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Office of the First Lady Transition - End of Administration [2]
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OFFICE OF THE FIRST LADY
Archiving/Copying Progress Report
(November 21, 2000)
Item
Person in Charge
Status
Files in OEOB 100
Eric Woodard/
Being organized, archiving in progress
Bridget Hennessey/
Chad Lupinacci/
Tania Shapiro-Barr
Files in OEOB 101
Matthew Nelson
Being organized, archiving in progress
Files in OEOB 102
Huma Abedin/
Being organized, archiving in progress
Dee Lambert/
Files in OEOB 103/104
Gayleen Dalsimer/
Being organized, archiving in progress
Heather Beaton
Files in OEOB 185.5
Jamie Vavonese/
Not many - files that are there ready to
Sarah Hinsch
be archived
Files in OEOB 174
Huma Abedin/
Being organized, archiving in progress
Kim Henry
Dee Lambert
Briefing binders in OEOB 197
Daniela Nanau
Being organized, archiving in progress
Files/Binders in OEOB 190
Laura Schiller
Being organized, archiving in progress
Melanne's trip books in
Tania Shapiro-Barr
Have been cleaned up - ready to be put
OEOB 100
in boxes
Comprehensive trip books in
Huma Abedin/
Being cleaned up, country by country
OEOB 102
Kim Henry/
-- should be ready to archive in Nov.
Dee Lambert
Public Schedule binders
Jamie Vavonese/
Original set ready to be archived
Sarah Hinsch
Private Schedule binders
Jamie Vavnonese/
2 sets copied
Sarah Hinsch
HRC's rolodex
Huma Abedin/
Computer files being cleaned up (this is
Kim Henry
about 80-90% done), will be printed out
Dee Lambert
labels/rolodex cards
Luisa Blanchfield/
Melanne's rolodex
Chad Lupinacci
Done
Speech binders in OEOB 103
Gayleen Dalsimer/
Copied.
Heather Beaton
Speech index
Gayleen Dalsimer/
In very good shape, has been updated to
Heather Beaton
Jan. 2000 - being brought up to present
Travel index
Robert Mizani
Has been updated to June 2000, will
international/dometic
continue to be updated to Dec. '00
by place/by date
Column index/Column Binders
Matthew Nelson
Already copied/both copies being
in OEOB 102
updated continuously
The "Grid"
Matthew Nelson
Being updated continuously
Staff/Alumni Directories
Eric Woodard
Being updated continuously
Child care/work/family issue binder Heather Beaton
6 binders need to be copied,
Foster care/Adoption issue binder
Bridget Hennessey
4 binders copied.
Youth development/after
Dee Lambert
3 binders need to be copied
school violence issue binders
Education issue binders
Luisa Blanchfield
8 binders need to be copied
Health (binders 1-6)
Sarah Hinsch
6 binders copied
Health (binders 7-13)
Chad Lupinacci
7 binders copied
Beijing issue binder
Bridget Hennessey
1 binder needs to be copied
Civil society/democracy bldg.
Dee Lambert
2 binders need to be copied
issue binder
Women and girls issue binders
Eric Morse
4 binders completed,
Tania Shapiro-Barr
waiting for sign off
Early Childhood Development
TBD
2 binders need to be copied
issue binders
Breast Cancer issue binders
Tania Shapiro-Barr
2 binders copied
Gulf War Illness issue binder
Tania Shapiro-Barr
1 binder copied
Vital Voices issue binder
Bridget Hennessey
binder being created
Microenterprise issue binder
Chad Lupinacci
binder being created
Arts issue binder
Heather Beaton
binder being created
White House preservation
Chad Lupinacci
binder being created
Philanthropy and Service
Tania Shapiro-Barr
2 binders completed, waiting for
sign off
Immunizations/Children's Health
tbd
DC
tbd
Data Entry Project
Daniela Nanau/
completed up to August 1996
Eric Woodard/
Bridget Hennessey/
Chad Lupinacci/
Tania Shapiro/
Sarah Hinsch/
Heather Beaton
Electronic versions of
Eric Woodard
the extent to which these records
Public Schedules, Speeches,
Katie Lelyveld
are available electronically, they will
Columns, "The Grid", Travel
be organized on the OFL h: drive and
Index, Speech Index, Staff/Alumni
transferred to CD-ROM - list of files
Directories
passed to admin
WHODB
Shirley Sagawa/
Capricia Marshall
WW 2nd Floor
Pam Cicetti/
Ann O'Leary
Heather Howard
Eric Morse
Social Office
Capricia Marshall
First Lady Correspondence
Alice Pushkar
Early Childhood Development
Child Care
Adoption
Youth Development/ After school/ Violence
Health Reform
Immunizations
Children's Health
Breast Cancer
Gulf War Illnesses
Vital Voices
Beijing
Civil Society/ Democracy Building
Women and Girls Education
Microenterprise
District Columbia
Arts
Millennium Council Projects
White House Preservation
Philanthropy
Service
Eric W. Woodard
10/03/2000 03:25:52 PM
Record Type:
Record
To:
See the distribution list at the bottom of this message
CC:
See the distribution list at the bottom of this message
Subject:
This is a friendly reminder about
THE ISSUE BINDERS!
Not that we don't have ten million other projects going on (schedules, trip binders, the database, archive
boxes, speech indexes, etc., etc.) but this one is important, too
We've finally received permission to start taking binders that've already been completed down to the print
shop (Rm. 084). Here's what you do
- take all pages out of a binder (be careful not to get materials mixed up or out of order)
- leave all dividers/tabs in the empty binder -- you'll have to divide things up again once everything
has been
copied -- (if you want, stick a colored piece of paper between sections of the
original so you'll know where sections start and end)
- once you've put the pages in a neat stack, take them down to the print shop -- you'll fill out a
form to go
with your order. Please place the order from the First Lady's Office, in my name with your name in
parentheses,
66266 for the telephone number.
Indicate 1 copy per binder. The print
shop will call OEOB 100 when your order is
ready, and we'll let you know.
- when you get your original and the copy back, put the original binder back together - and then
construct a new
binder (with labels, etc.) for the copy.
We don't want to overwhelm the print shop. so everybody should each take two or three binders worth
down every week or so -- start now so we're able to get everything copied
Binders that are basically done that just to be finalized and copied
Child care/work and family issues (6 binders):
Heather
Foster care/Adoption (2 binders):
Bridget
Youth development/after school/violence (3 binders):
Dee
Education (8 binders):
Luisa
Health (binders 1-6):
Sarah
Health (binders 7-13)
Chad
Beijing (1 binder):
Bridget
Civil society/democracy building (2 binders):
Dee
Women and Girls (4 binders):
Tania
Early Childhood Development (2 binders):
TBD
Breast Cancer (2 binders):
TBD
Gulf War Illness (1 binder):
TBD
Binders that are partly done that need to be finalized and copied
Vital Voices:
Bridget
Microenterprise:
Chad
Arts:
Heather
White House Preservation:
Chad
Philanthropy and Service:
Tania
Immunizations/Children's Health:
TBD
DC:
TBD
Everyone has a lot to do the TBDs (to be decided) will go to whoever is able to get to them first
Attached (as a reminder) are some good guidelines for those who will be working on new binders
Archive3.docArchive4.doc
Please ask me if you have any questions, need help finding a binder, or are having trouble getting
started
Thanks, Eric W.
Message Sent To:
Bridget T. Hennessey/WHO/EOP@EOP
Allyson D. Lambert/WHO/EOP@EOP
Luisa V. Blanchfield/WHO/EOP@EOP
Heather Beaton/WHO/EOP@EOP
Chad A. Lupinacci/WHO/EOP@EOP
Sarah C. Hinsch/WHO/EOP@EOP
Tania Shapiro-Barr/WHO/EOP@EOP
Message Copied To:
Shirley S. Sagawa/WHO/EOP@EOP
Matthew L. Nelson/WHO/EOP@EOP
Daniela E. Nanau/WHO/EOP@EOP
Ann O'Leary/OPD/EOP@EOP
Heather H. Howard/OPD/EOP@EOP
Eric J. Morse/OPD/EOP@EOP
Gayleen P. Dalsimer/WHO/EOP@EOP
Catherine M Lelyveld/WHO/EOP@EOP
Eric W. Woodard/WHO/EOP@EOP
The Big Issue Binder Project (as of 9/14/00)
Children
Early Childhood Development:
Child care/work and family issues: 6 binders (Heather)
Foster care/Adoption: 2 binders (Bridget)
Youth development/after school/violence: 3 binders (Dee)
Education: 8 binders (Luisa)
Health Health reform: 13 binders (Sarah)
Immunizations/Children's Health: ???? (Luisa)
Gulf Breast War Cancer: Illness: 2 binders 1 binder )
Vital International Voices: ????? Bridget
[Arts - Heather ]
Beijing: 1 binder (Bridget)
Civil society/democracy building: 2 binders (Luisa)
Women and Girls: (Tania) 7
Microenterprise: 2 binders (?) (chad)
Other
DC - Dee*
Arts: 1-2 binders (?)
Millennium Council:
White House Preservation: (\Chad)
Philanthropy and Service: ????????? (Sarah)
Women's Domestic Policy - Tania
Intern Archiving Assignments 6/00
Topic
Intern
Early Childhood Development
Jay Nelson
Child Care/Work & Family
Katie Lelyveld
Foster Care/Adoption
Katie Lelyveld
Youth development/afterschool/violence
Ezara Hoffman
Education
Katie Lelyveld/Anna Hartog
Health Reform
Katie Lelyveld
Children's Health/Immunizations
Kate Rosenbloom
Breast Cancer
Katie Lelyveld
Gulf War Illness
Todd Gloria
Beijing
Todd Gloria
Civil Society/Democracy Building
Todd Gloria
Microenterprise
Caroline Marvin
Arts
Katie Lelyveld
Millennium Council
Millennium Assignments
TOPICS to be assigned next round
Vital Voices
Women and Girls
DC
White House Preservation
Philanthropy and Service
TO:
All Interns
FROM:
Eric Woodard, MaryEllen McGuire
RE:
First Lady Archiving Project
DATE:
June 14, 2000
Since our June 13th archive meeting there have been several questions on what to do next. Below
is a step by step guide on what to do, where to go and whom to ask. Keep in mind when working
with staff documents to be sensitive to staff members' needs. If you walk into an office to collect
documents and someone is especially busy or already overwhelmed with a number of interns, go
back at another time. Never barge in without asking and always ask permission before using a
staff members' documents. Also, be sure to make copies of documents for your binder; NEVER
take originals.
