204 linear feet, 9 linear inches; 468 containers

The materials in this collection consist of correspondence, reports, briefing material, staffing summaries, and printed material related to Hugh Carter’s role as Special Assistant to the President for Administration. The topics are wide ranging and include energy conservation measures within the White House and Camp David; staffing and travel budgets; and staff office space. In addition, the collection includes material related to the day to day functions of the White House; records management and Presidential Libraries; public correspondence to the President; the White House Gift Unit, issuance of Presidential Proclamations, maintaining the Camp David facility; Secret Service functions; and the creation of the Presidential Papers Act and the White House Authorization Act.

 

Hugh A. Carter, Jr.

Hugh A. Carter, Jr. was born on September 24, 1942 in Americus, Georgia. He received his bachelor’s degree in Industrial Engineering from Georgia Institute of Technology in 1964, and his MBA from Wharton School at the University of Pennsylvania in 1966. From 1968-1977, Carter was employed by John H. Harland Company in Atlanta. He served as District Operations Manager for Harland from 1974-1976, and as Vice President from 1976-1977. In January of 1977, he was appointed by President Carter to serve as Special Assistant to the President for Administration. Hugh Carter worked in this role until the end of the Administration in 1981. He founded a book manufacturing and publishing company in Atlanta called Darby Printing, and served on the U.S. Virgin Islands Olympic Committee during the 1996 Olympics. He died in Tampa, Florida on July 23rd, 2023.



White House Correspondence Unit

During the Carter Administration, the White House Correspondence Unit functioned in ways like previous Administrations. The major difference being that the Unit was organizationally placed under the newly created White House Office of Administration. The White House Correspondence Unit was responsible for processing mail and phone calls addressed to the President of the United States. The staff responded to letters and phone calls from the public. Topics ranged from major issues to items of solely personal concerns.  These also included requests for letters recognizing birthdays, anniversaries, weddings, and similar major life events.  In addition, the Unit created or maintained mailing lists for such things as issues related mailings, invitations, and annual Christmas card mailings. Responses to public mail were individually composed or generated using template form letters. A collection of sample materials from previous Administrations was also available to help craft responses. Some items were referred to other Federal agencies for more informed responses. Records were also kept of both mail and call analysis reflecting the number of letters or calls on general and specific topics, as well as the number of letters or calls processed per staff member.

Textual

Arranged alphabetically by folder title, unless otherwise specified in series list.

Series I: Hugh Carter's Subject Files - NAID 165205

This series includes correspondence, staffing budgets and reports, aircraft manifests, and maintenance reports. The material relates to the daily operations of the White House including the mess hall, the Military Office, White House parking, reorganization of the Executive Office and First Lady’s Office; Gift Unit procedures and reports; and detailee assignments. Also included are monthly staff summaries for each office that include staff changes, office titles, supervisor’s names, and individual salaries. Other topics include federal holidays, the Camp David facility, energy conservation in the White House, security violations, entertainment arrangements, and planning for major conferences held at the White House.



Series II: Hugh Carter's Chronological Files - NAID 165205

This series includes memoranda, phone message logs, scheduling requests, and weekly mail summaries. Arranged chronologically by date created.



Series III: Elizabeth Dow's Files - NAID 166305

This series includes memoranda, correspondence, publications, and other printed material. The material relates to her role as a staff assistant to Hugh Carter overseeing the installation of wood burning stoves in the White House and in several cabins at Camp David.



Series IV: Valerio Giannini's Files - NAID 166376

This series includes printed source material for the Administration’s anti-inflation program, correspondence, memoranda, direct mail samples, and White House pass requests. The material relates to Giannini’s primary responsibility in organizing a system to handle the thousands of resumes and mail items received at the White House. This series also contains material relating to his supervision over a staff of 240 that were responsible for all incoming White House correspondence, recordkeeping, printing, and the White House Central Files.



Series V: Hugh (Skip) Holcombe's Files - NAID 166410

This series includes memoranda, correspondence, publications, and early transition information. The material relates to administrative logistics such as issuing parking passes, the First Lady’s travel arrangements, assigning office space, and maintaining security for the White House and the Executive Office Building.



