Creating a record repository which can get updated time to time. But some details should stay

Hi there,

Scenario - I do a pre check of all the prospective students before they enrol. Business rules are complex. Sometimes I cannot evaluate the eligibility if I don't have information. In that case I make notes.

Data sources - A report from the central system provides the names of the prospective students, DoB, previous qualifications.

Current method of record keeping -
1. Report was generated from central system daily. It contains prospective student details in the current month and next month. The system generated file feeds into an Excel. I use Power query to evaluate rules.
2. Excel provides a table with prospective students and eligibility
3. Where there are further requirement required from the prospective students I make notes.

Challenge-
1. When I run the report next day and refresh, the past data will be replaced. If there are new students on the prospective students list it will also cause problems in the past data.

What are the best Microsoft solutions to handle this type of a business flow?

Any help will be greatly appreciated.

Thanks,
Imalka Jayalath