1. Familiarize yourself with your topic- Go to the First Lady's website
(www.whitehouse.gov), paying particular attention to her "Issues" section. Ask MaryEllen
(Rm101) for a copy of grid topics relevant to your subject area. Ask Eric (Rm 100) for a
copy of First Lady accomplishments in your area of interest.
2. Develop a key words list- Develop a list of keywords/names/organizations that you should
be looking for when developing your topic. Run this list by Eric or MaryEllen before you go
on to step 3.
3. Compile an event list for your topic- Going through schedules and using your key words
list, compile an events list for your topic area. Schedules can be found in the scheduling
office or in the Conference Room. Create your event list file on a disk so it is always
available to you. Eric has disks. If you have any questions about an event's relevance to your
topic, ask Eric or MaryEllen. Also, have Eric or MaryEllen proof your comprehensive list
when you are finished.
4. Put together a topic binder- Get a 3-inch binder from Eric and using your event list as an
index, create a tab for each event in date order (past to present). All supplies should come
from Eric. Each tab should have the event name (abbreviate if need be) and date.
5. Pull briefings- Pull briefings for each of your events and make copies for your binders.
Briefings are in Room 197. Brenda is your contact person here. There is a copy machine in
the room for you to use. Original briefings and briefing books may NEVER leave 197.
6. Speeches- Go to the press office (Rm 103) to pull and copy remarks for your events.
Speeches are indexed by date in the yellow binders on the wall. Many of the First lady's
speeches can also be accessed on our website or on the H drive (Eric can show you). Keep in
mind that not every speech has been transcribed. If you are having trouble locating a
particular speech, Jen Smith can let you know whether a transcript exists.
7. Columns- Go to MaryEllen (Rm 101) to pull and copy columns relevant to your topic.
Columns are in date order and are cross-referenced by subject area.
8. Press- Go to the press office (Rm 103) to pull articles Mrs. Clinton may have written on your
topic. Get these directly from Jen. Please note that not all topics will have corresponding
articles.
9. Bring your book to Eric or MaryEllen for a proof.
10. You're done! Move on to the next topic.
OFFICE OF THE FIRST LADY
INTERN ARCHIVING MEETING
WED. 6/27/00 - 10:30 AM, OEOB 100
I.
Opening Remarks - Shirley Sagawa
II.
Introduction of New Interns
III.
Individual Progress Reports
IV.
Goals for Next 2 Weeks/Questions
OFFICE OF THE FIRST LADY
INTERN ARCHIVING MEETING
WED. 6/27/00 - 10:30 AM, OEOB 100
I.
Opening Remarks - Shirley Sagawa
II.
Introduction of New Interns
III.
Individual Progress Reports
IV.
Goals for Next 2 Weeks/Questions
TO:
All Interns
FROM:
Eric Woodard, MaryEllen McGuire
RE:
First Lady Archiving Project
DATE:
June 14, 2000
Since our June 13th archive meeting there have been several questions on what to do next. Below
is a step by step guide on what to do, where to go and whom to ask. Keep in mind when working
with staff documents to be sensitive to staff members' needs. If you walk into an office to collect
documents and someone is especially busy or already overwhelmed with a number of interns, go
back at another time. Never barge in without asking and always ask permission before using a
staff members' documents. Also, be sure to make copies of documents for your binder; NEVER
take originals.
1. Familiarize yourself with your topic- Go to the First Lady's website
(www.whitehouse.gov), paying particular attention to her "Issues" section. Ask MaryEllen
(Rm101) for a copy of grid topics relevant to your subject area. Ask Eric (Rm 100) for a
copy of First Lady accomplishments in your area of interest.
2. Develop a key words list- Develop a list of keywords/names/organizations that you should
be looking for when developing your topic. Run this list by Eric or MaryEllen before you go
on to step 3.
3. Compile an event list for your topic- Going through schedules and using your key words
list, compile an events list for your topic area. Schedules can be found in the scheduling
office or in the Conference Room. Create your event list file on a disk so it is always
available to you. Eric has disks. If you have any questions about an event's relevance to your
topic, ask Eric or MaryEllen. Also, have Eric or MaryEllen proof your comprehensive list
when you are finished.
4. Put together a topic binder- Get a 3-inch binder from Eric and using your event list as an
index, create a tab for each event in date order (past to present). All supplies should come
from Eric. Each tab should have the event name (abbreviate if need be) and date.
5. Pull briefings- Pull briefings for each of your events and make copies for your binders.
Briefings are in Room 197. Brenda is your contact person here. There is a copy machine in
the room for you to use. Original briefings and briefing books may NEVER leave 197.
6. Speeches- Go to the press office (Rm 103) to pull and copy remarks for your events.
Speeches are indexed by date in the yellow binders on the wall. Many of the First lady's
speeches can also be accessed on our website or on the H drive (Eric can show you). Keep in
mind that not every speech has been transcribed. If you are having trouble locating a
particular speech, Jen Smith can let you know whether a transcript exists.
7. Columns- Go to MaryEllen (Rm 101) to pull and copy columns relevant to your topic.
Columns are in date order and are cross-referenced by subject area.
8. Press- Go to the press office (Rm 103) to pull articles Mrs. Clinton may have written on your
topic. Get these directly from Jen. Please note that not all topics will have corresponding
articles.
9. Bring your book to Eric or MaryEllen for a proof.
10. You're done! Move on to the next topic.
Intern Archiving Assignments 6/00
Topic
Intern
Early Childhood Development
Jay Nelson
Child Care/Work & Family
Katie Lelyveld
Foster Care/Adoption
Katie Lelyveld
Youth development/afterschool/violence
Ezara Hoffman
Education
Katie Lelyveld/Anna Hartog
Health Reform
Katie Lelyveld
Children's Health/Immunizations
Kate Rosenbloom
Breast Cancer
Katie Lelyveld
Gulf War Illness
Todd Gloria
Beijing
Todd Gloria
Civil Society/Democracy Building
Todd Gloria
Microenterprise
Caroline Marvin
Arts
Katie Lelyveld
Millennium Council
Millennium Assignments
TOPICS to be assigned next round
Vital Voices
Women and Girls
DC
White House Preservation
Philanthropy and Service
Summer 100
The Big Issue Binder Project
Children
Early Childhood Development (Jay/Julie): 90% done - in binder
Child care/work and family issues (Katie L.): Done - in binder
Foster care/Adoption (Katie L.): 90% done - in binder
Youth development/after school/violence (Ezara): 90% done - in binder
Education (Katie L.): 70% done - in binder
Health
Health reform (Katie L./Julie): 70% done - in binder
Immunizations/Children's Health: (Katie/Eric M./Melissa) (Katie/Eric
Breast Cancer (Katie L./Julie): Done - in binder
Gulf War Illness (Todd): Done - in binder
International
Vital Voices: ?????
Beijing (Todd): 50% done - not ifi binder
Civil society/democracy building (Manu): 90% done - in binder
Women and Girls (Kate D.): 50% done - not in binder
Microenterprise (Caroline): 70% done - in binder
Other
women's Domestic (Equal pay, rights, domestic violence,
DC
SSecurity , Sr. women's issues)
Arts: ?????
Millennium Council:
White House Preservation:
Philanthropy and Service: ?????????
The Big Issue Binder Project (as of 9/14/00)
Children
Early Childhood Development:
Child care/work and family issues: 6 binders
Foster care/Adoption: 2 binders
Youth development/after school/violence: 3 binders
Education: 8 binders
Health
Health reform: 13 binders
Immunizations/Children's Health: ????
Breast Cancer: 2 binders
Gulf War Illness: 1 binder
International
Vital Voices: ?????
Beijing: 1 binder
Civil society/democracy building: 2 binders
Women and Girls:
Microenterprise: 2 binders (?)
Other
DC
Arts: 1-2 binders (?)
Millennium Council:
White House Preservation:
Philanthropy and Service: ?????????
9/14/00
Materials That Need to Be Accessible to the First Lady
After the Administration
On Paper
Public Schedules
Private Schedules
Speech Index
Column Index
Archive Inventories
International Travel List by Date
International Travel List by Country
Domestic Travel List by Date
Domestic Travel List by State
Trip Books
Issue Binders
Selected Files
Staff Directory
The "Grid"
Speech Binders (?)
Address/Rolodex Information
On Disk/CD-Rom
Public Schedules
Private Schedules
Speeches (when available)
Columns (when available)
The "Grid"
Addresses/Rolodex Information
International Travel List by Date
International Travel List by Country
Domestic Travel List by Date
Domestic Travel List by Country
Staff Directory
Suggested Topics for Legacy Materials:
-
a description of the general mission and work performed by the office
-
a general summary of position descriptions
-
an explanation of how the workload is divided among personnel
-
a description of processes and procedures followed by the office
-
a summary of key resources used by the office
-
a summary of key contacts with whom the office works and how to contact
them
-
copies of form letters or correspondence
List of White House offices and estimates of boxes of Presidential files in those offices that need
to be inventoried and prepared for shipment to the Office of Records Management.
Office
Boxes
Office
Boxes
Advance Office
36
Intern Office
18
Aids Policy
93
Legislative Affairs
187
Cabinet Affairs
105
Management and Administration
221
Chief of Staff.
