Keep the actual admission, status and work-authorization records relevant to that assignment, along with their applicable dates and any separate official communications.
Prevent one process from hiding the other
Have the relevant conditions assessed from the real records. Do not overwrite a temporary-status deadline with a Gold Card estimate or treat a private case tracker as the document granting permission. Build the temporary-status folder as though the other track did not exist.
It should contain the admission record, the approval or authorization the assignment relies on, the support letter or equivalent describing the work, travel history, and any official correspondence, each with its date. The permanent-residence folder holds its own receipts, payment records and communications. The failure worth guarding against is a merged chronology, in which dates from two processes appear in one list and the reader has to work out which deadline belongs to which.
That reader is usually you, under time pressure, months later. Where a document genuinely belongs to both, keep the original in the folder that governs it and a copy in the other. Verify current official terms directly from the official source rather than from an older note in your own file, since published terms can change, and record the date on which you last checked them.