Your organisation needs to come up with a fix. It is important that the email correspondence should be transparent and clearly available and understandable for audit and inspection. Strange that the email chain does not display who the responses are from and when. I think you are refereeing to the fact that inside the email there could be different coloured text. The latest EMA TMF final guidance will help you here. Your creation of a flat files of the emails by printing them out, loses all the meta data which is required to be retained. The guidance says that you should retain the meta data and that the emails should be available and understandable for audit and inspection. Keeping your emails in an electronic form would allow the colour difference to always be seen. Follow the advice in the EMA TMF guidance. Obviously the archiving of emails in a dynamic way and adhering the GCP archiving requirements, has its challenges. Your IT department may be able to help. Your question is a good example of where filing and archiving of emails should have been thought of from before the start of trial development (from the planning phase in fact). It also shows that printing out of dynamic files has real problems, and should be avoided if it cannot be guaranteed that all the meta-data, email chains and attachments are retained in a form that is easily readable, and readily accessible. The EMA guidance also gives advice about filing/archiving correspondence in such a way that it is readily available and accessible to someone looking at it that is not from your organisation (auditor or inspector).