I agree with you that following a compliant routine should be the way to stay on top of things. It seems that many schools still have to do the last minute scrambling to organize or structure files and records. In some cases, I have seen solid processes requesting documents up front but, without the discipline to ensure they are on file within a certain amount of time. For example, proof of staff and faculty credentials is often requested at the time of hire but, sometimes the documents are not received in a timely manner and this creates the "scramble factor" to follow up to get them before a visit.