After my first month of swaps and stressing over trying to keep things straight, I made a table in a word document and put in number of claim (1st, 2nd...), theme, Craftster name, real name, address, date to send out, sent on date, and if they received or not. I put in a similar table of those who claimed me with their craftster name, theme, date to send out and whether I received. It wasn't too hard to remember to update it every time I sent or received. I kept the document on my desktop so I could check it quickly at any time.
Now the trick is to keep track of which cards I haven't posted in the gallery and remembering to take a picture before I send!