116
Millenium Council
170
Communications
49
NEC
538
Conference Center
20
OPL (includes Women's Office)
313
Correspondence
94
Photo Office
138
Counsel's Office
667
Political Affairs
136
Domestic Policy
370
POTUS Daily Diary
142
Environmental Initiatives
29
Presidential Personnel
431
Envoy for the Americas
52
Press Office
171
First Lady
436
Scheduling
217
IGA
91
Security Office
243
Initiative for One America
41
Speechwriters
205
Intern Office
18
Visitors Office
30
Total: 5359
THE WHITE HOUSE
WASHINGTON
MEMORANDUM TO THE STAFF OF THE WHITE HOUSE OFFICE, THE
OFFICE OF THE VICE PRESIDENT, THE NATIONAL SECURITY
COUNCIL, THE OFFICE OF POLICY DEVELOPMENT, THE COUNCIL OF
ECONOMIC ADVISERS, AND THE PRESIDENT'S FOREIGN
INTELLIGENCE ADVISORY BOARD
FROM:
JOHN PODESTA, CHIEF OF STAFF
IP
RE:
PRESERVATION OF STAFF RECORDS
DATE:
SEPTEMBER 14, 2000
As we are now in the last year of the Clinton Administration, this is a good time
for all staff in the Executive Office of the President to review the laws governing
the disposition of their files as they continue to archive all appropriate material.
Archiving the files that have been created during this Administration is an
extremely important task. Staff files and donated personal records will be the
nucleus of the Clinton Presidential Library. These records will be critically
important to scholars and historians for many years to come.
The attached memorandum describes White House policy for departing staff
regarding the appropriate treatment of your files. Listed below are some of the
principal points for staff in the above-listed offices to bear in mind as you archive
your files.
The Presidential Records Act requires the preservation of Presidential records.
Almost all work-related material created or received by personnel in the above
offices will be a Presidential record. Do not discard Presidential records,
although you do not have to preserve identical copies.
-
Vice Presidential records should be treated in the same manner as Presidential
records, although they are maintained separately.
You may take copies of Presidential records when you leave only when all of
the following conditions are met: The document must be a copy, not an original.
It must not be classified, and it must not contain confidential communications to
or from the President or his senior advisors, material from personnel files and
personal information the disclosure of which might constitute an unwarranted
invasion of personal privacy, trade secrets, law enforcement information, or any
other information the disclosure of which is prohibited by law. Each staff
member who wishes to remove any copies of Presidential records must sign the
agreement attached to this memorandum as Appendix B.
You do not need to preserve work-related but "non-record" material, such as
certain notes for your own use and drafts not circulated to others. You may
take such material with you when you leave, but only subject to the conditions
given above.
Personal records should be filed separately from Presidential records. Materials
relating to a political campaign generally are personal records. You may take
personal records with you, or discard them, when you leave. However,
consider donating to the Archives any personal records that will create a fuller
record of the accomplishments of the Clinton Administration for future
historians.
Continue to send Presidential records not needed for ongoing business to
Records Management. Print out or copy to a diskette any Presidential records
that exist only in your computer for inclusion with your records (do not include
Lotus Notes email unless you have been instructed otherwise).
Do not discard any of your files that you know are covered by subpoenas or
document requests.
Each office within the White House Office has one or more Transition
Coordinators who will be trained to assist you in the appropriate indexing and
disposition of your files. A list of the WHO Transition Coordinators is attached to
this memorandum. Staff in other EOP offices may call the Office of Records
Management, counsel within their office, White House counsel at 6-7909, or
counsel in the Office of the Vice-President at 6-7022, with any specific questions.
2
THE WHITE HOUSE
WASHINGTON
MEMORANDUM TO THE STAFF OF THE WHITE HOUSE OFFICE, THE OFFICE OF
THE VICE PRESIDENT, THE NATIONAL SECURITY COUNCIL, THE OFFICE OF
POLICY DEVELOPMENT, THE COUNCIL OF ECONOMIC ADVISERS, AND THE
PRESIDENT'S FOREIGN INTELLIGENCE ADVISORY BOARD.
FROM:
BETH NOLAN, COUNSEL TO THE PRESIDENT Bn
DATE:
SEPTEMBER 14, 2000
SUBJECT: PRESERVATION OF PRESIDENTIAL RECORDS
This memorandum describes your obligations under the Presidential Records Act ("PRA") and
how to prepare your records for delivery to the White House Office of Records Management
prior to your departure. Staff records have been vital as we have worked to achieve the goals of
the Clinton Administration. and they will continue to play a crucial role in the Clinton Library by
documenting our achievements for future scholars and historians. Vice Presidential records are
similarly important and will also be preserved in a Library.
The Presidential Records Act
The Presidential Records Act ("PRA") governs the ownership, maintenance and disposition of
Presidential records. 44 U.S.C. 2201 et seq. The requirements of the PRA apply to all records of
personnel in the White House Office. including the White House Military Office, the Office of
the Vice President, the Office of Policy Development, the Council of Economic Advisors, the
President's Foreign Intelligence Advisory Board, and the National Security Council. Under the
PRA. records of the Office of the Vice President are Vice Presidential records and are subject to
the provisions of the PRA in the same manner as Presidential records. Both Presidential and
Vice Presidential records are collectively referred as "Presidential records" in this memorandum.
Presidential records are the property of the United States. They should be filed separately from
personal records or non-record material. Presidential records must not be discarded. They must
be preserved and sent to the Office of Records Management. which will maintain them for the
duration of the Administration. Those offices that have an agreement to send their Presidential
records directly to the National Archives and Records Administration ("NARA"), should
continue that practice.
I
The requirements of another statute, the Federal Records Act. apply to all records of personnel in the
Council on Environmental Quality, the Office of Administration, the Office of Management and Budget, the Office
of National Drug Control Policy, the Office of Science and Technology Policy, and the United States Trade
Representative.
3
I.
Records Covered by the Presidential Records Act
Presidential records are defined in the Act as "documentary materials regardless of physical form
that are created or received by the President, his immediate staff, or a unit or individual of the
Executive Office of the President, whose function is to advise and assist the President. in the
course of conducting activities which relate to or have an effect upon the carrying out of the
constitutional, statutory or other ceremonial or official duties of the President." Documentary
materials refers collectively to all media on which information is recorded, regardless of the
nature of the medium or the method or circumstances of recording. The term includes but is not
limited to correspondence. memoranda, documents, papers, pamphlets, electronic word
processing files and emails, models, pictures, films, and audio and electronic recordings. All
Presidential records must be preserved. You do not have to preserve identical copies.
Documents even drafts circulated to others in the course of conducting activities that relate
to Presidential duties are almost always Presidential records.
Electronic Presidential records/databases. If you have Presidential records that exist only in your
computer, print them out or copy them to a clearly labeled diskette, so they can be filed with
your other Presidential records. Do not print out emails in the standard Lotus Notes application,
as they are being archived automatically. If you created an electronic database containing
Presidential record information, or are the staff member responsible for maintaining such a
database. promptly contact the Transition Coordinator for your office, or the Office of Records
Management so that they and the OA Office of Information Services and Technology ("IS&T")
can include this database along with the appropriate technical information in the material
transferred to NARA.
Restrictions on material that may be taken by staff on their departure. Staff members will be
permitted to take with them extra copies of Presidential records created or received by the staff
member that had previously been made for the staff member's convenience. No original records
may be taken. Further, no document may be taken if it contains the following:
classified information;
confidential communications to or from the President or his senior advisers;
law enforcement information;
information in personnel files or similar files. and any other personal information the
disclosure of which might constitute an unwarranted invasion of personal privacy;
trade secrets or sensitive commercial or financial information; or
any other information the disclosure of which is prohibited by law.
All other copies of Presidential records must be sent to the Office of Records Management for
eventual deposit in the President's Library.
To ensure compliance with this policy, each departing staff member who wishes to remove any
copies of Presidential records must sign the agreement attached to this memorandum as
Appendix B as part of the official checkout procedures. The agreement obligates the staff
member to comply with the policy outlined above, and to refrain from disclosing the contents of
any Presidential records to third parties without the President's consent. The agreement is
4
designed to protect the integrity of White House decision-making processes and to preserve the
President's ability under the Constitution and the PRA to control the distribution of these kinds
of records.
If you have an unusual circumstance you would like to raise regarding the copy of a particular
Presidential record, call the White House Counsel's office at 6-7909.
II.
Records in the Office of the Vice President
The PRA expressly provides that records of the Office of the Vice President are Vice
Presidential records and subject to the provisions of the PRA in the same manner as Presidential
records, although they are maintained separately. Thus, materials created or received in the
Office of the Vice President should be treated in accordance with the guidance given in this
memorandum. Personnel in the Office of the Vice President should consult with Ferne Mosley
at 6-7022 for additional guidance regarding the filing and disposition of Vice Presidential
records.
III.
Other Types of Records
You may have other types of documentary materials in your files that are not subject to the
preservation requirements of the PRA, as discussed below. These types of materials should be
filed separately from your Presidential records.
1. Non-records. The PRA does not require you to preserve non-record materials such as the
following:
preliminary drafts of correspondence, memoranda or reports, kept for your own
use and not circulated to others;
work sheets and informal notes that contain information reflected in final
documents and that do not document policy development or execution;
copies of the 'clips' or other clippings or news summaries so long as they have
not been annotated, organized or arranged for an official purpose;
catalogs, trade journals and other publications received from other government
agencies, or private firms and institutions and that are maintained for reference
purposes;
extra copies of documents produced only for convenience, when those copies are
clearly so identified.
All of your documents should be reviewed carefully, however, because documents in the
categories listed above may nonetheless constitute Presidential records. Particularly in the White
House. drafts. working papers and other similar materials often document policy development,
significant decisions or other matters related to the execution of Presidential duties. If there is
any reasonable doubt, treat the material as a Presidential record. If the material is clearly of
nonrecord status. you may discard it.
