WhyIf for some unfortunate reason your organisation gets into a "contractual situation", then any lawyer or claims expert is going to need every scrap of information whether you consider it relevant or not.
HowMaintaining your contractual position is simply a matter of following the "Three R's rule" - thats Records Records Records. This is the rule published by James R Knowles, a well known lawyer, and leading specialist in Contract Claims. In effect keeping your own records complete and up to date is equivalent to paying for insurance.
It meansKeeping your OWN records means NOT relying on someone elses system - such as a portal over which you have no control.
 Keeping all of your records up to date all the time
 Having your records (and any documents to which they relate) accessible to your staff, and no-one elses.
& CoversTechnical Document (Drawing) Register with
  • Records of the Document, and its Revisions, and the documents.
  • Records of Receipt - from Whom, How, Why, When, in What format, etc
  • Records of Issue - Who to, How, Why, When, in what Format, etc
  • Records of Return - from Whom, How, with what Comment and Status, When, in what Format, etc
  • What the document relates to - Areas, Zones, Work Packages, etc etc

General Document Register [which includes Emails] with

  • Records of the document including from Whom, When, and about What.
  • Records of to whom it was sent and copied to, incluing any actions and due dates

Records of other information including Daily Diary, Contemporaneous Notes, Minutes of Meetings, Inspection Records, Time Allocation Sheets, Planning and Indexing data in addition to all your payroll and accounts information.