DEPARTMENT OF STATE BRIEFING MEMORANDUM 5 5 LIMITED OFFICIAL USE NODIS December 2 1976 MEMORANDUM TO The Secretary FROM L - Monroe Leigh Your Papers At Larry's suggestion I have prepared the following talking points in the event you wish to discuss the status of your papers with the President You should be aware that en November 30 Philip Buchen issued a memorandum attached to all White House staff Paragraph 2 of the memorandum asserts that personal files do not include any copies drafts or working papers that relate to official business Although you are not now a White House staff member a question may arise as to whether this statement might be extended to some of your telephone memoranda An additional problem is raised by paragraph 3 d of the memorandum which prohibits a staff member from retaining even a copy of any document that relates to recommendations briefings or advice to the President This might be used to cast a cloud on copies of White House papers that are going to the Library of Congress Talking Points -- I have given much thought about what to do with my papers when I leave office Clearly all LIMITED OFFICIAL USE DES SSIFIED ID 9 G _ Authority I LIMITED OFFICIAL USE 2 original government records will remain in Presidential files or in State Department and NSC files -- Yet I know I will need access to my fil e s in the future -- not only for my writing but a l s o for testimony I am sure I will have to give in the future - I want you to know I have made an arrangement with the Library of Congress to have a c o ll ection of my papers donated and stored there under conditions which fully satisfy government security r e qui r ements -- The collection would include personal papers both from my years in government and from pri or years The collection would also include copies of government papers I have personally worked on or re viewed -- with the understanding that all orig ina l government papers would be at the State Department NSC or in Presidential files -- You should know that there is a considerable precedent The Library of Congress now holds the papers of 27 former Secretaries of State see Tab 2 Attachments 1 Buchen memorandum of November 2 2 List of former Secretaries of State with papers at Library of Congress L MDSandler rr 12 2 76 X 22149 DECLASSIFIED Authori lLI Y95 5°G_ ' To o I THE WHITE HOUSE WASHINGTON November 30 1976 MEMORA NDUM FOR THE WHITE HOUSE STAFF FROM PHILIP W BUCHEif 0 13 SUBJECT PRESIDENTIAL PAPERS The President intends to arrange for the deposit of p apers related to his administration as President in a library similar to the libraries for papers of other Presidents There they will be preserved and made acce s sih le fo r research and reference purposes along with his p apers that are related to the other public offices he h a s held and to his political activities For histor ical purposes it is most important that the library collection be complete and comprehensive and that there be no omission or loss of documents which may have historical value This memorandum sets forth guidelines for handling the papers and other materials in the custody of various members of the President's staff that apply to the papers of the White House Office the Domestic Council the Economiq Policy Board the Energy Resource s Council and the Council on International Economic Policy and to the Presidential files of the National Security Council The papers of staff members within other offices of the Executive Office of the President e g 0MB CEA CEQ STR OTP etc are subject to the requirements of the Federal Records Act and will be handled accordingly Any questions concerning these guidelines should be raised at the earl est possible time with Barry Roth Extension 2397 1 Prior to departure from the President's staff each staff member should turn over all the papers and other materials in his or her possession to Central Files with the exception of his or her purely personal papers or materials Official papers classified Secret and· higher including compartmented intelligence documents should be turned in to the Staff Secretary Campaign 2 I ' I I I related materials as well as official materials are to be preserved and deposited in Central Files To the extent practicable official and campaign materjals should be separated before being sent to Central Files Papers and materials for Central Files should be placed in storage boxes available for that purpose from Frank Matthews Ext 2240 and should be accompanied by an index li s ting the file folder titles or giving other descriptions of the contents in each box Material classified Secret and above being turned in to the Staff Secretary should be placed in boxes or large manila envelopes securely taped and accompanied by an unclassified listing of conte nts on the outside The box or envelope itself should be clearly marked with the highest level of documents it contains and include the name of the individual or office submitting the material 2 Purely personal files and materials including original documents may be taken by the departing staff member Such files include correspondence unrelated to any official or campaign duties performed by the staff member daily