Maintaining multiple websites

As we have just finished upgrading the Beijing GNU/Linux User Group website I was realising that I actually maintain around 10+ community sites using various pieces of software (and plug-ins) and I was curious to hear how people in the same position were keeping track of all this. I currently use a mixture of emails, Gjots, Firefox built-in password manager (which loses password every now and then) and of course, my neurones. I am in fact wondering how the tasks could be optimised to make sure you get to track every single piece of software used, security announcements, new releases, special custom job done here and there, “watch-out lists” when you’re doing a server move or re-install, know which site to update when there is such a need to upgrade and probably more. So what are you tips or experiences on the matter?