I was considering just copying emails/faxes and filing them in one central location. I don't want to make this difficult. Do you see any problem with that? This is a draft of the change:
Notification of Nonconformity. Upon determination that material is nonconforming, the Inside Sales Rep shall be notified and use reasonable efforts to notify, either via email or fax, the customer(s) that may be affected by the nonconformity.
A central file shall be established and a copy of the email or fax to the customer, including date, name of customer representative notified, material description, lot number and any other relevant information or paperwork, shall be maintained for records.