I just keep a paper journal or diary.

I don't know of a document, but some traders use a notebook or small journal to record things . Here is what I read on another site:
Each trade gets a screen name, an address, what I'm receiving, and what I'm sending.

Perhaps you could head the page with the following:

Date: Screen Name: email address: mailing address : outgoing trade: incoming trade
You could then mark the date your trade went out, and write the date when you received the trade.

I use my yahoo email which lets me make folders each with diffrent names
Swaps pending
swaps mailed
Swaps completed