Record the source level
Create fields for record ID, prompt, exact note, source type and permitted use. In the fictional set, P1 says finding the latest file is difficult; P2 says the same; P3 says permission requests cause delays; P4 says the current folder arrangement works for their task. All four respond to the same prompt about recent difficulties. Record P4 as a differing account rather than omitting it because it does not support the emerging story. Keep the original prompt beside all four notes so the comparison remains intelligible.