Build me database and front end

I will try to be as clear as possible and to explain what i need I will first explain what we do. I have security guards posted at a site. Their job is to log all incoming and outgoing vehicles at that location. They do this with voice recorders and radios. The files get sent to a server via FTP in real time. Once there they get sorted by either inbound or outbound vehicle direction and transcribed. I need a better way to enter, display, sort, filter and create reports for these records. I want a database. The project is big (at least in my eyes) and I would like to do this with several milestones and payments dispersed as the system comes together to meet our needs. Every milestone must be delivered in a form ready to upload or in the case of the MySQL ready to import. As you read through these milestones please keep in mind that the work process has 5 total stages to completion: 1. Files are uploaded, 2. Files are sorted, 3. Inbound transcription is entered and 4. Outbound transcription is entered. 5. Report is generated (the last one probably will have little impact on database design. Also please note that the URL of the audio file (both inbound and outbound files) will be stored within the record of the database for the final report. We need all stages of the operation to identify the user that made entries as well as the timestamp of their entries to be calculated later. This is everything being timestamped from the audio file being uploaded to the last person to enter anything on the record and everything in between, we need to track every stage of the process. Please note that through every stage of this development we will be importing and exporting the records so your changes must not interfere with our ability to do this. When we export the records and upload new files after each milestone is met, we expect to import the files and begin using the updated version while we wait for the next milestone. The Milestones and needs of this project will in the attached file.