You are all much more detailed than me. First I do have maps of all my gardens, and update them whenever things are added or moved.
I keep a list of every iris ordered by year, type, and description on my computer. I also have a photo folder for each year's blooms and a folder with thumbnails of all those I ordered. I also enter the iris on my ATP iris list. And I keep a log of each first bloom of the iris each year by date.