We use a much cheaper and simple system, they are called index cards you can buy at any five and dime shop, with a box to hold them. We write on the front and back of the cards, when its full, take another card and keep going on the same machine and put the full card in the back of the box. We keep track of repairs, oil changes and the basics, have had the same box for 30 years now, 5x 7 I think is the size of them and when we get rid of the machine, we toss the cards.
We also do oil sampling of engines, transmissions, finals, about anything, my oil supplier pays for all sampling, so if we use 10 or 100 samples a year or more, the cost to me is nothing, so we sample all hydraulic oil at ever engine oil change just to monitor the fluids we don't change, also gives us a reasonable time line to change hydraulic oils based on sample results between changes. Those reports used to be sent to me and we kept those in a filing cabinet in a folder for each machine, now they are all online, bit more of a pain to access when in the shop, and those we rely on files stored in the computer, or as life has shown me, every time the computer crash's or gets destroyed, most of the data is lost, whereas with a folder in the filing cabinet, records were kept for decades on the same machine to go back and look at when needed.
We also write on all the filters, the date, hours and oil grade put in, for easy reference when on the job and away from the shop.
Records can be as simple or complex as you want, its a personal choice, and its also dependent on how much use a machine gets each year as well, find what works for you and what you like and go from there is my advice. Best of luck