ADMINISTRATIVE OFFICE,
WHITE HOUSE OPERATIONS: Records,
1981-1989
– REAGAN LIBRARY
COLLECTIONS
Parts or all of this
collection or series of Presidential records are not currently processed or
available for research. Some folders, segments
or whole boxes are processed and are currently available for research. This
available material is noted in bold.
The remainder of the
folders listed in these inventories are subject to Freedom of Information Act (FOIA)
requests under the provisions of the Presidential Records Act (PRA)
If you are interested in
submitting a FOIA request for access to any of the unprocessed records listed
in these inventories or have any questions about these collections or series,
please contact our archival staff at 1-800-410-8354, outside the US at
1-805-577-4012, or email reagan.library@nara.gov.
ADMINISTRATIVE
OFFICE, WHITE HOUSE OPERATIONS: Records,
1981-1989
The Administrative
Office provided for a wide variety of administrative functions including
accounting, budget, equipment, expense reports, parking permits, purchasing,
the ordering of supplies, subscriptions to newspapers and magazines for White
House staff, duplicating machines, and the issuance of travel advances and the
processing of travel vouchers both official and political.
The White House
Administrative Office is one of the sub-offices of White House Operations. Other sub-offices include the Correspondence
Office, the Executive Clerk, Records Management, the Telephone Service Office,
the Transportation and Telegraph Office and the Visitor’s Office. The Library currently has no records for the
Transportation and Telegraph Office and the Telephone Service Office. The Administrative Office and the remaining
sub-offices have been treated as separate individual collections within the
presidential papers at the Library.
In 1978, Congress
authorized the creation of an Executive Office of the Presidency entity whose
purpose was to provide efficient and cost-effective administrative services to
the Executive Office. This became the
Office of Administration which is a wholly separate unit, treated as a federal
agency within the Executive Office of the Presidency. The Office of Administration provided
messenger service, a print shop, personnel and payroll processing, data
processing and information technology, library services, facilities management,
etc. for Executive Office personnel and offices. One of its largest customers is the
Administrative Office.
Early in the Reagan
Administration, John F.W. Rogers joined the administration as Deputy Assistant
to the President for Management. All of the sub-offices within White House
Operations reported to him, including the Administrative Office. In addition, he requested that he also be
assigned the Director of the Office of Administration post in order to settle
problems that had arisen between these two entities since the creation of the
Office of Administration. In August
1981, he was also appointed Director of the Office of Administration.
This arrangement of
dual functions remained in place for every succeeding head of White House
Operations and the Office of Administration until the very end of the
administration. In August 1987, Claire
O’Donnell was appointed Director, White House Operations, and John Riggles
became the Director of the Office of Administration.
In keeping with White
House Records Management practice, the Library treats the Director of the
Office of Administration and their respective office files as presidential
records. The small amount of non-Director Office of Administration files is
treated as federal records. The
Director’s material is simultaneously in the Office of Administration,
Director’s Office and the White House Operation collections reflecting their
truly dual functions at the White House.
Because of this long
duality, the records of the Office of Administration and the Administrative
Office are often inextricably integrated together. For a true reflection of
administration and management at the White House, researchers are advised to
look at both of these collections.
At the beginning of
the Reagan Administration, Arthur Pettipas was the Acting Administrative
Officer at the White House. In July
1981, Richard White was appointed Administrative Officer. He moved to Financial Officer in September
1982 and Theresa Elmore became the Administrative Officer. Elmore came to the Administrative Office from
her post in the Office of Administration Director’s Office. We currently have only an Administrative
Office collection for her. In September
1984, Jean Lamb became the Administrative Officer and remained in that position
until the end of the administration. The
Library has individual collections for all of these officers except Arthur
Pettipas. The Library has one other staff collection for this office. Betty
Ubbens handled accounts payable for the entire administration and has a
chronological and small subject file in her collection.
The Administrative
Office collection is divided into five series: SERIES I: Administration; SERIES
II: Finance; SERIES III: Personnel; SERIES IV: Purchasing; and SERIES V:
Travel. There are numerous subseries in
each series. See the series descriptions
for full information about the subseries.