5
Administrative material, such as telephone directories. organizational charts and press releases.
may not be Presidential records, but may nonetheless be of great utility to presidential scholars
many years hence. We recommend preserving such material.
You may take non-record material when you depart, but only under the same conditions that are
prescribed above for Presidential records. If you have a question regarding a particular
document, call the White House Counsel's office at 6-7909.
2.
Personal records. The category of "personal records" includes private papers, such as
material accumulated before entering government service, personal photographs, insurance claim
forms, purely personal correspondence, and personal diaries or journals that staff members
sometimes keep in their offices. It also includes certain kinds of political materials, i.e., those
relating exclusively to (a) the President's own election as President, (b) the Vice President's
campaign for the presidency, (c) the election of a particular individual or individuals to Federal,
State, or local office, or (d) private political associations. To be considered "personal," however,
these materials must have no relation to or direct effect upon the execution of the President's
official or ceremonial duties. Personal and political material should be filed separately from
your Presidential records. You may remove personal records on your departure or donate them
to NARA for the Clinton Library or the Vice President's library.
Donation of personal records to Clinton Library. If you have personal materials that could assist
future scholars in building a comprehensive picture of the achievements of the Clinton
Administration, you are most welcome to donate these materials to the Clinton Library, or in
appropriate circumstances, to the Vice President's library. Let your office Transition
Coordinator or the White House Counsel's office know of your intent and that person will put
you in touch with a professional archivist from NARA.
Documents subject to a subpoena or document request. Documents in your possession may be
responsive to a request for documents or a subpoena directed to the White House. Do not
discard documents if you are aware that they are or have been responsive to a subpoena or
document request.
No classified material may be removed from your office at any time, without compliance with
the rules applicable to such materials.
The above discussion does not exhaust the universe of possible rules applicable to your files. If
you have any questions about the record status or appropriate disposition of any material in your
office. please contact Ann Bushmiller of the White House Counsel's Office for advice at 456-
7909 or Ferne Mosley in the Office of the Vice President at 6-7022.
IV.
Preparation of Presidential Records for Delivery to the Office of Records
Management
As staff members continue to prepare your files for transfer to the Office of Records
Management or to NARA, you should review your records and ensure that personal material you
wish to take with you has been separated from your Presidential records. If you have any
6
Presidential records that exist only in your computer, reduce them to paper or copy them to a
clearly labeled diskette. You do not need to print out emails in the standard Lotus Notes
application. as they are being archived automatically. Ask your Transition Coordinator or
records management specialist for further advice regarding emails if you are under specific
instructions to preserve all of your email records.
You should index your files by preparing a typed inventory of the titles of the file folders. Place
a typed copy of this inventory inside each box and provide Records Management with a
computer disk of the inventory to all files being sent. Some Presidential records may be
particularly sensitive, such as files relating to presidential appointments. which contain personal
information. Note on the index that a particular file contains sensitive personal information.
Under the PRA restrictions and the Freedom of Information Act ("FOIA") exemptions, as well
as in accordance with constitutional and common law privileges. most sensitive Presidential
records can be protected from public access for a period of 12 years. and longer in some cases.
(Regardless of public availability, all such materials will be available to President Clinton, his
designated representatives, and the Vice President, as applicable.)
As mentioned above. you should notify your Transition Coordinator or the Office of Records
Management about any electronic databases you created or maintained that contain Presidential
record material. Also notify these personnel of any stand-alone PC systems that have been used
to generate Presidential records in your files. along with the hardware and software requirements.
If you are transferring any electronic records on computer disks, CD-ROM, or tapes please
indicate the software that has been used. It is extremely important that you indicate whenever a
box of files includes electronic media. This will assist in ensuring that the information created
on these systems and diskettes can be permanently preserved and accessed at the Clinton
Library.
Consult with your Transition Coordinator or the Office of Records Management if you have
additional questions on how to prepare your files for delivery to Records Management.
V.
Delivery of Presidential Records to the Office of Records Management.
As part of the official checkout procedures, departing staff members must certify that they have
transferred their Presidential records to the Office of Records Management. Upon the
completion of the Clinton Administration, NARA will assume legal custody of Clinton
Presidential records for eventual deposit at the Clinton Library. Vice Presidential records will be
maintained separately in storage with Records Management and NARA prior to their transfer to
a library.
To ensure the transfer of Presidential records to NARA in a timely manner at the completion of
the Administration. you should. as soon as possible, deliver to the Office of Records
Management those Presidential records that are not needed for ongoing business. These records
can, of course, be retrieved if they later become needed. Staff members should transfer all of
their remaining files to the Office of Records Management as they depart.
7
WHO TRANSITION COORDINATORS
EOP Office
Transition Coordinator
Backup Coordinator
Advance
Roger Kiley
AIDS Policy
Cheryl Bauerle
Cabinet Affairs
Raj Adlakha
Anne Bovaird
Chief of Staff
Carolyn Wu
Communications
Todd Cohen
Conference Center
Sheila Smith
Correspondence
Matt Sonne
Counsel
Kirstin Pflomm
Domestic Policy Council
Sarah Lucas
Environmental Initiatives
Angela Mizeur
Executive Clerk
Tim Saunders
First Lady
Eric Woodard
Intergovernmental Affairs
Scott Beale
Alison Cantu
Interns
Kendee Yamaguchi
Legislative Affairs
Josh Ackil
Management & Administration
Kelli McClure
Brooks Scoville
Millennium Council
Jane Englestad
Beth Mohsinger
Military Office
Gerald Suarez
National Economic Council
David Tseng
Elliott Baer
One America
Adrian Miller
Oval Office
Betty Currie
Photography
Marilyn Jacanin
Political Affairs
Jaimme Collins
Presidential Personnel
Pete Dagher
Press
Missy Owens
Public Liaison
Joe Ratner
Records Management
Terry Good
Lee Johnson
Scheduling
Shannon Butler
Special Envoy to the Americas
Sharon Liggett
Speechwriting
Josh Gottheimer
Staff Secretary
Carol Cleveland
Telephone Service
Kathy McKeown
Travel
Archana Ayyappan
Visitors
Holly Thoden
White House Operations
Faye Granger
Edd Olds
APPENDIX A
DEPARTURE AGREEMENT
REGARDING COPIES OF PRESIDENTAL RECORDS
Agreement between President William J. Clinton and
(hereinafter "Staff Member"), dated
.
1.
Staff Member understands and acknowledges that "Presidential records" are
documentary materials which relate to or have an effect upon the performance of the
President's constitutional, statutory, ceremonial and official duties, including but not
limited to written documents, models, pictures, films and audio and electronic recordings,
and which either originated in or were received by staff within the following components
of the Executive Office of the President:
White House Office
Office of the Vice President
National Security Council
Office of Policy Development
Council of Economic Advisers
President's Foreign Intelligence Advisory Board
2.
Staff Member hereby requests permission to remove from existing "office
convenience" files extra copies of Presidential records created or received by Staff
Member, other than those containing:
(1)
classified information;
(2)
confidential communications to or from the President or his senior
advisors;
(3)
law enforcement information;
(4)
information in personal files or similar files, and any other personal
information the disclosure of which might constitute an unwarranted
invasion of personal privacy;
(5)
trade secrets or sensitive commercial or financial information; or
(6)
any other information the disclosure of which is prohibited by law.
3.
In consideration of President Clinton's approval to remove extra copies as set
forth in paragraph 2, Staff Member accepts the obligation set forth in paragraphs
4, 5. and 6.
APPENDIX B
4.
To the extent he or she has not already done so, Staff Member hereby agrees to
deliver to the White House Office of Records Management the originals and all copies of
any Presidential records in Staff Member's possession or control, other than those extra
copies set forth in paragraph 2. or those extra copies which the Staff Member has been
authorized to leave behind for the incoming Administration, prior to the termination of
Staff Member's employment as a member of the Clinton Administration.
5.
Staff Member hereby agrees to seek, and to wait for the receipt of, written
approval by President Clinton or his designee before publishing or disclosing to any third
person any materials which contain the complete or partial text or content of any non-
public Presidential record or copy of such record. President Clinton agrees that his
approval shall not be conditioned on reviewing or approving any comment the Staff
Member plans to make about such record and shall be limited solely to the publication or
disclosure of the complete or partial text or content of such paper.
6.
Nothing contained herein limits a Staff Member's right to disclose the complete
or partial text or content of Presidential record in response to a valid and enforceable
subpoena, provided that, before disclosure, Staff Member gives reasonably prompt notice
of the issuance of such a subpoena to President Clinton and to counsel for the incumbent
President. If either decides to object on grounds of the President's (or former
President's) constitutional or statutory authority to control the release of such material,
Staff member agrees to defer disclosing the material subject to the objection until such
objection has been withdrawn or judicially resolved.
7.
This agreement may be enforced by proceedings for injunction or damages or
both.
Date
Name of Departing Staff Member
William J. Clinton
By:
Date
His Authorized Representative
WOODARD, ERIC W.
WHITE HOUSE OFFICE
FIRST LADY
100
0608
White House Transition Coordinators
September 14, 2000
1) Welcome
2)
Personnel Planning
3)
Overview and Briefing on the Presidential Records Act
4)
Preparing Legacy Materials
5)
Questions and Other Issues
Next Meeting:
Tuesday, October 3rd
4:00 - 5:00 pm
Room 180, EEOB
Office of the First Lady Big Issue Binder Project
1. Consult Grid for events related to your topic (see Eric - Room 100).
2. Create tentative list (date and event) of appropriate grid items.
3. Check the three column binders in Shirley's office (room 101) for columns the First Lady
has written, pertaining to your topic, and photocopy them. Add these column dates with each
column name to your list.
