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Clinton Presidential Library
1200 President Clinton Avenue
Little Rock, AR 72201
Inventory for FOIA Request 2015-0615-F
Records on Advance Manuals, Handbooks, and Other Documents That Deal With Organizing
Presidential Events Domestically and Internationally
Extent
21 folders, approximately 768 pages
Access
Collection is open to all researchers. Access to Clinton Presidential Records is governed by the
Presidential Records Act (PRA) (44 U.S.C. Chapter 22, as amended) and the Freedom of Information
Act (FOIA) (5 U.S.C. 552, as amended) and therefore records may be restricted in whole or in part in
accordance with legal exemptions.
Copyright
Documents in this collection that were prepared by the officials of the United States government as part
of their official duties are in the public domain. Researchers are advised to consult the copyright law of
the United States (17 U.S.C. Chapter 1) which governs the making of photocopies or other reproductions
of copyrighted material.
Provenance
Official records of William Jefferson Clinton’s presidency are housed at the Clinton Presidential Library
and administered by the National Archives and Records Administration (NARA) under the provisions of
the Presidential Records Act (PRA).
Processed by
Staff Archivist, 2015. Previously restricted materials are added as they are released.
Scope and Content
The materials in FOIA 2015-0615-F are a selective body of documents responsive to the topic of the
FOIA. Researchers should consult the archivist about related materials.
FOIA 2015-0615-F contains records dealing with advance manuals, handbooks, and similar material
focusing on the organization of presidential events on both a domestic and international basis. The
Office of Scheduling and Advance in each presidential administration is responsible for arranging the
trips of staff members, including campaign stops and related happenings. It is an integral component of
the Executive Office of the President, under the control of the Chief of Staff and advisors involved in
making decisions and choices key to the day-to-day operation of most governmental activities.
During the Clinton Administration the office of Scheduling and Advance played a central role in
providing the planning and support crucial to all presidential travel from local events in Washington,
D.C. to excursions abroad. The staffers in this office worked with the President’s daily schedule and
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�also dealt with his appointments and meetings on a long-range basis. In addition, part of their duties
included responsibility for the design and structure of each activity involving President Clinton and the
First Lady outside the confines of the White House. The Office of Scheduling and Advance got split
into two distinct offices in 1997. Dan Rosenthal served as Director of Advance from that point until the
end of the Clinton presidency.
Material responsive to this FOIA case included lists, memoranda, notes, emails, schedules, handwritten
notes, outlines, and calendars. All of the relevant records came from the White House Staff and Office
Files, with Cabinet Affairs and Scheduling composing the vast majority of the documents. In Cabinet
Affairs lists predominate with just about every one of them having to do with volunteers, interns, and
staffers who could be an advance person for any presidential event or similar activity. Prominent and
more specific lists include “Schedulers, “Commonly Used Advance People, “Chiefs of Staff,” “Press
Contacts,” and “Advance List Non-Governmental Employees.”
From the Scheduling Office, the responsive records describe seminars and training classes in the proper
procedures, techniques, and so forth associated with the Advance Office. But perhaps the most
significant document is a complete Advance Manual with sections addressing such issues as Press
Advance, Motorcade Advance, RON (Remain Over Night), and Other Agencies Involved. At the end of
volume, a glossary contains terms connected with proper advance measures. Forms occupy an
important position in the records. A few of the more noteworthy forms: Press Advance Fill-in-theBlank, RON Checklist, Rental Car Worksheet, Travel Voucher, and Request for Parking. The class
most often cited in the material is the White House Advance Training Program that sets forth a detailed
outline citing the responsibilities of Site Advance, Press Advance, and RON Advance. A document
pertaining to the seminar worth noting would be “Ten Advance Commandments,” the ethical obligations
of advance staff are discussed; and the class concludes with a In Service Training Questionnaire.
In the First Lady’s Office (specifically, the records of Trip Director Whitney Williams) there can be
found information vis-à-vis the Advance Office of Hillary Clinton. Checklists exist for domestic and
international travel, RON receives extensive attention, and general helpful reminders show up for
application. Press advance requirements, diagrams, motorcade guidelines, and acknowledgement cards
get dealt with in detail.
