Make the routine realistic
Set aside a regular time to collect and organise the records relevant to your work. A routine you can maintain is more useful than an elaborate system you rarely use.
Keep the context with the document
A clear file name and a short note about a transaction can help when you need to review it later. Keep related supporting information together.
Review the gaps early
When a record is missing or a transaction is unclear, note the question while the details are still fresh. Your adviser can help identify what further information may be relevant.
Discuss the requirements for your situation
The records and retention arrangements your business needs depend on its activities and applicable rules. Confirm those details as part of your professional review.