4. Get a binder from Room 100 and make tabs with the date of each event and column to store
what you find. Also, ask Eric for solid colored (blue, green, etc) paper to separate each
document under each tab in your binder:
Tab with date + schedule + colored paper + speech + colored paper + briefing + colored paper + news articles
Consult the binders in the press office (room 103) for examples in case you have questions.
5. Most public schedules can be found on the H Drive under First Lady's Public Schedules or
in the Scheduling office. Find the schedule for each event date on your list and print to
include in your binder. This will allow those consulting your binders in the future to know
exactly to whom the First Lady was speaking as well as other events in her day. (If time
permits, create the most comprehensive binder you can by sorting through each daily
schedule of the administration to ensure you have included every meeting, event, etc. on your
topic).
6. Pull corresponding speeches for each event on your list from the H Drive: FL Speech, the
Internet, or if all else fails, the binders of speeches in rooms 103 or (last resort) room 197.
Photocopy or print these speeches and place them with the corresponding tab in your binder.
7. Room 190 holds all the First Lady's briefings in consecutive order. The briefing she was
given for you particular event may have been written on that day or a few days before.
Check these binders for the briefings corresponding to the events on your list, photocopy
them and put them in your binder under the appropriate tabs.
8. Lexis Nexis is a fabulous research device that allows you to track down every article from
everywhere. According to what key words you type, you can find articles generally related
to your topic or specifically related to the event on your list. Track down as best as you are
able the specific article and include each under the appropriate tab.
9. Congratulations! You have completed an amazingly important project that will be so
helpful for the First Lady, her staff and those interested in her life and work in years to come.
Eric W. Woodard
09/15/2000 10:07:02 AM
Record Type:
Record
To:
See the distribution list at the bottom of this message
CC:
Michael Malone/OA/EOP@EOP, Terry W. Good/WHO/EOP@EOP, Lee R. Johnson/WHO/EOP@EOP
Subject: Archiving in Hillaryland
As a friendly reminder, here are some interesting numbers about archiving and the Office of the First
Lady
Records Management estimates that there are 436 archive boxes worth of material in the First Lady's
Office.
Right now, there are 35 working days till the election and only 50 working days till January 20!
So as an office, on average -- between today and January 20 -- we need to be archiving about 9 boxes
every working day!
HAVE YOU THOUGHT ABOUT
ARCHIVING TODAY?!?
Please let me know if you have questions or need help with archiving thanx a lot, Eric W.
Message Sent To:
September 18, 2000
TO: White House Operations (Tel. 62500, OEOB 1)
From: Eric Woodard, Office of the First Lady (Tel. 66266, OEOB 100)
This is to request authorization to use the OEOB print shop for copying a series of binders over
the next few months
1) As part of the archiving effort, our office has compiled a series of 3" binders to reflect the First
Lady's accomplishments in a number of areas. We are now at the point where we need to copy
each of these binders - so there is one copy for the archives and one for the First Lady to use
in whatever future official capacity she assumes (either as a Senator, or as part of the former
President's office). A list of the binders we want to copy is shown below:
Child care/work and family issues: 6 binders
Foster care/Adoption: 2 binders
Early Childhood Development: 2 binders
Youth development/after school/violence: 3 binders
Education: 8 binders
Health reform: 13 binders
Breast Cancer: 2 binders
Gulf War Illness: 1 binder
Beijing: 1 binder
Civil society/democracy building: 2 binders
2) Additionally, as part of our archiving effort, we need to make copies of all the First Lady's
schedules from 1993 to now. Currently, these schedules are kept in 1" binders (1
month/binder). We request authorization to reproduce all eight years worth of the First Lady's
schedules again: 1 copy for the archives, and 1 copy for the First Lady's use in whatever
future official capacity she assumes.
Being able to use the OEOB print shop will not only allow us to copy these materials much more
quickly, but will also significantly reduce the wear and tear on the feeder of our office copier
(which isn't designed for high volume). Moreover, using the print shop will allow our interns to
focus on other elements of our archiving effort - instead of wrestling with our photocopier all
day. We intend to bring 3 or 4 binders/week down to the print shop over the course of the next
several months, so as to avoid creating a tremendous extra workload down there. We're trying to
be proactive by starting this project now, understanding the archiving needs of the White House
will only increase as we get closer to January.
Please let us know if we can provide any information that would be helpful for this
request
thanks a lot, Eric
October 6, 2000
Listed below are estimates as of September 1, 2000 of boxes of Presidential files that were
identified as needing to be inventoried and prepared for shipment to the Office of Records
Management. Below each office is a line indicating the total number of those estimated boxes
that have been received in ORM since September 1, 2000.
Office
Boxes
Office
Boxes
Advance Office
36
Legislative Affairs
187
Rec'd since 9/1:
0
Rec'd since 9/1:
4
AIDS Policy
93
Management and Administration
221
Rec'd since 9/1:
O
Rec'd since 9/1:
0
Cabinet Affairs
105
Millenium Council
170
Rec'd since 9/1:
o
Rec'd since 9/1:
0
Chief of Staff
116
NEC
538
Rec'd since 9/1:
17
Rec'd since 9/1:
13
Communications
49
OPL (includes Women's Office)
313
Rec'd since 9/1:
0
Rec'd since 9/1:
0
Conference Center
20
Photo Office
138
Rec'd since 9/1:
0
Rec'd since 9/1:
5
Correspondence
94
Political Affairs
136
Rec'd since 9/1:
26
Rec'd since 9/1:
0
Counsel's Office
667
POTUS Daily Diary
142
Rec'd since 9/1:
37
Rec'd since 9/1:
0
Domestic Policy
370
Presidential Personnel
431
Rec'd since 9/1:
38
Rec'd since 9/1:
11
Environmental Initiatives
29
Press Office
171
Rec'd since 9/1:
0
Rec'd since 9/1:
45
Envoy for the Americas
52
Scheduling
217
Rec'd since 9/1:
0
Rec'd since 9/1:
1
First Lady
436
Security Office
243
Rec'd since 9/1:
12
Rec'd since 9/1:
0
IGA
91
Speechwriters
205
Rec'd since 9/1:
11
Rec'd since 9/1:
17
Initiative for One America
41
Visitors Office
30
Rec'd since 9/1:
4
Rec'd since 9/1:
4
Intern Office
18
Rec'd since 9/1:
8
Total Estimated: 5359
Total Rec'd Since 9/1: 253
Presidential Records Archiving Progress
Since 9/1 As Of 10/6/2000
Advance Office
0
36
AIDS Policy
0
93
Cabinet Affairs
0
105
Chief of Staff
17
116
Communications
0
49
Conference Center
0
20
Correspondence
26
94
Counsel's Office
37
667
Domestic Policy
38
370
Environmental Initiatives
0
29
Envoy for the Americas
0
52
First Lady
12
436
IGA
11
91
Initiative for One America
41
41
Intern Office
8
18
Legislative Affairs
14
187
Management and Administration
0
221
Millenium Council
0
170
NEC
13
538
OPL (includes Women's Office)
0
313
Photo Office
15
138
Political Affairs
0
136
POTUS Daily Diary
0
142
Presidential Personnel
11
431
Press Office
45
171
Scheduling
1
217
Security Office
0
243
Rec'd Since 9/1
Speechwriters
(17)
205
9/1 Estimated Boxes
Visitors Office
30
0%
20%
40%
60%
80%
100%
Transition Coordinators
November 2, 2000
1)
Office Updates
2)
Archiving Update No personal stuff in white boxes
3)
Supply Clearinghouse
Rm 011 EEOB supply drgs off begining Nor 2 you MWF 10Am-12pm
before andering new supplies check clearing house
2pm-4pm 2pm 4pm
4)
Communication with President-Elect's Transition Team
until Poclesta talk to incoming chief of S talf and informs
Personal only give transition team public use info
5)
Cutoff Date for Personnel Actions
6)
Transition Resources
creating transition resource center late Nov.
assist personal about benefits and what not.
7)
Other Business
November 2, 2000
Listed below are revised estimates as of October 20, 2000 of boxes of Presidential files that were
identified as needing to be inventoried and prepared for shipment to the Office of Records Management.
Below each office is a line indicating the total number of those estimated boxes that have been received in
ORM since September 1, 2000.
Office
Boxes
Office
Boxes
Advance Office
36
Legislative Affairs
187
Rec'd since 9/1:
0
Rec'd since 9/1:
8
AIDS Policy
93
Management and Administration
442
Rec'd since 9/1:
0
Rec'd since 9/1:
120
Cabinet Affairs
105
Millenium Council
170
Rec'd since 9/1:
7
Rec'd since 9/1:
0
Chief of Staff
116
NEC
538
Rec'd since 9/1:
16
Rec'd since 9/1:
14
Communications
49
OPL (includes Women's Office)
313
Rec'd since 9/1:
0
Rec'd since 9/1:
21
Correspondence
94
Political Affairs
136
Rec'd since 9/1:
51
Rec'd since 9/1:
0
Counsel's Office
867
POTUS Daily Diary
142
Rec'd since 9/1:
61
Rec'd since 9/1:
0
Domestic Policy
370
Presidential Personnel
431
Rec'd since 9/1:
49
Rec'd since 9/1:
11
Environmental Initiatives
29
Press Office
171
Rec'd since 9/1:
0
Rec'd since 9/1:
35
Envoy for the Americas
52
Scheduling
217
Rec'd since 9/1:
0
Rec'd since 9/1:
6
First Lady
436
Security Office
243
Rec'd since 9/1:
32
Rec'd since 9/1:
16
IGA
91
Speechwriters
205
Rec'd since 9/1:
32
Rec'd since 9/1:
17
Initiative for One America
41
Total Estimated:
5574
Rec'd since 9/1:
8
Total Rec'd Since 9/1:
504
WHO Records Management
11/2/2000
2:36 PM
MEMORANDUM FOR MRS. CLINTON
Those
FROM:
Melanne Verveer, Shirley Sagawa, and Eric Woodard
require
ready
RE:
Archiving and Transition
own
DATE:
December 29, 2000
more
the
needing
Over the last six months, Shirley and Eric have organized an archiving effort to ensure that
Office of the First Lady materials are dispersed appropriately at the end of the Administration
Meally
Here is a list of major items and our recommendations regarding storage or transfer of the
be
materials. We have discussed these recommendations with the staff involved, as well as Tamera
Luzzatto.
all
In general, we have followed these principles:
be
-- If you will need the material on a regular basis in your Senate office, copies of the material
will be transferred there (although there is very limited shelf space, as you know)
the
the
-- If you need occasional access to the materials, and they are personal, they should be
transferred to accessible storage space (such as your DC house or commercial storage, TBD)
-- If you need occasional access to the materials, and they are official records, they must be
transferred to the archives. (Please note that any materials sent to the office can be retrieved by
you with ? hours? days? notice)
materials as schedules, this books, speeches t
mentrol disflicate made 9 suel
We understand that Bruce Lindsay is organizing the transfer of some of your personal materials
need
to free storage space in Arkansas provided by the National Archives.
