Each monthly meeting appoints a recorder to keep accurate and complete records of the membership, including births, adoptions, marriages, divorces, deaths, and transfers. These recorders in turn are responsible for keeping the yearly meeting informed of various items of information necessary to the operation of the yearly meeting. Three basic functions are served by the recorder’s reports to the yearly meeting: 1) to maintain an up-to-date mailing list of members for the office, 2) to provide the basis of the annual statistical report, and 3) to establish the financial responsibility of meetings to the yearly meeting.
The yearly meeting office is responsible for providing suitable forms and instructions both for the maintenance of executive and monthly meeting records and for periodic reports to the yearly meeting. Recorders should forward current information promptly to the yearly meeting office whenever changes affecting membership or addresses occur.