SERIES
I: ADMINISTRATION (76 l.ft., Boxes AD1101-AD1805)
This material consists
of correspondence, memos, expense account forms, contracts, budget reports, invoices,
payment forms, order forms, timecards, and manuals. The series has eight
subseries, dividing the material by the various administrative functions of the
office. They are: Subseries A: Expense
Accounting; Subseries B: Service by Agreement (SBA); Subseries C:
Subscriptions; Subseries D: Parking; Subseries E: Invoices; Subseries F:
Payroll; Subseries G: Conference Rooms; Subseries H: Subject File.
SUBSERIES A: Expense
Accounting (Boxes AD1101-AD1111). This
material consists of expense account forms, particularly for
entertainment. It was filed by the
determination of who was covering the cost of the entertainment – the
Republican National Committee or the White House. The material is arranged by fiscal year and
then generally alphabetically under the year.
SUBSERIES B: Service
by Agreement (SBA) (Boxes AD1201-AD1202).
Service by Agreement is the White House terminology for contracted
personnel working on a per diem basis. This material consists of
correspondence, contracts and invoices.
The material is arranged by fiscal year and then alphabetically by the
contractor’s name.
SUBSERIES C:
Subscriptions (Boxes AD1301-AD1305). This material covers the subscriptions for
White House offices, staff members and the Library. The material consists of order
correspondence, memos, order form, invoices, lists and reports. The material is arranged by fiscal year and
then alphabetically by office or staff name.
SUBSERIES D: Parking
(Boxes AD1401-AD1410). The issuing of parking permits for the executive complex
and employees was traded back and forth between the Administrative Office and
the Office of Administration four times during the administration. We have left the material within the
Administrative Office because it was transferred there in 1987 and remained
there until the end of the administration. This material consists of
correspondence, memos, forms, reports, parking permits, and parking
vouchers. This material is arranged by
the general information first, and then the parking permit information is
arranged chronologically.
SUBSERIES E: Invoices
(Boxes AD1501-1510). This material
consists of invoices and payment request forms. Material is filed by fiscal
year and then alphabetically.
SUBSERIES F: Payroll
(Boxes AD1601-AD1610). This material consists of two printed computer database
report forms: Payroll by Account and Leave Reports. The material is arranged by chronologically.
SUBSERIES G:
Conference Rooms (Boxes AD1701-1702). This material consists of reservation
forms, reports and calendars for each room.
SUBSERIES H: Subject
File (Boxes AD1801-AD1805). This material consists of correspondence, memos,
reports and forms. It is arranged
alphabetically.
SERIES
II: FINANCE (10 l.ft., Boxes FI2101-FI2304)
Financial matters were
handled by White House Operations Financial Officer, Richard White. White has a staff collection and researchers
should see his files for more information about financial matters at the
administrative level. White left in
October 1987. He was replaced by Chris Vein. The material in this series is divided into
three subseries. They are: Subseries A:
Subject File; Subseries B: Budgets; and Subseries C: Year-End Reports.
SUBSERIES A: Subject
File (Boxes FI2101-FI2102). This
material consists of correspondence, memos, and reports. It is arranged
alphabetically.
SUBSERIES B: Budgets
(Boxes FI2201-FI2202). This material
consists of memos and reports regarding travel and entertainment budgets for
each department. The Library only has
1984-1986 budget files. The material is
arranged by fiscal year.
SUBSERIES C: Year End
Reports (Boxes FI2301-FI2304). This
material consists of printed computer database reports regarding budget outlays
versus budgeted monies by department.
SERIES
III: PERSONNEL (54 l.ft., Boxes PE3101-PE3410)
This series consists
of personnel actions regarding White House staff members. White Personnel officers were James Rogers,
Mary Rose, Marc Brasil and Anita Bavacqua.
We have no staff member collections for any of these individuals from
the White House Personnel office. We
have a small set of chronological files for Anita Bavacqua which has been
designated a subseries within this series.
The material is divided into four subseries. They are: Subseries A: Subject File;
Subseries B: Anita Bavacqua Chronological Files; Subseries C: Individual Files;
Subseries D: Monthly Summaries.
SUBSERIES A: Subject
Files (Box PE3101). This material
consists of correspondence, memos, reports, and forms. It is arranged in alphabetical order.
