An application record is not only the final PDF or portal page. It is the sequence that shows what was requested, what you supplied and what the institution acknowledged.
Start one register per institution
Record the application number, programme choices, submission date, fee instruction, payment date and latest acknowledged status. Add the source of each fact—email subject, portal page or receipt—so you can find it again.
Preserve dates and full context
Crop-free screenshots are more useful than tiny status snippets because they retain the page heading and date. Export important emails as PDF or save the original message. Avoid forwarding chains repeatedly; headers and attachments become confusing.
Separate “sent” from “accepted”
Uploading a document proves an action, not necessarily acceptance. Keep the upload confirmation and later status separately. If a portal says a file is unreadable or outstanding, record that exception rather than overwriting the earlier event.
Close each follow-up loop
After calling an admissions office, write the date, number used, person or department reached and the action promised. If appropriate, send a polite email confirming your understanding. Your notes should distinguish what an official said from what you inferred.
A tidy record cannot change admission criteria, but it can make a genuine allocation or document error much easier to describe.