The Records Committee is the authorized caretaker of all noncurrent records originating within the area of the New York Yearly Meeting. These should be placed on deposit in the Friends' Historical Library at Swarthmore College, Swarthmore, Pennsylvania. Copies of these records are also available at several public libraries in the area of the yearly meeting. There they may be consulted, subject to the regulations of the Records Committee.
Records of a meeting may be returned on loan to that meeting only on written request of its clerk or its trustees. Permanent surrender of official records that have been deposited in the Friends' Historical Library at Swarthmore College, Swarthmore, Pennsylvania, can be made only on approval of the yearly meeting.
K. Statistics
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.