Some
Finally, please note that all of your staff members' files are being archived along with other
Americate
White House records. These materials are being indexed using the following categories:
Early childhood development
Breast cancer
DC
pupper
Child care
Gulf war illnesses
Arts
Adoption
Vital Voices
Millennium Council projects
Youth development/afterschool/
Beijing
White House preservation
violence
Civil society/democracy
Philanthropy
Health reform
building
Service
Immunizations
Women and girls education
Children's health
Microenterprise
You will be able to have these indexes searched by computer to identify all files that have been
archived in these categories. These files can then be retrieved by the archives for your use.
Archiving/Materials Disposition Recommendations
Item
Recommended Disposition
Public schedule binders
Originals to archives
Private schedule binders
One copy to Senate Office
One copy TBD
Schedule index
Copies to archives, Senate, others TBD
*Note-sortable, computerized index of schedules is complete up to 1997. Work to
continue by your Senate staff. Hard copies of monthly schedule through 2001 available
in a binder.
Briefing binders
Archives
*Note-the briefing materials, because they are keyed to the schedule, can be searched by
using the schedule index.
Speech binders
Original to archives
Copy to Senate
Electronic copies of speeches
Copies to archives, Senate, others TBD
*Note-electronic files of speeches available only post-1997
Speech index
Original to archives
Copy to Senate
Trip books
One set to archives
Melannes set TBD
melanne
viha
S
Electronic travel index
Copies to archives, Senate, others TBD
HRC electronic/paper rolodex
Huma Abedin
Column binders
Originals to archives
Copy to Senate
Electronic/paper column index and copies
Copies to archives, Senate, others TBD
"The Grid'(policy accomplishments binder)
Original to archives
Copy to Senate
Electronic copies TBD
Staff/Alumni/ae Directory
Senate (Eric Woodard)
Issue Binders
Originals to archives
Copy to Senate
*Note-issues binders include speeches, briefings, schedules, columns, press clips, and
miscellaneous information pertaining to HRC's record on the following issues:
Child care/work/family
Foster care/adoption
Youth development/afterschool/violence
Education
Health
Civil society/democracy building
Women and girls
Early childhood development
Breast cancer
Gulf War Illness
Vital Voices
Microenterprise
Arts
Philanthropy and Service
Immunization/Children's Health
WHODB
Archives
Copy to Senate
*Note-we are still exploring how to convert the data in WHODB to the database program
that you will use in the Senate.
Official correspondence
Archives
Personal correspondence
TBD
*Note-Pam and Milli have about 35 boxes of personal correspondence
Book files
TBD
*Note-Pam and Shirley have about 10 boxes of files relating to Buddy and Socks and
Invitation to the White House
Personal files (kept by Huma, Kelly, Patti)
TBD
*Note-there are about 10 boxes relating to personal matters that you will probably want
transferred to your DC house
To Be Archived
November 16, 2000
Fldy on 'East_wing' (H:)
H:/
H:/Accomplishments
H:/Approach
H:/Columns
H:/Columns/1999 Columns
H:/Columns/2000 Columns
H:/Data/Fl
H:/Database
H:/First Lady Schedules/1993 Public
H:/First Lady Schedules/1994 Public
H:/First Lady Schedules/1995 Public
H:/First Lady Schedules/1996 Public
H:/First Lady Schedules/1997 Public
H:/First Lady Schedules/1998 Public
H:/First Lady Schedules/1999 Public
H:/First Lady Schedules/2000 Public
H:/FL Yearly Events Lists
H:/Flspeech/
H:/Flspeech/1993 - 1995 Transcripts
H:/Flspeech/1996 Transcripts
H:/Flspeech/1997 Speeches as Prepared
H:/Flspeech/1997 Transcripts
H:/Flspeech/1998 Speeches as Prepared
H:/Flspeech/1998 Transcripts
H:/Flspeech/1999 Speeches as Prepared
H:/Flspeech/1999 Transcripts
H:/Flspeech/2000 Transcripts
H:/Flspeech/2000speech
H:/Flspeech/Column
H:/Flspeech/Index
H:/Flspeech/Mail
H:/Flspeech/Other
H:/Flspeech/Staff and Intern Folders
H:/Flspeech/Staff and Intern Folders/Katie
H:/Releases
H:/Releases/1997
H:/Releases/1998
H:/Releases/1999
H:/Releases/2000
H:/Releases/Foreign Trips
H:/Releases/State Dinners
THE WHITE HOUSE
WASHINGTON
MEMORANDUM TO THE STAFF OF THE WHITE HOUSE OFFICE, THE
OFFICE OF THE VICE PRESIDENT, THE NATIONAL SECURITY
COUNCIL, THE OFFICE OF POLICY DEVELOPMENT, THE COUNCIL OF
INTELLIGENCE ADVISORY BOARD
ECONOMIC ADVISERS, AND THE PRESIDENT'S great
FROM:
JOHN PODESTA, CHIEF OF
RE:
PRESERVATION OF STAFF
DATE:
DECEMBER 7, 2000
Many staff members are now in the midst of indexing their files and preparing
them to be sent to the White House Office of Records Management. I appreciate
the time that staff members are taking to perform this extremely important task.
In order to facilitate completion of this task, attached is a copy of the memorandum
regarding the preservation of staff records covered by the Presidential Records Act
that was first circulated in September. The Act covers both Presidential and Vice
Presidential records. Note in particular Appendices 2 and 3, which are
authorization forms regarding copies of Presidential records you wish to take with
you when you leave. Although Appendix 3 was available at your ethics training
and transition briefings, it was not previously attached to the memorandum. Sign
Appendix 2 if you wish to take copies of any Presidential records with you for
personal use. You must also sign Appendix 3 and if you wish to show a
Presidential record to a third party, for example, as a writing sample. Send the
completed forms to the Office of White House Counsel. Copies of only limited
kinds of Presidential records may be kept by staff, as described in more detail in
the memorandum.
If you have questions about getting your files ready for Records Management or
about what documents may be taken with you when you leave, call Records
Management at 456-2240 or the Office of White House Counsel at 456-7909.
THE WHITE HOUSE
WASHINGTON
MEMORANDUM TO THE STAFF OF THE WHITE HOUSE OFFICE, THE
OFFICE OF THE VICE PRESIDENT, THE NATIONAL SECURITY
COUNCIL, THE OFFICE OF POLICY DEVELOPMENT, THE COUNCIL OF
ECONOMIC ADVISERS, AND THE PRESIDENT'S FOREIGN
INTELLIGENCE ADVISORY BOARD
FROM:
JOHN PODESTA, CHIEF OF STAFF
IP
RE:
PRESERVATION OF STAFF RECORDS
DATE:
SEPTEMBER 14, 2000
As we are now in the last year of the Clinton Administration, this is a good time
for all staff in the Executive Office of the President to review the laws governing
the disposition of their files as they continue to archive all appropriate material.
Archiving the files that have been created during this Administration is an
extremely important task. Staff files and donated personal records will be the
nucleus of the Clinton Presidential Library. These records will be critically
important to scholars and historians for many years to come.
The attached memorandum describes White House policy for departing staff
regarding the appropriate treatment of your files. Listed below are some of the
principal points for staff in the above-listed offices to bear in mind as you archive
your files.
The Presidential Records Act requires the preservation of Presidential records.
Almost all work-related material created or received by personnel in the above
offices will be a Presidential record. Do not discard Presidential records,
although you do not have to preserve identical copies.
Vice Presidential records should be treated in the same manner as Presidential
records, although they are maintained separately.
You may take copies of Presidential records when you leave only when all of
the following conditions are met: The document must be a copy, not an original.
It must not be classified, and it must not contain confidential communications to
or from the President or his senior advisors, material from personnel files and
personal information the disclosure of which might constitute an unwarranted
invasion of personal privacy, trade secrets, law enforcement information, or any
other information the disclosure of which is prohibited by law. Each staff
member who wishes to remove any copies of Presidential records must sign the
agreement attached to this memorandum as Appendix B.
You do not need to preserve work-related but "non-record" material, such as
certain notes for your own use and drafts not circulated to others. You may
take such material with you when you leave, but only subject to the conditions
given above.
Personal records should be filed separately from Presidential records. Materials
relating to a political campaign generally are personal records. You may take
personal records with you, or discard them, when you leave. However,
consider donating to the Archives any personal records that will create a fuller
record of the accomplishments of the Clinton Administration for future
historians.
Continue to send Presidential records not needed for ongoing business to
Records Management. Print out or copy to a diskette any Presidential records
that exist only in your computer for inclusion with your records (do not include
Lotus Notes email unless you have been instructed otherwise).
Do not discard any of your files that you know are covered by subpoenas or
document requests.
