Perry Scheduling and Advance
Texas Governor Rick Perry:
An Inventory of Governor Rick Perry Scheduling and Advance Office Records at the Texas State Archives
|Organization||History||Scope and Contents||Restrictions||Related Materials|
Creator: Texas. Governor (2000-2015 : Perry)
Title: Governor Rick Perry Texas Scheduling and Advance Office records
Abstract: As the chief executive of the State of Texas, the governor has many responsibilities and duties that require a full schedule to fulfill. The governor’s Scheduling Office (known since 2005 as the Scheduling and Advance Office) is responsible for responding to requests for the governor’s time in an efficient and courteous manner as well as organizing the logistics of the governor’s attendance at local, state, national, and international events. Records of this office comprise paper and electronic records, including invitation files, daily schedules of Governor Rick Perry, and out-of-state letters that notify Lieutenant Governor David Dewhurst when Governor Perry would be out of state. Dates covered are 2001-2015.
Quantity: 1.5 cubic ft. and 6.12 GB (43,136 files)
Language: These materials are written predominately in English with scattered Spanish throughout.
Repository: Texas State Archives
Sponsor: This EAD finding aid was created in cooperation with Texas Archival Resources Online.
Other Finding Aids
A description of non-electronic records described in this finding aid are available at http://www.lib.utexas.edu/taro/tslac/30201/tsl-30201.html.
Organization of the Records
The records are organized into seven series:
- Invitations, 2001-2015, 1.25 cubic ft. and 5.88 GB (40,745 files) (digital)(Restricted)
- Governor’s daily schedules, 2001-2015, 248 MB (2,391 files) (digital)(Restricted)
- Out-of-state letters, 2001-2015, 0.25 cubic ft. (paper)
As the chief executive of the State of Texas, the governor has many responsibilities and duties that require a full schedule to fulfill. The governor’s Scheduling Office (known since 2005 as the Scheduling and Advance Office) is responsible for responding to requests for the governor’s time in an efficient and courteous manner as well as organizing the logistics of the governor’s attendance at local, state, national, and international events. This office created a clear, concise schedule for the governor on a daily basis, and made arrangements for the governor’s out-of-office events. Directors of the Scheduling Office included Shirley Green (2000), John Esparza (2001), and Liza Valenzuela (2002-2004); Directors of the Scheduling and Advance Office included David Eichler (2005-2007), Kimberly Snyder (2008-2013), Karen Steakley (2014), and Hugh Addington (2015). The office included the following staff members when Governor Rick Perry left the Texas Governor’s Office in January 2015: Hugh Addington (director), Stan Gerdes (deputy director), Jennifer Carter (governor’s scheduler), John Blount, and Jason Lambert (governor’s advance).
(Sources include: Guide to Texas State Agencies, 11th edition (2001); Office of the Governor Workforce Summary, accessed on December 28, 2015; Capitol Complex telephone directories (2000-2014); the contents of the records; the current Texas Governor’s Office website (accessed July 7, 2016); and the Texas Governor’s Office website during Governor Perry’s term (dated January 6, 2009), accessed via the Internet Archive Wayback Machine on June 1, 2017.)
Scope and Content of the Records
As the chief executive of the State of Texas, the governor has many responsibilities and duties that require a full schedule to fulfill. The governor’s Scheduling Office (known since 2005 as the Scheduling and Advance Office) is responsible for responding to requests for the governor’s time in an efficient and courteous manner as well as organizing the logistics of the governor’s attendance at local, state, national, and international events. Records of this office comprise paper and electronic records, including invitation files, daily schedules of Governor Rick Perry, and out-of-state letters that notify Lieutenant Governor David Dewhurst when Governor Perry would be out of state. Dates covered are 2001-2015.
Invitations include letters, invitations, emails, event cover sheets, programs, brochures, schedules, and other documentation concerning invitations to Governor Perry handled by the Scheduling and Advance Office, including both accepted and declined invitations, dating 2001-2015. The scanned invitation files cover the entire period, 2001-2015; the accepted invitation files in paper format cover only the years 2009, 2013-2015. Each event file begins with an event cover sheet (apparently a screenshot of the database entry page), usually including the identification number assigned to the event; dates entered and received; requester; date, time, and location of event; name of event; invitation status (e.g., new, declined, no answer required (NAR)); summary; staff notes; hardcopy file location; imaging link; primary staff; plus a checklist for alternate dates offered, whether a response is necessary, and whether a response has been entered. The date spans in the inventory refer to the dates of the events, not the dates of the documents. The number of pages for each event can range from two (event cover sheet and invitation) to several pages. Much (but not all) of the correspondence had been logged into the CTS Correspondence database.
