Hi Ruth
I usually give the instruction to my students of signing each record they do in the authorship field (the one at the end of each record). This way, I can make the searches properly using their names.
Also, I ask them to give me the id of the records they modify or create, in a way I can recover them easily just with the id. Even I ask them to give me screenshots of their work, for better control of the qualifications.
I hope this help.
Bests
Elena