From Wikipedia of the Dark Jedi Brotherhood, an online Star Wars Club
A sample dossier

A dossier is the character record for the Dark Brotherhood. It displays such information as rank, medals, positions and skills, as well as things like lightsabers, robes and warbanners.

Dossiers are maintained and updated by various offices of the Dark Council:
Medals and Ranks are updated by the Master At Arms.
Shadow Academy Coursework is updated by the Headmaster.
Warbanners, robes, and lightsabers are updated by the Herald.