Series VI: Mary Lawton's Files - NAID 166466

This series includes memos, correspondence, legislation drafts, and reports. The material relates to Mary Lawton’s primary role as a legal advisor on various projects such as the Former President’s Bill (S. 2408).



Series VII: Dan Malachuk's Files - NAID 166475

This series contains the files of Dan Malachuk, who served as Deputy for White House Operations under Hugh Carter from 1979-1980. The series consists of correspondence, reports, summaries, computer printouts, and printed material. This material relates to his work on all aspects of White House operations including the White House budget, management of residence personnel, data processing systems, and communications. These files also contain extensive material on the functions of the White House Correspondence Office that was headed by Dan Chew.



Series VIII: Veronica Pickman's Files - NAID 166627

This series includes memorandums, correspondence, press releases, speeches, newspaper clippings, notes, mailing lists, publications, and printed material. The material relates to Veronica Pickman’s responsibilities as Executive Assistant to Hugh Carter in 1980 that included the preparation of memos, letters, reports, speeches, and briefing papers. The series also includes files relating to arrangements for important conferences and meetings held at the White House. In addition, there is a great deal of material relating to her work with Presidential Libraries, the Former President's Act, and other special projects. These projects include the President's Council on Energy Efficiency for the White House; energy efficiency awards; the President's Executive Exchange Program; and the White House Fellows Program.



Series IX: Ralph Peck's Subject Files - NAID 583260

This series contains press releases, correspondence, memoranda, reports, and publications. The material covers presidential personnel appointments, candidate assignment tracking, and the Talent Information Program (TIP).



Series X: Phil Larsen's Subject Files - NAID 7280571

The series contains memorandums, correspondence, press releases, speeches, newspaper clippings, handwritten notes, proposals, booklets, manuals, mailing lists, publications, letters, and printed material. The materials reflect Phil Larsen’s role as President Carter’s Administrative Officer in the White House.



Series XI: Landon Kite's Subject Files - NAID 7280570

The series consist of memoranda, correspondence, weekly reports, daily activity reports, and weekly mail summaries. The majority of the series consist of complaint letters and summaries of congressional mail reports that were sent to the President by members of Congress. The material reflects Landon Kite’s role as Director of Presidential Correspondence Project Manager.



Series XII: Jane Simpson's Subject Files - NAID 7280572

The series consist of correspondence, memoranda, newspaper clippings, and schedules. The series contains the original drafts of the White House Correspondence Manual and the final copy of the White House Correspondence Manual. The material relates to Jane Simpson’s role as Assistant to the Director/White House Staff Liaison.



Series XIII: Pamela (Pam) Zinn's Subject Files - NAID 7280574

The series consist of memoranda, correspondence, and quarterly mail reports. The majority of the series deals with personnel actions, staff evaluations, and performance appraisals. The material reflects Pamela Zinn’s role as Deputy/Correspondence Assistant Project Coordinator.



Series XIV: Telegraph Office Correspondence Files - NAID 583259

This collection consists of correspondence. The materials mainly relate to the White House during the Carter Administration. The White House Telegraph Office was primarily responsible for receiving telegrams from the general public, congressmen, senators, businessmen, civic leaders, and foreign dignitaries. Some topics included congratulatory messages, well wishes, discussion of domestic, as well as international, affairs, and the upcoming 1980 presidential election. Arranged alphabetically by folder title and thereunder chronologically.



Series XV: Correspondence Unit Mail Analysis Files - NAID 353683816

The series contains materials related to the processing of public mail sent to the White House. Tallies were kept on general mail processed and on items dealing with major issues. These tallies were listed for each staff member dealing with the mail. The material consists of activity reports, tally sheets, memorandums, reports, press release indices, agency index and correspondence form manuals.



Series XVI: Correspondence Unit Reference Materials Files - NAID 353683845

The series contains materials used to respond to public inquiries and requests made to Presidents during previous administrations. The materials were used as examples to help generate responses during the Carter Administration. The material consists of letters, correspondence, signature cards, pamphlets, booklets, mail-outs and information sheets.



Series XVII: Correspondence Unit Name Lists Files - NAID 353683810

The series contains materials related to mailing lists created by or for various members of the White House staff. The lists were used to generate names and addresses for mail-outs on both general and specific topics. The material consists of computer printouts, lists and memorandums.