SUBESERIES B: Anita
Bavacqua Chronological Files (Boxes PE3201). This material is the
correspondence, memos, and forms for White House Personnel Officer, Anita
Bavacqua, June 1987-December 1988. It is
arranged in chronological order.
SUBSERIES C:
Individual Files (Boxes PE3301-PE3331).
This material consists of individual exit folders for most of the
personnel of the Executive Office of the President during the Reagan
administration. Folders include forms
and correspondence related to the employment history of the individual, their
exit date, and their next post. It is arranged alphabetically by the last name
of the White House personnel.
SUBSERIES D: Monthly
Summaries (Boxes PE3401-PE3410). This material was originally in three-ring
binders for each month. Material
consists of computerized report forms regarding salaries for White House
personnel. It includes material
regarding the White House in general, detailees, and separate offices. It is
arranged chronologically.
SERIES
IV: PURCHASING (27 l.ft.; Boxes PU4101-PU4421)
This series consists
of material regarding various vendors, purchase orders and files for
individuals within the purchasing area of the Administrative Office. Charles Morris was the Purchasing Specialist
from July 1981-May 1985. He was
succeeded by Vickers Bryan. Bryan left
in March 1987, and Sally Campbell acted as the Purchasing Specialist until the
end of the administration. We do not
have individual collections for these personnel. Their chronological and subject files make up
the first subseries for this series. The material is divided into four
subseries. They are described below.
SUBSERIES A:
Chronological and Subject Files (Box PU4101). This material consists of
correspondence, memos, form and reports for Charles Morris, Vickers Bryan and
Sally Campbell. The chronological folders for each individual are first, then
an alphabetical subject file.
SUBSERIES B:
Presidential Gifts and Mementos (Boxes PU4201-PU4205). This material consists
of correspondence, memos, request forms and inventory lists for various
Presidential gifts and mementos. These
items were distributed to staff, volunteers and various citizens. They included pens, cufflinks, china bowls
and tea cup sets, leather portfolios, books, letter openers, canvas brief
cases, glass desk plaques and other gift items.
Ordering and distributing these items were originally the responsibility
of the Office of Administration Director’s Office, but was later transferred to
the Administrative Office.
SUBSERIES C: Equipment
and Vendors (Boxes PU4301-4303). This material consists of publications,
printed brochures and reports regarding various office equipment vendors,
correspondence, memos, and notes. It is
arranged generally alphabetically.
SUBSERIES D: Purchase
Orders (Boxes PU4401-PU4421). This
material consists of invoices, memos, correspondence and government forms
(mostly #347) for payment of accounts.
The material is arranged by fiscal year and then by order number.
SERIES
V: TRAVEL (70 l.ft.; Boxes TR5101-TR5604)
This series consists
of the material needed for processing travel authorizations, travel advances,
individual travel reimbursements and hotel bills. This function also included details and
justifications for assigning the travel as official travel for the White House
or for political purposes. Various
individuals handled travel accounting and assistance for the Administrative
Office. They were Suzanne Shean, Lisa Wacker, Lynn Nolte, Oliver Kornegay
(Hamilton), Maralyn Elmore and Betsey Conaton. The Library has chronological
files for Kornegay, Elmore and Conaton and these can be found in Subseries
F. The travel series is divided into six
subseries. They are described below.
SUBSERIES A: Trip
Files (Boxes TR5101-TR5109). The
practice of creating trip files was begun near the end of fiscal year 1982 to
provide the official documentation for determining whether a presidential or
First Lady trip was for official business or for political purposes. The material in this subseries consists of
trip books, itineraries, manifests, expense and budget forms and a memo form
for officially stating the decision about the trip’s purpose. It is arranged chronologically by the trip.
SUBSERIES B: Hotel
Files (Boxes TR5201-TR5215). These files consist of material documenting the
separation of reimbursable and personal expenses, and the payment of the
specific hotels. The material includes
forms, invoices, and copies of payment.
The material is arranged by fiscal year and then alphabetically by
state.
SUBSERIES C:
Individual Files (Boxes TR5301-TR5326). These files are for the travel
authorization forms and travel vouchers for individual White House
personnel. They are arranged by fiscal
year and then alphabetically by the last name of the individual. For FY 1981 only, separate folders were kept
for authorization and vouchers.
