When ODD processes are managed through inboxes and spreadsheets, it is usually the people closest to the work who hold most of the context.
The tracker may show that a questionnaire is “in progress,” but someone on the team knows that the response is substantively complete and only waiting on a minor clarification. A deadline may appear unchanged, but someone remembers that an extension was agreed informally. A review may be marked as complete, but the nuance behind that completion sits in prior email threads or internal discussion.
Whilst the system records activity, the understanding of that activity lives with individuals.