You already know (said) what you need to document. Sounds like you need the standard to follow. Come up with a structured documentation, give it to your work collegues to approve it. Once it's approved, all the work should be peer-reviewed to ensure that everybody follows the standard. If somebody didn't follow the standard, send it back until they get it right, otherwise it'll be a mess forever.

I believe that certain details of the report should be stored within the spec and kept else where (that document also should follow some sort of template).