SUBSERIES D: Local
Events (Box TR5401). This material
consists of schedules, itineraries, and correspondence regarding local
events. The material was used to
determine whether an event was official business or political. It is arranged chronologically and consists
of 1984-1987 material only.
SUBSERIES E: Car
Rentals (Box TR5501). This material consists of correspondence, invoices and
payment vouchers for car rentals for 1982-1987.
SUBSERIES F:
Chronological and Subject Files (TR5601-TR5604). This material consists of
correspondence, memos and forms within chronological forms for Betsy Conaton
(1987), Maralyn Elmore (1985-1987), and Oliva Korengay (1984-1987). Following
the chronological files is a subject file dealing with general issues for the
travel officers, especially rules and regulations in deciding whether a trip is
political or for official business.
CONTAINER
LIST
SERIES I: ADMINISTRATION
Subseries A:
Expense Accounting
Bills RNC (Republican National
Committee January 1982-February 1982
Bills White House Office (WHO)
January 1981-February 1982
Bills Campaign January 1981-February
1982
Bills Advance January 1981-February
1982
Bills California January
1981-February 1982
Bills Transition January
1981-February 1982
Bills January 1981-February 1982
FY 1982 Pol. & Spec. A
FY 1982 Pol. & Spec. B
FY 1982 Pol. & Spec. C
FY 1982 Pol. & Spec. D
FY 1982 Pol. & Spec. E
FY 1982 Pol. & Spec. F
FY 1982 Pol. & Spec. G
FY 1982 Pol. & Spec. H
FY 1982 Pol. & Spec. IJ
FY 1982 Pol. & Spec. K
FY 1982 Pol. & Spec. L
FY 1982 Pol. & Spec. M
FY 1982 Pol. & Spec. N
FY 1982 Pol. & Spec. OP
FY 1982 Pol. & Spec. QR
FY 1982 Pol. & Spec. S
FY 1982 Pol. & Spec. TU
FY 1982 Pol. & Spec. VW
FY 1982 Pol. & Spec. XYZ
Barbeque Bills 03/08/1982
Knoxville – Beard Committee
Chicago- Totten
Philadelphia – Thornburgh / Heinz
05/14/ 1982
Los Angeles – GOP Major Donor’s
Reception
Houston – Clements
06/15/1982-06/16/1982
New York - GOP Major Donor’s
Reception
Billings, MT - Major Donor’s
Reception / Fundraiser Larry Williams
Travel Los Angeles – Wilson & Deukmajian
08/23/1982-08/24/1982
Travel Kansas
Travel Utah
Monthly RNC (Republican National
Committee) Ledger Reports FY 1982
RNC (Republican National Committee)
Reimbursement Requests not for Joe FY 1982
Hold FY 1982
Official Entertainment Fund FY 1982
FY 1982 Advance Office: RNC
FY 1982 Chief of Staff:
Entertainment
FY 1982 Communication: RNC
FY 1982 Communication: Entertainment
FY 1982 Counsellor to the President:
Entertainment
FY 1982 Deputy Chief of Staff
FY 1982 Deputy Chief of Staff:
Entertainment
FY 1982 Deputy Chief of Staff: RNC
FY 1982 First Lady’s Office:
Entertainment
FY 1982 Intergovernmental Affairs:
Entertainment
FY 1982 Intergovernmental Affairs:
RNC
FY 1982 Legislative Affairs:
Entertainment
FY 1982 Legislative Affairs: RNC
FY 1982 Military Office:
Entertainment
FY 1982 Military Office: RNC
FY 1982 National Security Affairs:
Entertainment
FY 1982 Policy Development:
Entertainment
FY 1982 Political Affairs: RNC
FY 1982 Presidential Personnel:
Entertainment
FY 1982 Presidential Personnel: RNC
FY 1982 Press Secretary:
Entertainment
FY 1982 Public Liaison:
Entertainment
FY 1982 Public Liaison: RNC
FY 1982 Scheduling Office: RNC
FY 1982 Staff Director (Gergen):
Entertainment
