Start with the evidence
Keep the document with the relevant sender, date and short explanation. Avoid collecting an entire unrelated email chain when a focused message supplies the needed context.
Work through the example
A supplier sends a revised receipt and explains that the earlier file had the wrong reference. The attachment alone does not show which version it supersedes; the accompanying explanation does.
Make the next step clear
Link the message and document in a way another reviewer can access appropriately. Preserve the distinction between the supplier’s statement and your own review note.
Keep the source context
A readable source and a clear label serve different purposes. Keep the original document intact while adding searchable context around it. Avoid treating filenames, OCR output or a cropped image as more authoritative than the actual source.