Best Practice for Intake and Register Sheets within Project Management



I am a Project Manager and am in the process of transferring our Project Intake sheet and Register sheet into Smartsheet. I currently have this years projects entered but am curious of best practices for past projects.

Question: Should each year have their own Intake sheet and Register sheet? Or, should all projects be on one Intake sheet and one Register sheet?

Note we are a small PMO with about 10-20 projects a year. We are using the register to track project progress at a high level and using our intake and register to feed our Portfolio dashboard. On our dashboard some metrics will be yearly and some will be totals for the life of our PMO