JobResponsibility conflict

This post is about a conflict i had with a co-worker about job responsibitities and am curious if anybody has experience something similar and if so, how did you handle it. After reading this, if you see anyways i could have done things different those ideas are much appreciated or do you think i handle things pretty well.
Names and company name have been left out for confidentially purposes.

On wed. afternoon i was working on a QA GPS job, which is my main job responsibitity. I had looked on the server for the field GPS data and noticed it was not there. Because the data was not on the server i was not able to continue on with this job in a productive manner, so i emailed the project manager with the following short and to the point statement. The data for Job XXXXXX is not on the server. The project manager came to my office to address the issue and i also let him know that there was no printed off copy of the field notes as it is the project managers duty to make sure the GPS data and field notes are on the server. At which point he asked if i could scan the field notes and put them on the server and i said okay, whether or not the project manager heard my quiet voice is beyond me. The project manager then left and a few minutes later i received and email from the project manager about putting the field notes on the server and not to send email asking about the field notes and a few seconds later i received the same email but this time the project manager cc the branch manager. I didn't ask about the field notes in the original email, only about the GPS data, so respond to the email saying that i never asked about the field notes. The project manager respond, "i Know that, but you have been difficult in the past about field notes being on the server" By this time is was close to quitting time so the issue was postponed to the next morning. Why did the project manager cc the branch manager? I don't understand why.

This morning the project manager came into my office and asked if we could work on getting the lines of communication between us straighten out and i agreed. I let him say what was on his mind about the issue and then i countered with the viewpoint/opinion that its the project manager duty to make sure the GPS Data and field notes are on the server as the party chiefs email the GPS data and field notes to the project manager and told the project manager that i can see it being my duty to put the GPS data and field notes on the server if the party chiefs sent an email to me with the GPS data and field notes. I then stated that i can see me scanning the field notes when the project manager is busy as a unwritten rule to help the project manager out. Do any of you consider helping out a co-worker when their busy and unwritten rule? We then brainstormed some possible ways to resolve the issue, such as creating a field data email address that i would have access to and a few others but the project manager didn't seem the working, i then suggested the project manager making a little checklist to go through when receiving the email with the GPS data and field notes to make sure the party chief has sent in all the required data, because apparently in this case the data and field notes weren't on the server because the party chief didn't send the data in to the project manager, yet the job file was in my office meaning the job is ready for the QA process. I guess the project manager is telling the truth. Anyways the project manager liked the idea using the checklist and then left my office.

I thought about the issue at hand a little more afterwards and thought of something else so i emailed the project manager asking to state the reason why he/she wants the me to put the field notes. In this case the reason was because the project manager was busy but never stated that when originally asking me to scan the field notes to the server. I also stated in the email that it doesn't occur to me or almost never occurs to me that you are busy. The first thing i think of is that one is trying to shift responsibiities on to someone else.

The project manager respond to the email thinking stating why is an excellent idea and would make more of an effort to state why in the future, and asked me to keep in mind that he/she never tries to shift responsibitiy to someone else. The issue wasn't brought up for the rest of the day and seems to have been a successful resolution to a conflict about job responsibities.

Thanks for taking the time to read and i welcome any feedback or suggestions if things should have been handle differently.