The herald for a local group should retain a series of records of heraldic activities that have gone on in the group during their tenure and pass them on to their successor. (If there are times when the branch does not have a group herald, the seneschal should retain the records until such time as a new group herald is found.) What records should be retained in these files? The files should include:

A copy of every heraldry report filed/sent to the regional or kingdom herald offices.

A copy of the group's Order of Precedence (OP) compiled at the end of each year.

A full copy of the submissions paperwork for every submission the group herald has sent in. Ideally there should be a separate file folder with this paperwork for each group member who has sent in a submission.

A copy of each piece of armory registered by a group member and a notation of name registration for each member who has registered a primary name, alternate, household name, etc. (This paperwork may be a photocopy from the kingdom armorial, a copy from the appropriate LoAR, a copy of the submission forms given to the local herald by a member who has sent in their own forms, etc.) Again, ideally there should be a separate file folder with this paperwork for each group member who has sent in a submission.

A copy of every piece of correspondence received about group submissions (this may be printed copies of emails).

Copies of any financial forms, reports, etc utilized by the group herald‘s office.

An up to date list of the heraldry and name books that are owned by the group, if any.