Governor’s daily schedules are the hour-by-hour schedules of Governor Rick Perry, dating 2001-2015. Information included on each daily sheet (if there was a scheduled state event) includes the following: time of event, name of event, location and room; contact and/or advance persons’ names and telephone numbers; staff present (usually called manifest if in transit); press (e.g., open); attendees (including total number if appropriate); agenda (usually in some detail); remarks (e.g., informal, formal); drive time/flight time; and additional notes. Examples of event names include: Phone Call: Congresswoman Kay Granger; Meeting: Palau; Unclassified Border Briefing; Boat Patrol of Rio Grande River; LIVE Interview: Sean Hannity Radio Show; Taped Radio Interview: Simon Conway, News Radio 1040 WHO; Mid-Winter Convention: Department of Texas, Veterans of Foreign Wars. The daily schedules of First Lady Anita Perry are described in the inventory for the records of the Office of First Lady (OFL), at http://www.lib.utexas.edu/taro/tslac/10288/tsl-10288.html#series11. These records are in electronic format only.
Out-of-State letters are notifications to the lieutenant governor, or other acting governors, of the approximate date and time Governor Rick Perry would be absent from the state and when he would be returning to resume his duties as governor. Letters are copies of this standard correspondence and date 2001-2015. Letters (originally housed in a three-ring binder) are addressed to Lieutenant Governors Bill Ratliff (January 2001-December 2002) and David Dewhurst (March 2003-January 2015), or (very rarely) President Pro Tempore Craig Estes, and/or the Speaker of the House Joe Straus. At least one instance (February 2001) involves the time during which Governor Perry would be under anesthesia during a medical procedure. The letters were signed by various staff members. These records are in paper only.
Electronic records described in this finding aid that are part of the Texas Digital Archive are indicated as such in the inventory. Restrictions on access to the content of records are applicable to paper and electronic records. The extent of the electronic records is provided by the file size and the number of files. The inventory does not list every electronic file or folder.
Formats of the original electronic files include word processing or plain text files, and graphic images. Digital files presented for public use will generally be .pdf for text documents or spreadsheets. Files in their original format are available on request; restrictions may apply.
To prepare this inventory, the described materials were cursorily reviewed to delineate series, to confirm the accuracy of contents lists, to provide an estimate of dates covered, and to determine record types.
Restrictions and Requirements
Restrictions on Access
Because of the possibility that portions of these records fall under Public Information Act exceptions including, but not limited to, email addresses (Texas Government Code, Section 552.137); and government employees or officials’ home telephone numbers, personal cellular telephone numbers, and personal pager numbers (Texas Government Code, Section 552.117), an archivist must review these records before they can be accessed for research. The records may be requested for research under the provisions of the Public Information Act (Texas Government Code, Chapter 552).
The researcher may request an interview with an archivist or submit a request by mail (Texas State Library and Archives Commission, P.O. Box 12927, Austin, TX 78711), fax (512-463-5436), email (email@example.com), or see our web page (https://www.tsl.texas.gov/agency/customer/pia.html). Include enough description and detail about the information requested to enable the archivist to accurately identify and locate the information. If our review reveals information that may be excepted by the Public Information Act, we are obligated to seek an open records decision from the Attorney General on whether the records can be released. The Public Information Act allows the Archives ten working days after receiving a request to make this determination. The Attorney General has 45 working days to render a decision. Alternately, the Archives can inform you of the nature of the potentially excepted information and if you agree, that information can be redacted or removed and you can access the remainder of the records.
Types of restricted information as listed above apply to paper and electronic records. Some electronic records will not be available through our portal due to such restrictions. Please see Archives staff for further information.
Restrictions on Use
Most records created by Texas state agencies are not copyrighted. State records also include materials received by, not created by, state agencies. Copyright remains with the creator. The researcher is responsible for complying with U.S. Copyright Law (Title 17 U.S.C.).
The following materials are offered as possible sources of further information on the agencies and subjects covered by the records. The listing is not exhaustive.
(Identify the item and cite the series), Texas Governor Rick Perry Scheduling and Advance Office records. Archives and Information Services Division, Texas State Library and Archives Commission.
Accession numbers: 2015/067, 2015/117
Paper records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by the Office of the Governor on December 19, 2014 through March 2015. Electronic records were transferred to the Archives and Information Services Division of the Texas State Library and Archives Commission by the Office of the Governor on January 29, 2015.
Processed by Tony Black, July 2016