Each office within the White House Office has one or more Transition
Coordinators who will be trained to assist you in the appropriate indexing and
disposition of your files. A list of the WHO Transition Coordinators is attached to
this memorandum. Staff in other EOP offices may call the Office of Records
Management, counsel within their office, White House counsel at 6-7909, or
counsel in the Office of the Vice-President at 6-7022, with any specific questions.
2
THE WHITE HOUSE
WASHINGTON
MEMORANDUM TO THE STAFF OF THE WHITE HOUSE OFFICE, THE OFFICE OF
THE VICE PRESIDENT, THE NATIONAL SECURITY COUNCIL, THE OFFICE OF
POLICY DEVELOPMENT, THE COUNCIL OF ECONOMIC ADVISERS, AND THE
PRESIDENT'S FOREIGN INTELLIGENCE ADVISORY BOARD.
FROM:
BETH NOLAN, COUNSEL TO THE PRESIDENT Bn
DATE:
SEPTEMBER 14, 2000
SUBJECT: PRESERVATION OF PRESIDENTIAL RECORDS
This memorandum describes your obligations under the Presidential Records Act ("PRA") and
how to prepare your records for delivery to the White House Office of Records Management
prior to your departure. Staff records have been vital as we have worked to achieve the goals of
the Clinton Administration, and they will continue to play a crucial role in the Clinton Library by
documenting our achievements for future scholars and historians. Vice Presidential records are
similarly important and will also be preserved in a Library.
The Presidential Records Act
The Presidential Records Act ("PRA") governs the ownership, maintenance and disposition of
Presidential records. 44 U.S.C. 2201 et seq. The requirements of the PRA apply to all records of
personnel in the White House Office. including the White House Military Office, the Office of
the Vice President, the Office of Policy Development, the Council of Economic Advisors, the
President's Foreign Intelligence Advisory Board, and the National Security Council. I Under the
PRA. records of the Office of the Vice President are Vice Presidential records and are subject to
the provisions of the PRA in the same manner as Presidential records. Both Presidential and
Vice Presidential records are collectively referred as "Presidential records" in this memorandum.
Presidential records are the property of the United States. They should be filed separately from
personal records or non-record material. Presidential records must not be discarded. They must
be preserved and sent to the Office of Records Management, which will maintain them for the
duration of the Administration. Those offices that have an agreement to send their Presidential
records directly to the National Archives and Records Administration ("NARA"), should
continue that practice.
The requirements of another statute, the Federal Records Act. apply to all records of personnel in the
Council on Environmental Quality, the Office of Administration, the Office of Management and Budget, the Office
of National Drug Control Policy, the Office of Science and Technology Policy, and the United States Trade
Representative.
3
I.
Records Covered by the Presidential Records Act
Presidential records are defined in the Act as "documentary materials regardless of physical form
that are created or received by the President, his immediate staff, or a unit or individual of the
Executive Office of the President, whose function is to advise and assist the President, in the
course of conducting activities which relate to or have an effect upon the carrying out of the
constitutional, statutory or other ceremonial or official duties of the President." Documentary
materials refers collectively to all media on which information is recorded, regardless of the
nature of the medium or the method or circumstances of recording. The term includes but is not
limited to correspondence, memoranda, documents, papers, pamphlets, electronic word
processing files and emails, models, pictures, films, and audio and electronic recordings. All
Presidential records must be preserved. You do not have to preserve identical copies.
Documents even drafts circulated to others in the course of conducting activities that relate
to Presidential duties are almost always Presidential records.
Electronic Presidential records/databases. If you have Presidential records that exist only in your
computer, print them out or copy them to a clearly labeled diskette, so they can be filed with
your other Presidential records. Do not print out emails in the standard Lotus Notes application,
as they are being archived automatically. If you created an electronic database containing
Presidential record information, or are the staff member responsible for maintaining such a
database, promptly contact the Transition Coordinator for your office, or the Office of Records
Management so that they and the OA Office of Information Services and Technology ("IS&T")
can include this database along with the appropriate technical information in the material
transferred to NARA.
Restrictions on material that may be taken by staff on their departure. Staff members will be
permitted to take with them extra copies of Presidential records created or received by the staff
member that had previously been made for the staff member's convenience. No original records
may be taken. Further, no document may be taken if it contains the following:
classified information;
confidential communications to or from the President or his senior advisers;
law enforcement information;
information in personnel files or similar files, and any other personal information the
disclosure of which might constitute an unwarranted invasion of personal privacy;
trade secrets or sensitive commercial or financial information; or
any other information the disclosure of which is prohibited by law.
All other copies of Presidential records must be sent to the Office of Records Management for
eventual deposit in the President's Library.
To ensure compliance with this policy, each departing staff member who wishes to remove any
copies of Presidential records must sign the agreement attached to this memorandum as
Appendix B as part of the official checkout procedures. The agreement obligates the staff
member to comply with the policy outlined above, and to refrain from disclosing the contents of
any Presidential records to third parties without the President's consent. The agreement is
4
designed to protect the integrity of White House decision-making processes and to preserve the
President's ability under the Constitution and the PRA to control the distribution of these kinds
of records.
If you have an unusual circumstance you would like to raise regarding the copy of a particular
Presidential record, call the White House Counsel's office at 6-7909.
II.
Records in the Office of the Vice President
The PRA expressly provides that records of the Office of the Vice President are Vice
Presidential records and subject to the provisions of the PRA in the same manner as Presidential
records, although they are maintained separately. Thus, materials created or received in the
Office of the Vice President should be treated in accordance with the guidance given in this
memorandum. Personnel in the Office of the Vice President should consult with Ferne Mosley
at 6-7022 for additional guidance regarding the filing and disposition of Vice Presidential
records.
III.
Other Types of Records
You may have other types of documentary materials in your files that are not subject to the
preservation requirements of the PRA, as discussed below. These types of materials should be
filed separately from your Presidential records.
1. Non-records. The PRA does not require you to preserve non-record materials such as the
following:
preliminary drafts of correspondence, memoranda or reports, kept for your own
use and not circulated to others;
work sheets and informal notes that contain information reflected in final
documents and that do not document policy development or execution;
copies of the 'clips' or other clippings or news summaries so long as they have
not been annotated, organized or arranged for an official purpose;
catalogs, trade journals and other publications received from other government
agencies, or private firms and institutions and that are maintained for reference
purposes;
extra copies of documents produced only for convenience, when those copies are
clearly so identified.
All of your documents should be reviewed carefully, however, because documents in the
categories listed above may nonetheless constitute Presidential records. Particularly in the White
House. drafts, working papers and other similar materials often document policy development,
significant decisions or other matters related to the execution of Presidential duties. If there is
any reasonable doubt, treat the material as a Presidential record. If the material is clearly of
nonrecord status, you may discard it.
5
Administrative material, such as telephone directories. organizational charts and press releases.
may not be Presidential records, but may nonetheless be of great utility to presidential scholars
many years hence. We recommend preserving such material.
You may take non-record material when you depart, but only under the same conditions that are
prescribed above for Presidential records. If you have a question regarding a particular
document, call the White House Counsel's office at 6-7909.
2.
Personal records. The category of "personal records" includes private papers, such as
material accumulated before entering government service, personal photographs, insurance claim
forms, purely personal correspondence, and personal diaries or journals that staff members
sometimes keep in their offices. It also includes certain kinds of political materials, i.e., those
relating exclusively to (a) the President's own election as President. (b) the Vice President's
campaign for the presidency, (c) the election of a particular individual or individuals to Federal,
State, or local office, or (d) private political associations. To be considered "personal," however,
these materials must have no relation to or direct effect upon the execution of the President's
official or ceremonial duties. Personal and political material should be filed separately from
your Presidential records. You may remove personal records on your departure or donate them
to NARA for the Clinton Library or the Vice President's library.
Donation of personal records to Clinton Library. If you have personal materials that could assist
future scholars in building a comprehensive picture of the achievements of the Clinton
Administration, you are most welcome to donate these materials to the Clinton Library, or in
appropriate circumstances, to the Vice President's library. Let your office Transition
Coordinator or the White House Counsel's office know of your intent and that person will put
you in touch with a professional archivist from NARA.
Documents subject to a subpoena or document request. Documents in your possession may be
responsive to a request for documents or a subpoena directed to the White House. Do not
discard documents if you are aware that they are or have been responsive to a subpoena or
document request.
No classified material may be removed from your office at any time, without compliance with
the rules applicable to such materials.
The above discussion does not exhaust the universe of possible rules applicable to your files. If
you have any questions about the record status or appropriate disposition of any material in your
office. please contact Ann Bushmiller of the White House Counsel's Office for advice at 456-
7909 or Ferne Mosley in the Office of the Vice President at 6-7022.
IV.
Preparation of Presidential Records for Delivery to the Office of Records
Management
As staff members continue to prepare your files for transfer to the Office of Records
Management or to NARA, you should review your records and ensure that personal material you
wish to take with you has been separated from your Presidential records. If you have any
6
Presidential records that exist only in your computer, reduce them to paper or copy them to a
clearly labeled diskette. You do not need to print out emails in the standard Lotus Notes
application. as they are being archived automatically. Ask your Transition Coordinator or
records management specialist for further advice regarding emails if you are under specific
instructions to preserve all of your email records.
You should index your files by preparing a typed inventory of the titles of the file folders. Place
a typed copy of this inventory inside each box and provide Records Management with a
computer disk of the inventory to all files being sent. Some Presidential records may be
particularly sensitive, such as files relating to presidential appointments, which contain personal
information. Note on the index that a particular file contains sensitive personal information.
Under the PRA restrictions and the Freedom of Information Act ("FOIA") exemptions, as well
as in accordance with constitutional and common law privileges, most sensitive Presidential
records can be protected from public access for a period of 12 years, and longer in some cases.
(Regardless of public availability, all such materials will be available to President Clinton, his
designated representatives, and the Vice President, as applicable.)
