This is fully documented within the Lotus Approach database system (APR) on the club's main administration laptop. APR has been developed by Donald Maclaren over many years. An organic development that has grown to meet the changing needs of the club's operation.

In 2021 the APR was modified to allow the original paper based system to generate and send requests by email. APR had a script added that generates and saves outputs to PDF rather than printing. These can then be subsequently post processed externally using an Excel Spreadsheet with a series of macro scripts. The spreadsheet loads a log file from APR, then generates individual emails for each member attaching the appropriate PDF file(s). These emails are sent via outlook in small batches to ensure spamming isn't inadvertently detected.