About a year 1/2 ago when I started in Admissions I was very worry in how to remember what specific document that prospect student that came a week ago was missing in order to enroll, so I created an Enrollment Check List listing all required documents and mark those that were missing, also a notes space that allowed me to remember the person in case that I did not remember. This document was review modify and approve and added to the APP. Later on I learn that the institution database had enough tabs were I can input all information commonly related to the check list that I created. By this means that to learn all tools provided by your institution data base is essential to perform proficient job and in your department.