As mentioned above, you should notify your Transition Coordinator or the Office of Records
Management about any electronic databases you created or maintained that contain Presidential
record material. Also notify these personnel of any stand-alone PC systems that have been used
to generate Presidential records in your files. along with the hardware and software requirements.
If you are transferring any electronic records on computer disks, CD-ROM, or tapes please
indicate the software that has been used. It is extremely important that you indicate whenever a
box of files includes electronic media. This will assist in ensuring that the information created
on these systems and diskettes can be permanently preserved and accessed at the Clinton
Library.
Consult with your Transition Coordinator or the Office of Records Management if you have
additional questions on how to prepare your files for delivery to Records Management.
V.
Delivery of Presidential Records to the Office of Records Management.
As part of the official checkout procedures, departing staff members must certify that they have
transferred their Presidential records to the Office of Records Management. Upon the
completion of the Clinton Administration, NARA will assume legal custody of Clinton
Presidential records for eventual deposit at the Clinton Library. Vice Presidential records will be
maintained separately in storage with Records Management and NARA prior to their transfer to
a library.
To ensure the transfer of Presidential records to NARA in a timely manner at the completion of
the Administration. you should, as soon as possible, deliver to the Office of Records
Management those Presidential records that are not needed for ongoing business. These records
can, of course, be retrieved if they later become needed. Staff members should transfer all of
their remaining files to the Office of Records Management as they depart.
7
WHITE HOUSE OFFICE TRANSITION COORDINATORS
EOP Office
Transition Coordinator
Backup Coordinator
Advance
Roger Kiley
AIDS Policy
Cheryl Bauerle
Cabinet Affairs
Raj Adlakha
Anne Bovaird
Chief of Staff
Michele Ballantyne
Drew Gardiner
Communications
Todd Cohen
Conference Center
Sheila Smith
Correspondence
Matt Sonne
Counsel
Jane Schaffner
Domestic Policy Council
Sarah Lucas
Environmental Initiatives
Angela Mizeur
Executive Clerk
Tim Saunders
First Lady
Eric Woodard
Intergovernmental Affairs
Scott Beale
Alison Cantu
Intern
Kendee Yamaguchi
Legislative Affairs
Josh Ackil
Management & Administration
Kelli McClure
Brooks Scoville
Millennium Council
Jane Englestad
Beth Mohsinger
Military Office
Gerald Suarez
National Economic Council
Christopher Wanken
One America
Adrian Miller
Oval Office
Betty Currie
Justin Cooper
Photography
Marilyn Jacanin
Political Affairs
Jaimme Collins
Presidential Personnel
Pete Dagher
Press
Missy Owens
Public Liaison
Joe Ratner
Records Management
Terry Good
Lee Johnson
Scheduling
Carrie Street
Special Envoy to the Americas
Sharon Liggett
Speechwriting
Josh Gottheimer
Staff Secretary
Carol Cleveland
Telephone Service
Kathy McKeown
Travel
Archana Ayyappan
Visitors
Holly Thoden
Elizabeth Jones
White House Operations
Faye Granger
Edd Olds
APPENDIX 1
DEPARTURE AGREEMENT
REGARDING COPIES OF PRESIDENTAL RECORDS
Agreement between President William J. Clinton and
(hereinafter "Staff Member"), dated
.
1.
Staff Member understands and acknowledges that "Presidential records" are
documentary materials which relate to or have an effect upon the performance of the
President's constitutional, statutory, ceremonial and official duties, including but not
limited to written documents, models, pictures, films and audio and electronic recordings,
and which either originated in or were received by staff within the following components
of the Executive Office of the President:
White House Office
Office of the Vice President
National Security Council
Office of Policy Development
Council of Economic Advisers
President's Foreign Intelligence Advisory Board
2.
Staff Member hereby requests permission to remove from existing "office
convenience" files extra copies of Presidential records created or received by Staff
Member, other than those containing:
(1)
classified information;
(2)
confidential communications to or from the President or his senior
advisors;
(3)
law enforcement information;
(4)
information in personal files or similar files, and any other personal
information the disclosure of which might constitute an unwarranted
invasion of personal privacy;
(5)
trade secrets or sensitive commercial or financial information; or
(6)
any other information the disclosure of which is prohibited by law.
3.
In consideration of President Clinton's approval to remove extra copies as set
forth in paragraph 2, Staff Member accepts the obligation set forth in paragraphs
4, 5, and 6.
APPENDIX 2
4.
To the extent he or she has not already done so, Staff Member hereby agrees to
deliver to the White House Office of Records Management the originals and all copies of
any Presidential records in Staff Member's possession or control, other than those extra
copies set forth in paragraph 2, or those extra copies which the Staff Member has been
authorized to leave behind for the incoming Administration, prior to the termination of
Staff Member's employment as a member of the Clinton Administration.
5.
Staff Member hereby agrees to seek, and to wait for the receipt of, written
approval by President Clinton or his designee before publishing or disclosing to any third
person any materials which contain the complete or partial text or content of any non-
public Presidential record or copy of such record. President Clinton agrees that his
approval shall not be conditioned on reviewing or approving any comment the Staff
Member plans to make about such record and shall be limited solely to the publication or
disclosure of the complete or partial text or content of such paper.
6.
Nothing contained herein limits a Staff Member's right to disclose the complete
or partial text or content of Presidential record in response to a valid and enforceable
subpoena, provided that, before disclosure, Staff Member gives reasonably prompt notice
of the issuance of such a subpoena to President Clinton and to counsel for the incumbent
President. If either decides to object on grounds of the President's (or former
President's) constitutional or statutory authority to control the release of such material,
Staff member agrees to defer disclosing the material subject to the objection until such
objection has been withdrawn or judicially resolved.
7.
This agreement may be enforced by proceedings for injunction or damages or
both.
Date
Name of Departing Staff Member
William J. Clinton
By:
Date
His Authorized Representative
APPENDIX 2
DEPARTURE AGREEMENT REGARDING COPIES OF PRESIDENTIAL RECORDS
I hereby request permission to remove from the White House or Executive Office of the
President copies of the following presidential records. I have inserted a brief description and
attached copies of the documents. (Requests will not be granted if these steps are not followed.)
It is understood that I may show the document(s) attached to this Agreement to a third
party. For example, the document(s) may be used as a writing sample. I further understand that
neither I nor any other entity or individual may receive any kind of payment or compensation in
connection with the dissemination of the document(s) attached to this Agreement.
Date
Name of Departing Staff Member
Date
Approved on Behalf of President Clinton
APPENDIX 3
WOODARD, ERIC W.
WHITE HOUSE OFFICE
FIRST LADY
OEOB
100
Eric W. Woodard
10/03/2000 03:25:52 PM
Record Type:
Record
To:
See the distribution list at the bottom of this message
CC:
See the distribution list at the bottom of this message
Subject:
This is a friendly reminder about
THE ISSUE BINDERS!
Not that we don't have ten million other projects going on (schedules, trip binders, the database, archive
boxes, speech indexes, etc., etc.) but this one is important, too
We've finally received permission to start taking binders that've already been completed down to the print
shop (Rm. 084). Here's what you do
- take all pages out of a binder (be careful not to get materials mixed up or out of order)
- leave all dividers/tabs in the empty binder -- you'll have to divide things up again once everything
has been
copied -- (if you want, stick a colored piece of paper between sections of the
original so you'll know where sections
start and end)
- once you've put the pages in a neat stack, take them down to the print shop -- you'll fill out a
form to go
with your order. Please place the order from the First Lady's Office, in my name with your name in
parentheses,
66266 for the telephone number.
Indicate 1 copy per binder. The print
shop will call OEOB 100 when your order is
ready, and we'll let you know.
- when you get your original and the copy back, put the original binder back together - and then
construct a new
binder (with labels, etc.) for the copy.
We don't want to overwhelm the print shop so everybody should each take two or three binders worth
down every week or so -- start now so we're able to get everything copied
Binders that are basically done that just to be finalized and copied
Child care/work and family issues (6 binders):
Heather
Foster care/Adoption (2 binders):
Bridget
Youth development/after school/violence (3 binders):
Dee
Education (8 binders):
Luisa
Health (binders 1-6):
Sarah
Health (binders 7-13)
Chad
Beijing (1 binder):
Bridget
Civil society/democracy building (2 binders):
Dee
Women and Girls (4 binders):
Tania
Early Childhood Development (2 binders):
TBD
Breast Cancer (2 binders):
Tania
Gulf War Illness (1 binder):
Tania
Binders that are partly done that need to be finalized and copied
Vital Voices:
Bridget
Microenterprise:
Chad
Arts:
Heather
White House Preservation:
Chad
Philanthropy and Service:
Tania
Immunizations/Children's Health:
TBD
DC:
TBD
Everyone has a lot to do the TBDs (to be decided) will go to whoever is able to get to them first
Attached (as a reminder) are some good guidelines for those who will be working on new binders
Archive3.docArchive4.doc
Please ask me if you have any questions, need help finding a binder, or are having trouble getting
started
Thanks, Eric W.
Message Sent To:
Bridget T. Hennessey/WHO/EOP@EOP
Allyson D. Lambert/WHO/EOP@EOP
Luisa V. Blanchfield/WHO/EOP@EOP
Heather Beaton/WHO/EOP@EOP
Chad A. Lupinacci/WHO/EOP@EOP
Sarah C. Hinsch/WHO/EOP@EOP
Tania Shapiro-Barr/WHO/EOP@EOP
Message Copied To:
Shirley S. Sagawa/WHO/EOP@EOP
Matthew L. Nelson/WHO/EOP@EOP
Daniela E. Nanau/WHO/EOP@EOP
Ann O'Leary/OPD/EOP@EOP
Heather H. Howard/OPD/EOP@EOP
Eric J. Morse/OPD/EOP@EOP
Gayleen P. Dalsimer/WHO/EOP@EOP
Catherine M Lelyveld/WHO/EOP@EOP
Eric W. Woodard/WHO/EOP@EOP