Mods, I wasn't sure if this was a better fit for AR General or AR Tech and I didn't see a "General Gunsmithing," so please move if needed.

As I start to set up a system for electronic recordkeeping on my various firearms' servicing, maintenance etc., I was wondering how the armorers who maintain mil/LE arms rooms do it. I know somebody, I think @militarymorons , had mentioned adapting a "School Library Card" software package for checking weapons in and out of his arms-room that those after him failed to retain, and I know DOD has a package where when you scan the weapon's QR tag it loads the maintenance file.

Software questions:
1. Anybody else remember reading about that "library card" checkout system? I did a search in several iterations of keywords and couldn't find it again here.
2. Is the DOD maintenance system Classified or something COTS, and what all data would I need to try to build something similar if I can't get the package COTS?

Right now, I've started jury-rigging a mixed hardcopy/digital system, the idea being to keep the hardcopies as backups, one digital copy on a dedicated Armorer's Bench netbook/tablet and another digital on a flash-drive or SD card physically attached to the weapon.

Things I'm thinking to include:
--Shipping invoices/purchase receipts for parts and shop work-orders for professional labor.
--Firing logs from each range session.
--Other relevant documents and photographs.

The digital side, I've been building a three-tab Excel spreadsheet.
--Tab 1 - Construction and Modification has columns for: (second row is sample)
Component Manufacturer SKU Date Bought Vendor Inv # Paid Notes Inst Date Replaced Part
Gas Tube Brownells 820791NT 7/7/2017 Brownells MSU12345 8.99 7/21/2017 Crapco POS

--Tab 2 - Operation has columns for (again, 2nd row is sample):
Date 1st Round in Group Last in Group Ammo Mfr Load Proj. Lot # Activity Observed Malfunction
12/21/2017 1 5 Crapco GRBG-223 55gr FMJ OOICU812 Function Check #5, Failure to Lock Open

--Tab 3 - Maintenance has columns for (again, second row is example, continued from previous table):
Date Rounds Procedure Faulty Components Replacement Components
12/21/2017 5 Discontinue Incompatible Ammo Use Crapco GRBG-223 Lake City FC262


Other than the Excel file, PDF copies of the invoices and maybe digital photos of any quirks like exact mounting positions for accessories, what all else would be appropriate to include on a dedicated flash drive for that specific weapon?

Maybe I'm overthinking this since I have no intention of becoming a professional gunsmith or armorer, but I was thinking that if I set the same standards and use as close as possible to the same tools/systems/practices, maybe that will help me maintain a quality of work closer to Professional Grade.

If it'd help, I can toss a "dummy data" version of the spreadsheet up on my personal Dropbox mocked up to represent it in-use for y'all to try out for yourselves and suggest refinements from.