Retain a dated copy of the official terms, each participant's identity and vetting records, and the supporting material USCIS requests with Form I-140G. Keep the application, processing-fee and later gift instructions separate from all EB-5 investment documents.
Separate file, dated contents
Hypothetical example: Two purposes are served. The first is practical: if the published terms change between planning and payment, a household with a dated copy can see exactly what moved and re-take the decision on the new facts rather than discovering the difference at an awkward moment. The second is conceptual: keeping the file separate from any EB-5 or business material prevents the categories from blurring in the household's own records, which is where confusion usually starts.
The file should also record decisions as they are made — what the household concluded, on what information, on what date. For a Cavan Monaghan household whose affairs run through a holding corporation, it should additionally note which advice was taken from whom, since tax, corporate and immigration questions here are genuinely separate and will be answered by different people.