets to beta read an early draft of each chapter.

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That’s all, folks. See ya next month.