In my day as secretary the record card just contained mundane stuff like name address d of birth, and baptism date and whether you were anointed or other sheep. Every month it would be updated with reported hours and placements .
Records of Judicial proceedings were separate and kept in sealed envelopes with your name on it . If you moved The Sec would write a letter of introduction (I tried to be nice) . Anything they needed to know might be conveyed in a phone call to the new cong.
I have seen a guidance to keep such letters brief and factual,due to fear of a data subject request but I don’t know if that is followed