I have had my bike in for warranty work 3 times, not once did they give me a copy of the repair order, I have been in this line of work all my life so naturally I asked for a copy of the repair order and each time they looked at me like I'm from Mars!
I don't know what kind of system Harley dealers use, but I would assume there similar to systems that are used in the auto world ADP/CDK, Reynolds & Reynolds etc, you maybe able to delete and destroy the paper files, but the system should not let you delete the history in the system and any attorney should be able to request those records through discovery.
But I would also recommend as Jerry said, Ask for a copy of the repair order when you leave your bike and also a completed one when you pick up.
I think your are correct on the system its Reynolds and Reynolds.
In line with the backup thinking, The dealer should have their own backup/cloud AND Harley definitely does. That's how they develop their metrics and monitor failures. Remember there must be a record since they sent a factory rep down to examine the issue. His physical presence is predicated on a record of events that are serious enough to require it.
I am still focused on the goal--Get the Bike Up And Running--Get some gaskets in from HD Corporate and the bike could be up and running again in less than a day. If the dealership Owner or the GM were updated ...together I'll bet the GM would take ownership of the issue again and gaskets could be FedEx'd in by Monday morning.
Also, before you tip your hand, I think you can get copies from HD corporate Customer Support by just asking. Blame the weather, a computer glitch or...
Failing all of that it might be worth pulling the bike and transporting it to another more capable and friendly dealer. Manassas HD used to be good. Check around on the internet. See who is close and who has several PHD mechanics who have been there awhile.
I know for a fact that Tilley's Harley-Davidson could fix it. They are in Statesville, NC. GREAT PEOPLE!!
VERY BEST WISHES FOR A QUICK EXPENSE FREE RESOLUTION.