FY 1982 Christmas: 1981
FY 1982 State Department
FY 1982 Republican National
Committee
FY 1982 Memoranda – Miscellaneous
FY 1983 Entertainment Reports
FY 1983 White House: Entertainment
FY 1983 Cabinet Affairs:
[Entertainment]
FY 1983 Chief of Staff: [RNC]
FY 1983 Communication: [RNC]
FY 1983 Counsel to the President:
[Entertainment]
FY 1983 Counsellor to the President:
[RNC]
FY 1983 Deputy Chief of Staff: [RNC
/ Entertainment]
FY 1983 Deputy to the Chief of
Staff: [Entertainment]
FY 1983 First Lady: [Entertainment]
FY 1983 Intergovernmental Affairs:
[RNC / Entertainment]
FY 1983 Legislative Affairs: [RNC /
Entertainment]
FY 1983 Military Office:
[Entertainment]
FY 1983 National Security Council:
[Entertainment]
FY 1983 Policy Development:
[Entertainment]
FY 1983 Political Affairs: [RNC]
FY 1983 Presidential Personnel: [RNC
/ Entertainment]
FY 1983 Presidential Scheduling:
[Entertainment]
FY 1983 Press Secretary:
[Entertainment]
FY 1983 Public Liaison: [RNC / Entertainment]
[FY 1984] Entertainment - General
FY 1984 [Entertainment] Cabinet
Affairs
FY 1984 [Entertainment] Chief of
Staff
FY 1984 [Entertainment] Deputy Chief
of Staff
FY 1984 [Entertainment] Deputy to
Chief of Staff
FY 1984 [Entertainment] Deputy to
Deputy Chief of Staff
FY 1984 [Entertainment]
Communications
FY 1984 [Entertainment] Counsel
FY 1984 [Entertainment] Counsellor
FY 1984 [Entertainment]
Intergovernmental Affairs
FY 1984 [Entertainment] Legislative
Affairs
FY 1984 [Entertainment] Management
& Administration
FY 1984 [Entertainment] National
Security Council
FY 1984 [Entertainment] Policy
Development
FY 1984 [Entertainment] Political
Affairs
FY 1984 [Entertainment] Presidential
Personnel
FY 1984 [Entertainment] Press
Secretary
FY 1984 [Entertainment] Private
Sector Initiatives
FY 1984 [Entertainment] Public
Liaison
FY 1984 [Entertainment] Special
Support Services
FY 1984 [Entertainment] White House
Reagan Bush FY 1984
FY 1984 RNC Ledger
FY 1984 RNC
FY 1984 [RNC] W
[Air Force One In-Flight Food
Service Funds FY 1984]
FY 1985 General Entertainment
FY 1985 [Entertainment] Chief of
Staff
FY 1985 [Entertainment] Cabinet
Affairs
FY 1985 [Entertainment] Counsel
FY 1985 [Entertainment] Deputy Chief
of Staff
FY 1985 [Entertainment] Deputy to
Chief of Staff
FY 1985 [Entertainment] Deputy to
Deputy Chief of Staff
FY 1985 [Entertainment]
Intergovernmental Affairs
FY 1985 [Entertainment] Legislative
Affairs
FY 1985 [Entertainment] National Security
Council
FY 1985 [Entertainment] Office of
Policy Development
FY 1985 [Entertainment] Political
Affairs
FY 1985 [Entertainment] Presidential
Personnel
FY 1985 [Entertainment] Press
Secretary
FY 1985 [Entertainment] Private
Sector Initiatives
FY 1985 [Entertainment] Office of
Public Liaison
FY 1985 [Entertainment] Special
Support Services
FY 1985 [Entertainment] White House
Office
FY 1985 [Entertainment]
Administrative Office
FY 1985 [Entertainment] Advance
Office
FY 1985 [Entertainment] Assistant
for Management & Administration
FY 1985 [Entertainment] Counsellor
FY 1985 [Entertainment]
Correspondence (Reply, Analysis, Message & Gift Unit)
FY 1985 [Entertainment] Executive
Clerk
FY 1985 [Entertainment] First Lady
FY 1985 [Entertainment] News Summary
FY 1985 [Entertainment] Other EOP