Located throughout the remainder of the records are several crucial memoranda that concern matters of
some note in the smooth and unencumbered operation of the Advance Office. A listing of such memos
would begin with Review of the Checklist of Responsibilities for Domestic Trips, continue with the
Decision Timeline for Domestic Presidential Trips, and end with Presidential Trip – Financial
Reconciliation.
System of Arrangement
Records that were responsive to this FOIA request were found in this collection area—Clinton
Presidential Records: White House Staff and Office Files.
Staff and Office files were maintained at the folder level by staff members within their individual offices
and document all levels of administration activity. Staff and Office files are processed at the folder level,
that is, individual documents are not selected and removed from a folder for processing. While this
method maintains folder integrity, it frequently results in the incidental processing of documents that are
not wholly responsive to the subject area.
The following is a list of documents and folders processed in response to FOIA 2015-0615-F:
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�Box 1
Clinton Presidential Records: White House Staff and Office Files
Advance Office
Leninger, Bridget
[Trip Checklists] [OA/ID 24161]
Cabinet Affairs
Marshall, Jr., Thurgood
Advance List [1] [OA/ID 19094]
Advance List [2] [OA/ID 19094]
WH [White House] Advance Manual [1] [OA/ID 19094]
WH [White House] Advance Manual [2] [OA/ID 19094]
WH [White House] Advance Manual [3] [OA/ID 19094]
Chief of Staff
Khapra, Yusuf
Trip Checklists [OA/ID 6774]
Tramontano, Karen
White House Operations [OA/ID 18978]
Counsel’s Office
Chirwa, Dawn
Advance Training [OA/ID CF 1671]
Mills, Cheryl
Advance Training Seminar, 1998 [OA/ID 13154]
First Lady’s Office
Speechwriting
Meyer, Noa
Subject Files
Advance Checklist [OA/ID 103619]
Williams, Whitney
Advance (RON) – Remain Over Night Info. [OA/ID 15625]
HRC [Hillary Rodham Clinton] Advance Manual, 1998-1999 [OA/ID 15625]
Management and Administration
Malone, Mike
Advance Training [OA/ID 12626]
Public Liaison
Subject Files
[Event Checklist – State Arrival] [OA/ID 18273]
Scheduling Office
General Files
[Advance Manual] [OA/ID 24832]
[Advance Training] [OA/ID 24471]
Clinton Presidential Records: White House Staff and Office Files (continued)
Box 2
Training/Advance Forms [1] [OA/ID 24832]
Training/Advance Forms [2] [OA/ID 24832]
Hanlin, Kirk
White House Advance Office In-Seminar Training – January 10, 1998 [OA/ID 23444]
White House Operations
Granger, Teresa Fay
WHTO [White House Travel Office] – Advance Team Training [OA/ID 18118]
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�Last modified: 11/30/2015
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�
Dublin Core
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Title
A name given to the resource
Finding Aids - Collection Descriptions & Inventories
Description
An account of the resource
Finding aids at the Clinton Presidential Library contain a detailed description of the collection including the total number of pages or photos and length of video and audio recordings. Finding aids also include background information of the collection’s topic and details on the record type (ex: email, memorandum, briefing book, Betacam video, audio cassette etc). <br /><br />Finding aids describe collections at the box and folder level, and include a folder title list and information about the arrangement of the collection. <br /><br /><strong>Please note the majority of collections have not yet been scanned nor made available online.</strong>
Publisher
An entity responsible for making the resource available
William J. Clinton Presidential Library & Museum
Text
A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text.
Dublin Core
The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/.
Title
A name given to the resource
Advance Manuals
Identifier
An unambiguous reference to the resource within a given context
2015-0615-F
Description
An account of the resource
This collection consists of advance manuals, handbooks, lists, memoranda, notes, emails, schedules, outlines, and calendars regarding both domestic and international Presidential events. Lists generally contain the names of volunteers, interns, and staffers who might work as an advance person in arranging a presidential visit or similar activity. Much of the remaining material concern seminars and classes that address proper procedure for advance operations. The manuals and handbooks themselves incorporate proven methods for planning Presidential events.
Publisher
An entity responsible for making the resource available
William J. Clinton Presidential Library & Museum
Finding Aid