It sounds like they are trying to say something like, "You guys are really genuine!" Have a look at expressions like, "Keep it real."

It just means that a record is made of each incident, there doesn't have to be an actual document. You can say either "documented or "recorded". For the latter you might say, "A record is kept of every mistake at the factory." N.B. You should perhaps avoid saying, "Every mistake is recorded at the factory." It implies that audio recordings are being made of staff!