FY 1985 [Entertainment] Personnel
FY 1985 [Entertainment] President's
Office
FY 1985 [Entertainment] Records
Management
FY 1985 [Entertainment] Scheduling
FY 1985 [Entertainment] Security
FY 1985 [Entertainment]
Speechwriters
FY 1985 [Entertainment] Travel
FY 1985 [Entertainment] Visitor's
Office
FY 1985 RNC Miscellaneous Ledgers
and Claims
FY 1986 General Entertainment
FY 1986 [Entertainment] Chief of
Staff
FY 1986 [Entertainment] Cabinet
Affairs
FY 1986 [Entertainment]
Communications
FY 1986 [Entertainment] First Lady
FY 1986 [Entertainment]
Intergovernmental Affairs
FY 1986 [Entertainment] Legislative
Affairs
FY 1986 [Entertainment] National
Security Council
FY 1986 [Entertainment] Policy
Development
FY 1986 [Entertainment] Presidential
Personnel
FY 1986 [Entertainment] Press
Secretary
FY 1986 [Entertainment] Private
Sector Initiatives
FY 1986 [Entertainment] Public
Affairs
FY 1986 [Entertainment] Public
Liaison
FY 1986 [Entertainment] Special
Support Services
FY 1986 [Entertainment] Staff
Secretary
FY 1986 [Entertainment] White House
Office
FY 1986 [Entertainment] Other White
House
[FY 1986Entertainment] Advance
Office
FY 1986 [Entertainment]
Administrative
FY 1986 [Entertainment]
Correspondence
FY 1986 [Entertainment] Executive
Clerk
FY 1986 [Entertainment] Photo Office
FY 1986 [Entertainment] Records
Management
FY 1986 [Entertainment] Scheduling
FY 1986 [Entertainment] Staff Mess
FY 1986 [Entertainment] Visitor's
Office
FY 1986 [Entertainment] Other EOP
Agencies
FY 1986 [Entertainment] Political
Office
FY 1986 RNC Expense Reports
FY 1986 RNC ABCD
FY
1986 RNC EFGH
FY 1986 RNC IJKL
FY 1986 RNC MNOP
FY 1986 RNC QRSTU
FY 1986 RNC VWXYZ
FY 1986 NRSC
FY 1987 Entertainment in General
FY 1987 Cabinet Affairs
FY 1987 Chief of Staff
FY 1987 Communications
FY 1987 Counsel
FY 1987 Deputy Chief of Staff
FY 1987 First Lady
FY 1987 Intergovernmental Affairs
FY 1987 Legislative
FY 1987 NSC
FY 1987 OPD
FY 1987 Presidential Personnel
FY 1987 Press Secretary
FY 1987 PSI
FY 1987 Public Liaison
FY 1987 Special Support Office
FY 1987 Speechwriters
FY 1987 Staff Secretary
FY 1987 White House Office
FY 1987 Advance Office
FY 1987 Administrative
FY 1987 Correspondence
FY 1987 Executive Clerk
FY 1987 Photo Office
FY 1987 Public Affairs
FY 1987 Records Management
FY 1987 Scheduling
FY 1987 Staff Mess
FY 1987 Visitors Office
FY 1987 Other EOP Agencies
FY 1987 Political Affairs
FY 1987 RNC A-D
FY 1987 RNC E-H
FY 1987 RNC I-L
FY 1987 RNC M-P
FY 1987 RNC Q-U
FY 1987 RNC V-Z
The President's Dinner
FY 1988 General Entertainment
FY 1988 Cabinet Affairs
FY 1988 Chief of Staff
FY 1988 Communications
FY 1988 Counsel
FY 1988 Deputy Chief of Staff
FY 1988 First Lady
FY 1988 Intergovernmental Affairs
FY 1988 Legislative
FY 1988 Media Relations
FY 1988 Military Office
FY 1988 NSC
FY 1988 OPD (Cribb)
FY 1988 OPD (Bauer)
FY 1988 Presidential Personnel
FY 1988 PSI
FY 1988 Press Secretary
FY 1988 Public Affairs
FY 1988 Public Liaison
FY 1988 Speechwriters
FY 1988 Staff Secretary
FY 1988 White House Office
FY 1988 Advance
FY 1988 Administrative
FY 1988 Correspondence
FY 1988 Executive Clerk
FY 1988 Photo
FY 1988 Records Management
FY 1988 Scheduling
FY 1988 Staff Mess
FY 1988 Visitors Office
FY 1988 Other White House
FY 1988 Other EOP Agencies