How do I keep client records consistent across my team?

Our team tracks client details in spreadsheets, email threads, and notes, so information often conflicts. I want a single reliable record for each relationship without slowing people down. What fields should every record include? I am thinking contact details, preferred channel, last interaction, open commitments, renewal dates, and a short relationship summary. How do you handle updates after calls or meetings? Do you assign one owner per client, or let anyone edit? I would also like a simple rule for archiving inactive contacts and a routine for reviewing records weekly. Please share practical examples of naming conventions, status labels, and checklists that helped your team stay organized. If you use templates or tools, explain what works well and what you would avoid. The goal is clarity, accountability, and a record that supports better conversations, not extra admin.