Series XVIII: Correspondence Unit Director's Files - NAID 353681386

The series contains materials related to the operation of the White House Correspondence Unit. The items reflect the various operations performed by the unit and the three Directors that headed the office at various times. Those three individuals were Landon Kite, Valerio Giannini and Dan Chew. The materials consist of memorandums, letters, correspondence, reports, form letters, letter templates, notebooks, mail summaries, drafts, and public mail.



Series XIX: Correspondence Unit Christmas Card Files - NAID 353683802

The series contains materials related to the annual mailing of Christmas cards by the office of the President to various constituencies, friends, donors, political party members and government officials. Also included are items dealing with the recruiting and tasks of volunteers working to prepare the cards for posting. The material consists primarily of lists and computer printouts, but also includes memorandums.



Series XX: Correspondence Unit Subject Files - NAID 353660703

The series consists of materials related to the activities of the White House Office of Correspondence. Included in the materials are reports, memorandums, enclosures, correspondence, manuals, news summaries, response letter templates, drafts, form letters and address lists.



Series XXI: Correspondence Unit Call Analysis - NAID 353681390

The series contains materials related to the screening of public phone calls made to the White House. Information on general calls and calls on specific issues were noted on analysis sheets. Analysis sheets also recorded instances of calls referred to different agencies for a more informed response. The material consists of call analysis sheets containing information about the subject of the call and the caller.



Series XXII: Correspondence Unit Mail Files - NAID 353683816

The series contains material related to public mail received at the White House. These letters cover a wide range of topics both personal and issue related. Also included are requests for acknowledgements of birthdays, weddings, anniversaries, and other major life events. Responses to some public mail are also present among the materials. The materials consist mainly of public mail in the form of letters, postcards, and correspondence.



Series XXIII: Correspondence Unit Publications Files - NAID 357441357

The series consists of soft-bound volumes maintained in the Correspondence Unit. They cover such topics as budget, narcotics, civil service, and the environment. Arranged alphabetically by volume title.



Series XXIV: Dan Chew's Correspondence Files - NAID 581551

These records are unprocessed and unavailable for research at this time.



Series XXV: Accounting and Procurement Files - NAID 583258

These records are unprocessed and unavailable for research at this time.



Series XXVI: Official Travel Manifest Files - NAID 583261

These records are unprocessed and unavailable for research at this time.

These papers contain documents restricted in accordance with applicable executive order(s), which governs National Security policies, applicable statutes/agency restrictions, and material which has been closed in accordance with the donor’s deed of gift.

The records are held at the Jimmy Carter Presidential Library and Museum, 441 John Lewis Freedom Pkwy NE, Atlanta, GA 30307.

Energy efficiency

Wood stoves

Solar energy

Transportation

Salaries

Staffing

Security, International

National security

Budget

White House (Washington, D.C.)

Presidential libraries

Presidential proclamations

Presidential Papers Act

White House Authorization Act

White House (Washington, D.C.)

Camp David

Washington D.C., Executive Office Buildings (EOB)

Washington (D.C.)

1977-1981

Hugh Carter's Subject Files

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Hugh Carter's Chronological Files

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Elizabeth Dow's Files

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Valerio Giannini's Files

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Hugh (Skip) Holcombe's Files

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Mary Lawton's Files

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Dan Malachuck's Files

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Veronica Pickman's Files

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Ralph Peck's Subject Files

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Phil Larsen's Subject Files

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Landon Kite's Subject Files

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Jane Simpson's Subject Files

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Pamela (Pam) Zinn's Subject Files

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Telegraph Office Correspondence Files

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Correspondence Unit Mail Analysis Files

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Correspondence Unit Reference Materials Files

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Correspondence Unit Name Lists Files

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Correspondence Unit Directors' Files

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Correspondence Unit Christmas Card Files

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Correspondence Unit Subject Files

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Correspondence Unit Call Analysis Files

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​​​​​​Correspondence Unit Mail Files

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Correspondence Unit Publications Files

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Dan Chew's Correspondence Files

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Accounting and Procurement Files

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Official Travel Manifest Files

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