appointment records and telephone logs personal copies of books pamphlets and periodicials folders of newspaper or ·magazine clippings copies of records of a personal nature rel ating to a person's employment or service and personal copi e s of photographs proclamations commissions or similar commemo rative items Personal files do not include any copies drafts or working papers that relat e to official busi- ness or the campaign _ I 3 A staff member may make a copy or may retain an extra copy of a document which embodies original intellectual thought contributed by the staff me ber or any of his assistants such as the I roduct of research the n-otes or drafts of speeches delivered by the staff member and drafts of proposed legislation and the copy of ahy other document written or signed by the staff member that is included in his or her chronological files along with a duplicate of each related incoming letter or memorandum may be retained if the original incoming document remains in the Presidential papers e_rovided however no copies may be retained of any documents which come within any of the following categories a 3 ' Material classified for reasons of the national security under Executive Order 11652 b Restricted data under lhe Atomic Energy Act of 1954 as amended c Information supplied to the government under statutes which make the disclosure of such information a crime or d Memoranda of all types written to the President other documents that contain recommendations or · advice made directly or indirectly to the President proposed drafts of speeches or statements for the use of the President schedule proposals to the President briefing papers used in discussions with the President and rec_o rds made of such discussions minutes of meetings of the EPB ERC and similar cabinet-level organizations personnel recommendations or evaluations and the like A staff member who has had access to materials among the Presidential Papers who subsequently needs to inspe ct them for his personal use wil l be permitted to do s o after their accession in the Presidentia library subject to such restrictions as may be generally applicable at the time of the requested inspection The cooperation and assistance of each staff member in the collection of such materials is requested This includes materjals not only in your office but those materials per- taining to your official duties which you may have other than at your present office In order to assist in the collection of these materials for the President staff members should begin depositing them in Central Files or wi h the Staff Secretary as appropriate as soon as possible It is eA-pected that staff offices wil l deposit all inactive files no later than mid-December and the bulk of any remaining files by January 10 Any offices desiring the assistance of archivists for this purpose should contact Barry Roth who will make the · appropri te arrangements I Authority _tb 79 1 DECLASSIFIED 4 By way of a reminder gifts received from a foreign government valued in excess of $50 are property of the United States Government and must be deposited directly with the Chief of Protocol along with information concerning the identity of the donor and the circwnstances of the gift DECLASSIFIED •• Authority I ili 79 5 _ I - JNITED STATES GOVERN NT il1emorandum LIBRARY OF CONGRESS Mr TO • of Research SUBJECT DATE Nov embe r 23 1976 Holdings of the Manuscript Division Among the holdings of the Manuscript Division are the papers of many former Secretaries of State The following are the most sizable collections with an indication of the dates and means of acquisition Collection Title Bayard Thomas F Black Jeremiah Blaine James G Bryan William Jennings Buchanan James Clay Henry Clayton John M Colby Bainbridge Day William R Evarts William M Fish Hamilton Gresham Walter Q f Hay John Hughes Charles Evans Hull Cordell Jefferson Thomas Knox Philander Chase Lansing Robert Madison James Marcy William L Monroe James Olney Richard P oot Elihu Sherman John Van Buren Martin Washburne Elihu D Webster Daniel Item Count 60 000 10 000 7 000 28 000 1 500 4 500 1 300 2 500 15 000 12 000 12 000 12 000 60 000 61 000 140 000 25 000 8 450 12 000 12 500 15 000 4 000 28 000 66 000 111 000 6 000 37 000 2 500 Acquired 1933 gift 1918 purchase 1935 gift 1926 gift 1918 gi f t 1899 gi f t 1904 purchase 1955 gift 1960 de posit 1939 gift 1938 gift 1930 gift 1952 gift 1934 gift 1951 gift 1848 purchase 1929 gift 1929 gift 1837 purchase 1915 gift 1849 purchase 1924 gift 1919 gift 1911 gift 1904 gift 1904 gift 1901 gift Secre taryship 1885-89 1860-61 188 1 1889 - 92 1913-15 1845 -49 1825-29 1849-50 1920-21 1898 1877-81 1869-77 1893-95 1898-1905 1921-25 1933-4u 1789-94 1909-13 1915-20 1801-09 1853-57 1811-17 1895-97 1905-09 1897-98 1829-31 1869 1841-43 1850-52 date of acquisition by the Government transferred to the Library in 1903 NOV 2 6 lS S BUY U c SAVINCS BONDS THROUGH THE PAYROLL PLAN OfC c• uf • • - 2 - From thelist above Secretaries of State in our for well over half the Lime stantial bodies of personal it is clear that approximately half the national history whose service accounted in that office are represented by subpapers in this Division