Rule #1 in my 32-year military career: If it's not in writing - it didn't happen. Document EVERY SINGLE THING. YOU have a soldier that you need to drop paperwork on - especially now? Especially if they are not a white male? You better have it documented.
I made memo's for record for EVERYTHING. If I could have gotten away with recording everything on audio - I would have.
Another similar rule to follow is “Go by the written.” People would be surprised how often what you are told by some employee of the government has no basis in the written law or regulation. Instead it is what they think the law or regulation is.