Retain the source versions, advice and proposal used previously, together with current notices and a list of changed facts.
Show what changed
A comparison should identify the specific discrepancy and the decision it affects, such as family participation or the next payment. Keep original records so advisers can explain the transition accurately. Avoid replacing the old file without a trace, which can obscure why an earlier budget or instruction differed.
Superseded material is worth more than it appears, provided it is labelled. Keep each official page as it stood when you relied on it, with the date of capture, and keep the advice and proposals built on it in the same place. When something moves, the file should show three things side by side: what the term used to say, what it says now, and which decision depended on the difference.
Hypothetical example: a corporate training provider’s owner assembles a folder holding the original programme description, the adviser’s proposal referring to it, a later official notice, and a one-page note identifying the payment step affected, which is enough for a new adviser to understand the position without re-interviewing the applicant. Deleting the old version to keep the folder tidy is the common error, since it removes the only evidence of why an earlier instruction or budget differed from the current one.