A short-term remedy is to establish a habit of 'record whenever a decision is made'—take key replies from Email or messaging apps and add a summary to the corresponding document or case. But this requires discipline, and the later you record, the less detail you retain. A more fundamental solution is to change work habits: for future quotation confirmations, term modifications, and shipment approvals, complete them in the same version-controlled environment rather than exchanging emails and then manually updating the system. If you have large amounts of past data, you can consider using AI to help with initial organization and structuring, but you'll need manual verification to ensure records are factual, not AI inference. The core principle is: make 'decision' and 'record' happen in the same place at the same time.